Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2016-04-11 City Council Agenda Packet
City Council 1 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. April 11, 2016 Regular Meeting Council Chambers 6:00 PM Agenda posted according to PAMC Section 2.04.070. Supporting materials are available in the Council Chambers on the Thursday 10 days preceding the meeting. PUBLIC COMMENT Members of the public may speak to agendized items; up to three minutes per speaker, to be determined by the presiding officer. If you wish to address the Council on any issue that is on this agenda, please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. You are not required to give your name on the speaker card in order to speak to the Council, but it is very helpful. TIME ESTIMATES Time estimates are provided as part of the Council's effort to manage its time at Council meetings. Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. To ensure participation in a particular item, we suggest arriving at the beginning of the meeting and remaining until the item is called. HEARINGS REQUIRED BY LAW Applicants and/or appellants may have up to ten minutes at the outset of the public discussion to make their remarks and up to three minutes for concluding remarks after other members of the public have spoken. Call to Order Closed Session 6:00-7:00 PM Public Comments: Members of the public may speak to the Closed Session item(s); three minutes per speaker. 1.CONFERENCE WITH LABOR NEGOTIATORS City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations (James Keene, Molly Stump, Suzanne Mason, Rumi Portillo, Dania Torres Wong, Alyson Hauck) Employee Organizations: Utilities Management and Professional Association of Palo Alto (UMPAPA); Management, Professional and Confidential Employees Authority: Government Code Section 54957.6(a) REVISED 2 April 11, 2016 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Agenda Changes, Additions and Deletions City Manager Comments 7:00-7:10 PM Oral Communications 7:10-7:25 PM Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes. Minutes Approval 7:25-7:30 PM 2.Approval of Action Minutes for the March 28, 2016 Council Meeting Consent Calendar 7:30-7:35 PM Items will be voted on in one motion unless removed from the calendar by three Council Members. 3.Approval of a Contract With Pleasanton Engineering Contractors, Inc. in the Not-to-Exceed Amount of $275,000 for Improvements to the Household Hazardous Waste Station Located at the Regional Water Quality Control Plant 4.Finance Committee Recommends Adoption of a Budget Amendment for Fiscal Year (FY) 2016 to Adjust Budgeted Revenues and Expenditures in Accordance With the Recommendations in the FY 2016 Midyear Budget Review Report 5.Adoption of new Memoranda of Agreement With Palo Alto PoliceOfficers’ Association (PAPOA), International Association of Firefighters’ Union, Local 1319 (IAFF), Service Employees’ International Union, Local 521 (SEIU) and Palo Alto Police Management Association (PAPMA) and Adoption of a Resolution Amending the City of Palo Alto Merit Rules and Regulations 6.Approval of a City of Palo Alto Comment Letter Regarding the Draft 2016 California High Speed Rail Authority Business Plan Action Items Include: Reports of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Reports of Officials, Unfinished Business and Council Matters. 7:35-9:00 PM 7.PUBLIC HEARING: Adoption of an Ordinance to Amend Chapter 18.76 (Permits and Approvals) of the Palo Alto Municipal Code to Modify the Architectural Review Findings. The Planning and Transportation Commission and the Architectural Review Board Reviewed and Recommended the Proposed Draft Ordinance. The Proposed Amendments are Exempt From Further Environmental Review per 3 April 11, 2016 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. California Environmental Quality Act (CEQA) Guideline Sections 15061(b) and 15301, 15302 and 15305 9:00-10:00 PM 8.Direction to Staff Regarding Downtown Palo Alto Parking Wayfinding and Parking Guidance Systems Design Inter-Governmental Legislative Affairs Council Member Questions, Comments and Announcements Members of the public may not speak to the item(s) Adjournment AMERICANS WITH DISABILITY ACT (ADA) Persons with disabilities who require 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 (650) 329-2550 (Voice) 24 hours in advance. 4 April 11, 2016 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Additional Information Standing Committee Meetings Policy and Services Committee Meeting Cancellation Schedule of Meetings Schedule of Meetings Tentative Agenda Tentative Agenda Informational Report Palo Alto Downtown Monitoring Report 2013-2015 Update on Recycled Water Planning Efforts and Groundwater Studies in Partnership With Santa Clara Valley Water District Public Letters to Council Set 1 CITY OF PALO ALTO OFFICE OF THE CITY CLERK April 11, 2016 The Honorable City Council Attention: Finance Committee Palo Alto, California Approval of Action Minutes for the March 28, 2016 Council Meeting Staff is requesting Council review and approve the attached Action Minutes. ATTACHMENTS: Attachment A: 03-28-16 DRAFT Action Minutes (DOC) Department Head: Beth Minor, City Clerk Page 2 CITY OF PALO ALTO CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 7 Special Meeting March 28, 2016 The City Council of the City of Palo Alto met on this date in the Council Chambers at 6:03 P.M. Present: Berman, Burt, DuBois, Filseth, Kniss, Schmid, Wolbach arrived at 6:07 P.M. Absent: Holman, Scharff Closed Session 1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS. This Agenda Item was removed and is continued to a date uncertain. Agenda Changes, Additions and Deletions None. Minutes Approval 2. Approval of Action Minutes for the March 14, 2016 Council Meeting. MOTION: Council Member Wolbach moved, seconded by Council Member Berman to approve the Action Minutes for the March 14, 2016 Council Meeting. MOTION PASSED: 7-0 Holman, Scharff absent Consent Calendar MOTION: Council Member Berman moved, seconded by Council Member DuBois to approve Agenda Item Numbers 3-5. DRAFT ACTION MINUTES Page 2 of 7 City Council Meeting Draft Action Minutes: 3/28/16 3. Approval of Amendment Number Two to Contract Number C14151917 With Alta Planning + Design, Inc. to Extend the Term of the Contract for Planning, Community Outreach, Conceptual Design, Preliminary Environmental Assessment for Bicycle Boulevard Projects to March 8, 2017. 4. Approval of Amendment Number One to Contract Number C14150007 With Alta Planning + Design, Inc. to Extend the Term of the Contract for the Feasibility Study and Preliminary Environmental Analysis for the Midtown Connector Project to September 9, 2016. 5. Approval of Amendment Number Two to Contract Number C14153335 With Fehr and Peers to Extend the Term of the Contract for Planning, Community Outreach, Conceptual Design, Preliminary Environmental Assessment for Bicycle Boulevard Projects to March 8, 2017. MOTION PASSED: 7-0 Holman, Scharff absent Action Items 6. PUBLIC HEARING: Approval of a Lease Agreement With the Palo Alto Lawn Bowls Club, Inc. for City-Owned Property Located at 474 Embarcadero Road for a Period of Up to 10 Years. MOTION: Council Member DuBois moved, seconded by Council Member Kniss to authorize the City Manager or his designee to execute a four-year lease agreement between the Palo Alto Lawn Bowls Club, Inc. and the City of Palo Alto for the Palo Alto Lawn Bowl facility at 474 Embarcadero Road with two, three-year extension terms for a total not to exceed term of ten years. Public Hearing opened and closed without public comment at 6:26 P.M. MOTION PASSED: 7-0 Holman, Scharff absent 7. Resolution 9579 Entitled, “Resolution of the Council of the City of Palo Alto Increasing and Adjusting Department of Planning & Community Environment User Fees Based on a Cost of Services Study and Recommendations of the Finance Committee.” Public Hearing opened at 6:34 P.M. DRAFT ACTION MINUTES Page 3 of 7 City Council Meeting Draft Action Minutes: 3/28/16 Public Hearing closed at 6:55 P.M. MOTION: Council Member DuBois moved, seconded by Mayor Burt to adopt a Resolution approving the specified changes to the Planning and Community Environment fees based on the Cost of Services Study with the following changes: A. Clarify appeal fees; and B. The person requesting an Appeal or a Director’s Hearing will pay $280; and C. Neighborhood preservation zone should not have a fee; and D. The City should continue to subsidize childcare centers at the current rate. INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add to the Motion, “to request Staff return with an alternative for an annual inflation adjustment to the Fee Schedule.” (New Part E) INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add to the Motion, “if an Appeal by a third party fails, the Applicant is not obligated to pay additional fees.” (New Part F) AMENDMENT: Mayor Burt moved, seconded by Council Member Berman to add to the Motion, “if an Applicant appeals and prevails, the Applicant would not be obligated to pay additional fees.” (New Part G) AMENDMENT PASSED: 5-2 DuBois, Schmid no, Holman, Scharff absent INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add to the Motion, “if the Council chooses not to hear an Appeal, the Appeal Fee is returned to the Appellant.” (New Part H) INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to replace in the Motion Part B, “or a Director’s DRAFT ACTION MINUTES Page 4 of 7 City Council Meeting Draft Action Minutes: 3/28/16 Hearing will pay $280” with “and/or a Director’s Hearing will pay a maximum fee of $280, except in the case of an Appeal filed by an Applicant.” INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add the Motion Part A, “to be paid by Project Applicants into one deposit for the purposes of Cost Recovery.” MOTION RESTATED: Council Member DuBois moved, seconded by Mayor Burt to adopt a Resolution approving the specified changes to the Planning and Community Environment fees based on the Cost of Services Study with the following changes: A. Clarify appeal fees to be paid by Project Applicants into one deposit for the purposes of Cost Recovery; and B. The person requesting an Appeal and/or a Director’s Hearing will pay a maximum fee of $280, except in the case of an Appeal filed by an Applicant; and C. Neighborhood preservation zone should not have a fee; and D. The City should continue to subsidize childcare centers at the current rate; and E. To request Staff return with an alternative for an annual inflation adjustment to the Fee Schedule; and F. If an Appeal by a third party fails, the Applicant is not obligated to pay additional fees; and G. If an Applicant appeals and prevails, the Applicant would not be obligated to pay additional fees; and H. If the Council chooses not to hear an Appeal, the Appeal Fee is returned to the Appellant. MOTION AS AMENDED PASSED: 7-0 Holman, Scharff absent Council took a break from 7:48 P.M. to 7:54 P.M. At this time Council heard Agenda Item Number 9. DRAFT ACTION MINUTES Page 5 of 7 City Council Meeting Draft Action Minutes: 3/28/16 9. PUBLIC HEARING: Adoption of a Mitigated Negative Declaration and Approval of a Site and Design Review Application for a new Two-Story, 7,500 Square Foot, 50-Foot Tall Building Designed to Handle Sludge De-watering and Truck Load-outs, With Adjacent Stand-by Generator, and a new Outdoor Equipment Area Next to the Existing Incinerator, to be Placed Centrally on the Regional Water Quality Control Plant Site at 2501 Embarcadero Way (Continued From March 21, 2016). Public Hearing continued from March 21, 2016. Public Hearing closed at 8:30 P.M. MOTION: Council Member Kniss moved, seconded by Mayor Burt to approve the Mitigated Negative Declaration, the Mitigation and Monitoring Program, and the Record of Land Use approving the Site and Design Review and Architectural Review application for the new dewatering facility at the Regional Water Quality Control Plant. INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add to the Motion, “and add a review of landscaping on the South side of the facility to be consistent with the Baylands Master Plan.” MOTION RESTATED: Council Member Kniss moved, seconded by Mayor Burt to approve the Mitigated Negative Declaration, the Mitigation and Monitoring Program, and the Record of Land Use approving the Site and Design Review and Architectural Review application for the new dewatering facility at the Regional Water Quality Control Plant and add a review of landscaping on the South side of the facility to be consistent with the Baylands Master Plan. MOTION AS AMENDED PASSED: 7-0 Holman, Scharff absent At this time Council heard Agenda Item Number 8. 8. Resolution 9580 Entitled, “Resolution of the Council of the City of Palo Alto Continuing the Palo Alto Clean Local Energy Accessible Now (CLEAN) Program and Decreasing the Contract Rate: (1) for Solar Resources to 8.9c/kWh to 9.0c/kWh, and (2) for Non-Solar Renewable Energy Resources to 8.1c/kWh to 8.2c/kWh; and Amending Associated Program Eligibility Rules and Power Purchase Agreement Accordingly (Continued From March 21, 2016).” DRAFT ACTION MINUTES Page 6 of 7 City Council Meeting Draft Action Minutes: 3/28/16 MOTION: Council Member Berman moved, seconded by Mayor Burt to: A. Adopt a Resolution to: i. Maintain the Palo Alto CLEAN program price for local solar energy resources at the current price of $0.165 per kilowatt- hour ($/kWh) for a 20-year or 25-year contract term, and continue with a program limit of 3 megawatts (MW); and ii. Reduce the Palo Alto CLEAN program price for local non-solar eligible renewable energy resources to the updated avoided cost of such energy ($0.081/kWh for a 20-year contract term, or $0.082/kWh for a 25-year contract term), from the prior avoided cost projection ($0.093/kWh for a 20-year contract term, or $0.094/kWh for a 25-year contract term), and continue with a separate program limit of 3 MW specifically for local non-solar eligible renewable resources; and B. Approve the amended CLEAN program Power Purchase Agreement (PPA) to implement the recommended changes. AMENDMENT: Council Member Schmid moved, seconded by Council Member XX to add to the Motion, “reassess long term cost effectiveness taking into account the dramatic drop in prices of solar energy in California.” AMENDMENT FAILED DUE TO THE LACK OF A SECOND MOTION PASSED: 6-1 Filseth no, Holman, Scharff absent Inter-Governmental Legislative Affairs None. Council Member Questions, Comments and Announcements Council Member Kniss encouraged Council Members to sign up for the California League of Cities, Peninsula Division Bocce Ball event on April 20. She attended the League of California Cities High Speed Rail/Caltrain Update Dinner last week. DRAFT ACTION MINUTES Page 7 of 7 City Council Meeting Draft Action Minutes: 3/28/16 Mayor Burt attended the Caltrain Local Policy Maker Group meeting that addressed the business plan for the High Speed Rail Authority. The Group is working to ensure the business plan addresses the potential impacts to the local region. The Group is promoting reincorporation of Context Sensitive Solutions in the business plan. Adjournment: The meeting was adjourned at 9:53 P.M. City of Palo Alto (ID # 6636) City Council Staff Report Report Type: Consent Calendar Meeting Date: 4/11/2016 City of Palo Alto Page 1 Summary Title: Contract for Household Hazardous Waste Station Improvement Project (Installation of Canopy) Title: Approval of a Contract With Pleasanton Engineering Contractors, Inc. in the Not-to-Exceed Amount $275,000.00 for Improvements to the Household Hazardous Waste Station Located at the Regional Water Quality Control Plant From: City Manager Lead Department: Public Works Recommendation Staff recommends that Council: 1) Approve and authorize the City Manager or his designee to execute the attached contract with Pleasanton Engineering Contractors, Inc. (Attachment A) in the amount of $250,000.00 for improvements to the Household Hazardous Waste Station, located at 2501 Embarcadero Way, Palo Alto, CA; and 2) Authorize the City Manager or his designee to negotiate and execute one or more change orders to the contract with Pleasanton Engineering Contractor, Inc. for related, additional, but unforeseen work which may develop during the project, the total value of which shall not exceed $25,000. Executive Summary Staff recommends that council approve the attached contract for improvements to the Household Hazardous Waste Station, specifically the installation of a canopy structure over the hazardous waste drop-off area. The proposed canopy will prevent stormwater from coming in contact with household hazardous wastes being unloaded and sorted at the station during weekly drop-off events. Installation of the canopy completes the household hazardous waste station as City of Palo Alto Page 2 originally planned and designed. The footings for the canopy were installed in 2013, however, the canopy installation was postponed due to Refuse Fund budget issues. Background Palo Alto’s household hazardous waste (HHW) program began in 1983 when Palo Alto, in response to community concerns about toxic wastes in the environment, became the second jurisdiction in the State to provide HHW collection services to its residents. The objectives of the program were to provide a point of contact for educating the public about the safe use, storage and disposal of and alternatives to HHW products, and to help reduce the release of HHW to storm drains, landfill and the sanitary sewer. In 1986, the Tanner Bill (AB 2948) was passed requiring counties to establish hazardous waste management plans (Health & Safety Code 25135-25135.9). In 1987 the Greene Bill (SB 477) requiring each city to either adopt a city hazardous waste management plan or incorporate the county’s plan into the city’s plan was passed. HHW Element AB 939 was passed in 1989, mandating that cities adopt and submit a HHW Element (HHWE), a document that sets policies, objectives, and programs for collection of HHW in compliance with state mandates. Palo Alto’s HHWE (June, 1991) evaluated HHW alternatives and led to the development of a permanent HHW facility to phase out the monthly collection events that were taking place during that time. Since Palo Alto’s program predated the Santa Clara County program, and a mature, effective program at that, Palo Alto decided to continue its own program instead of joining the Santa Clara County HHW Program. In the early 1990s the City’s Regional Water Quality Control Plant (RWQCP) became a permitted permanent HHW collection facility, focusing on the collection and proper disposal of target wastes that directly affected the wastewater effluent such as photo chemicals, mercury wastes, certain types of pesticides and more recently pharmaceutical wastes. In 2008 the RWQCP upgraded its hazardous wastes storage structures by adding a new hazardous waste storage locker (and related improvements) at the entrance to the RWQCP, allowing for the storage of plant generated hazardous wastes and HHW collected through the permanent facility permit. City of Palo Alto Page 3 In December 2011 Council approved the closure of the City’s Recycling Center, effective February 2012. Materials previously accepted at the Recycling Center included recyclable HHW, which are now being accepted by the HHW program. To mitigate the impact of the Recycling Center closure and to improve the availability of the HHW program to residents, staff made improvements to the HHW Station by constructing a dedicated permanent HHW Station drop-off facility, adding more storage capacity and improving storm water protection and safety. Improvements to the facility allowed the HHW collection events to occur more frequently, and in September 2013, the program began a weekly (versus monthly) collection schedule, improving the convenience for residents and reducing the potential for improper disposal of hazardous wastes. HHW drop-off events are currently held weekly on Saturdays, and on the first Friday of the month. Staff contracted with Siegfried Engineering to complete the design for the HHW Station improvements. Most elements of the project were completed in 2013, with the exception of the proposed canopy, which was an add-alternate to the original Household Hazardous Waste Station Improvements project that staff recommended be completed as a separate project. Discussion The canopy is intended for safety and pollution prevention. It will be constructed on the existing canopy pier foundations that were installed in 2013 and will provide the following benefits: protect the hazardous waste drop-off area and waste sorting tables from the elements, preventing rain water from coming into contact with wastes during winter drop-off events; shelter HHW Station workers from inclement weather; provide a fire suppression system over the drop-off area and waste sorting area; provide adequate lighting for security and overcast drop-off events Bid Process On February 16, 2016, a notice inviting formal bids (IFB) for the Improvements to the Household Hazardous Waste Station Project was posted by City Hall, and a City of Palo Alto Page 4 total of 177 vendors were notified through the City’s e-procurement website. A total of 14 bid packages were downloaded. Bids were received from one (1) contractor on March 8, 2016. Staff speculates that more bids were not received because of the small-scale of the project and because of the current “boom” in construction activity, especially larger projects in the Bay Area. Bid name/number Household Hazardous Waste Station Improvement Project (Canopy) Proposed length of project 90 calendar days Number of bid packages transmitted 14 Total days to respond to proposal 21 Pre-bid meeting Mandatory pre-bid meeting held March 1st Number of proposals received 1 Bid price range $250,000 Staff has reviewed the submitted bid, which was submitted by Pleasanton Engineering Contractors, Inc. and totaled $250,000. This bid amount is lower than the 2013 winning bid amount of $280,000 when other improvements to the HHW Station were completed (the canopy was an add-alternate bid item that was ultimately not included in the contract). This $250,000 bid amount is higher than the original engineer’s 2013 estimate of $75,000. Staff deems the engineer’s estimate to be low and not reflective of actual construction costs because it was based on an out-of-the-box design that was later modified to a customized design to comply with Architectural Review Board requirements and comments. Work includes mobilization/demobilization; site preparation; the installation of the above-ground canopy structure including columns, beams, roof, lighting, fire sprinklers, piping gutters, downspouts, bubblers, fittings valves and appurtenances. A 10 percent contingency in the amount of $25,000.00 is requested for related, additional, but unforeseen work, which may develop during the project. Resource Impact Funding for this contract is available through the Capital Improvement Project RF- 16001, which has been included in the Refuse Fund’s FY 2016 budget. The budget for this CIP is $410,048. City of Palo Alto Page 5 Policy Implications This project is in conformance with the City’s policies and goals and does not represent any changes to existing City policies. Environmental Review This work is exempt from the California Environmental Quality Act (CEQA) under Class 1 categorical exemptions Article 19, Section 15301 and has received a Notice of CEQA exemption from the City’s Planning Department. This work involves improvement and maintenance of existing facilities. Attachments: Attachment A - Contract No. C16161449 Pleasanton Engineering Contractors, Inc. Improvments to Household Hazardous Waste Station (DOCX) Attachment B - Technical Specifications (PDF) Attachment C - Plan Set Drawings (PDF) Attachment D - Appendices (PDF) Invitation for Bid (IFB) Package 1 Rev. April 20, 2015 CONSTRUCTION CONTRACT ATTACHMENT A CONSTRUCTION CONTRACT Contract No. C16161449 City of Palo Alto Household Hazardous Waste Station Improvement Project (Canopy) Invitation for Bid (IFB) Package 2 Rev. April 20, 2015 CONSTRUCTION CONTRACT CONSTRUCTION CONTRACT TABLE OF CONTENTS SECTION 1 INCORPORATION OF RECITALS AND DEFINITIONS…………………………………….…………..6 1.1 Recitals…………………………………………………………………………………………………………………….6 1.2 Definitions……………………………………………………………………………………………………………….6 SECTION 2 THE PROJECT………………………………………………………………………………………………………...6 SECTION 3 THE CONTRACT DOCUMENTS………………………………………………………………………………..7 3.1 List of Documents…………………………………………………………………………………………….........7 3.2 Order of Precedence……………………………………………………………………………………………......7 SECTION 4 CONTRACTOR’S DUTY…………………………………………………………………………………………..8 4.1 Contractor's Duties…………………………………………………………………………………………………..8 SECTION 5 PROJECT TEAM……………………………………………………………………………………………………..8 5.1 Contractor's Co-operation………………………………………………………………………………………..8 SECTION 6 TIME OF COMPLETION…………………………………………………………………………………….......8 6.1 Time Is of Essence…………………………………………………………………………………………………….8 6.2 Commencement of Work…………………………………………………………………………………………8 6.3 Contract Time…………………………………………………………………………………………………………..8 6.4 Liquidated Damages…………………………………………………………………………………………………8 6.4.1 Other Remedies……………………………………………………………………………………………………..9 6.5 Adjustments to Contract Time………………………………………………………………………………….9 SECTION 7 COMPENSATION TO CONTRACTOR……………………………………………………………………….9 7.1 Contract Sum……………………………………………………………………………………………………………9 7.2 Full Compensation……………………………………………………………………………………………………9 SECTION 8 STANDARD OF CARE……………………………………………………………………………………………..9 8.1 Standard of Care…………………………………………………………………………………..…………………9 SECTION 9 INDEMNIFICATION…………………………………………………………………………………………..…10 9.1 Hold Harmless……………………………………………………………………………………………………….10 9.2 Survival…………………………………………………………………………………………………………………10 SECTION 10 NON-DISCRIMINATION……..………………………………………………………………………………10 10.1 Municipal Code Requirement…………….………………………………..……………………………….10 SECTION 11 INSURANCE AND BONDS.…………………………………………………………………………………10 Invitation for Bid (IFB) Package 3 Rev. April 20, 2015 CONSTRUCTION CONTRACT 11.1 Evidence of Coverage…………………………………………………………………………………………..10 SECTION 12 PROHIBITION AGAINST TRANSFERS…………………………………………………………….…11 12.1 Assignment………………………………………………………………………………………………………….11 12.2 Assignment by Law.………………………………………………………………………………………………11 SECTION 13 NOTICES …………………………………………………………………………………………………………….11 13.1 Method of Notice …………………………………………………………………………………………………11 13.2 Notice Recipents ………………………………………………………………………………………………….11 13.3 Change of Address……………………………………………………………………………………………….12 SECTION 14 DEFAULT…………………………………………………………………………………………………………...12 14.1 Notice of Default………………………………………………………………………………………………….12 14.2 Opportunity to Cure Default…………………………………………………………………………………12 SECTION 15 CITY'S RIGHTS AND REMEDIES…………………………………………………………………………..13 15.1 Remedies Upon Default……………………………………………………………………………………….13 15.1.1 Delete Certain Services…………………………………………………………………………………….13 15.1.2 Perform and Withhold……………………………………………………………………………………..13 15.1.3 Suspend The Construction Contract…………………………………………………………………13 15.1.4 Terminate the Construction Contract for Default………………………………………………13 15.1.5 Invoke the Performance Bond………………………………………………………………………….13 15.1.6 Additional Provisions……………………………………………………………………………………….13 15.2 Delays by Sureties……………………………………………………………………………………………….13 15.3 Damages to City…………………………………………………………………………………………………..14 15.3.1 For Contractor's Default…………………………………………………………………………………..14 15.3.2 Compensation for Losses…………………………………………………………………………………14 15.4 Suspension by City……………………………………………………………………………………………….14 15.4.1 Suspension for Convenience……………………………………………………………………………..14 15.4.2 Suspension for Cause………………………………………………………………………………………..14 15.5 Termination Without Cause…………………………………………………………………………………14 15.5.1 Compensation………………………………………………………………………………………………….15 15.5.2 Subcontractors………………………………………………………………………………………………..15 15.6 Contractor’s Duties Upon Termination………………………………………………………………...15 SECTION 16 CONTRACTOR'S RIGHTS AND REMEDIES……………………………………………………………16 16.1 Contractor’s Remedies……………………………………..………………………………..………………….16 Invitation for Bid (IFB) Package 4 Rev. April 20, 2015 CONSTRUCTION CONTRACT 16.1.1 For Work Stoppage……………………………………………………………………………………………16 16.1.2 For City's Non-Payment…………………………………………………………………………………….16 16.2 Damages to Contractor………………………………………………………………………………………..16 SECTION 17 ACCOUNTING RECORDS………………………………………………………………………………….…16 17.1 Financial Management and City Access………………………………………………………………..16 17.2 Compliance with City Requests…………………………………………………………………………….17 SECTION 18 INDEPENDENT PARTIES……………………………………………………………………………………..17 18.1 Status of Parties……………………………………………………………………………………………………17 SECTION 19 NUISANCE……………………………………………………………………………………………………….…17 19.1 Nuisance Prohibited……………………………………………………………………………………………..17 SECTION 20 PERMITS AND LICENSES…………………………………………………………………………………….17 20.1 Payment of Fees…………………………………………………………………………………………………..17 SECTION 21 WAIVER…………………………………………………………………………………………………………….17 21.1 Waiver………………………………………………………………………………………………………………….17 SECTION 22 GOVERNING LAW AND VENUE; COMPLIANCE WITH LAWS……………………………….18 22.1 Governing Law…………………………………………………………………………………………………….18 22.2 Compliance with Laws…………………………………………………………………………………………18 SECTION 23 COMPLETE AGREEMENT……………………………………………………………………………………18 23.1 Integration………………………………………………………………………………………………………….18 SECTION 24 SURVIVAL OF CONTRACT…………………………………………………………………………………..18 24.1 Survival of Provisions……………………………………………………………………………………………18 SECTION 25 PREVAILING WAGES………………………………………………………………………………………….18 SECTION 26 NON-APPROPRIATION……………………………………………………………………………………….19 26.1 Appropriation………………………………………………………………………………………………………19 SECTION 27 AUTHORITY……………………………………………………………………………………………………….19 27.1 Representation of Parties…………………………………………………………………………………….19 SECTION 28 COUNTERPARTS………………………………………………………………………………………………..19 28.1 Multiple Counterparts………………………………………………………………………………………….19 SECTION 29 SEVERABILITY……………………………………………………………………………………………………19 29.1 Severability………………………………………………………………………………………………………….19 SECTION 30 STATUTORY AND REGULATORY REFERENCES …………………………………………………..19 30.1 Amendments of Laws…………………………………………………………………………………………..19 Invitation for Bid (IFB) Package 5 Rev. April 20, 2015 CONSTRUCTION CONTRACT SECTION 31 WORKERS’ COMPENSATION CERTIFICATION………………………………………………….….19 31.1 Workers Compensation…………………………………………………………………………………….19 SECTION 32 DIR REGISTRATION AND OTHER SB 854 REQUIREMENTS………………………………..…20 32.1 General Notice to Contractor…………………………………………………………………………….20 32.2 Labor Code section 1771.1(a)…………………………………………………………………………….20 32.3 DIR Registration Required…………………………………………………………………………………20 32.4 Posting of Job Site Notices…………………………………………………………………………………20 32.5 Payroll Records…………………………………………………………………………………………………20 Invitation for Bid (IFB) Package 6 Rev. April 20, 2015 CONSTRUCTION CONTRACT CONSTRUCTION CONTRACT THIS CONSTRUCTION CONTRACT entered into on April 11, 2016 (“Execution Date”) by and between the CITY OF PALO ALTO, a California chartered municipal corporation ("City"), and PLEASANTON ENGINEERING CONTRACTORS ("Contractor"), is made with reference to the following: R E C I T A L S: A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. Contractor is a California corporation duly organized and in good standing in the State of California, Contractor’s License Number521275 and registered with California Department of Industrial Relations (DIR) under registration number 1000004222. Contractor represents that it is duly licensed by the State of California and has the background, knowledge, experience and expertise to perform the obligations set forth in this Construction Contract. C. On February 16, 2016 City issued an Invitation for Bids (IFB) to contractors for the Household Hazardous Waste Station Improvement Project (“Project”). In response to the IFB, Contractor submitted a Bid. D. City and Contractor desire to enter into this Construction Contract for the Project, and other services as identified in the Contract Documents for the Project upon the following terms and conditions. NOW THEREFORE, in consideration of the mutual promises and undertakings hereinafter set forth and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, it is mutually agreed by and between the undersigned parties as follows: SECTION 1 INCORPORATION OF RECITALS AND DEFINITIONS. 1.1 Recitals. All of the recitals are incorporated herein by reference. 1.2 Definitions. Capitalized terms shall have the meanings set forth in this Construction Contract and/or in the General Conditions. If there is a conflict between the definitions in this Construction Contract and in the General Conditions, the definitions in this Construction Contract shall prevail. SECTION 2 THE PROJECT. The Project is the Household Hazardous Waste Station Improvement Project, located at 2501 Embarcadero Way, Palo Alto, CA 94303, Palo Alto, CA. ("Project"). Invitation for Bid (IFB) Package 7 Rev. April 20, 2015 CONSTRUCTION CONTRACT SECTION 3 THE CONTRACT DOCUMENTS. 3.1 List of Documents. The Contract Documents (sometimes collectively referred to as “Agreement” or “Bid Documents”) consist of the following documents which are on file with the Purchasing Division and are hereby incorporated by reference. 1) Change Orders 2) Field Orders 3) Contract 4) Bidding Addenda 5) Special Provisions 6) General Conditions 7) Project Plans and Drawings 8) Technical Specifications 9) Instructions to Bidders 10) Invitation for Bids 11) Contractor's Bid/Non-Collusion Affidavit 12) Reports listed in the Contract Documents 13) Public Works Department’s Standard Drawings and Specifications (most current version at time of Bid) 14) Utilities Department’s Water, Gas, Wastewater, Electric Utilities Standards (most current version at time of Bid) 15) City of Palo Alto Traffic Control Requirements 16) City of Palo Alto Truck Route Map and Regulations 17) Notice Inviting Pre-Qualification Statements, Pre-Qualification Statement, and Pre- Qualification Checklist (if applicable) 18) Performance and Payment Bonds 3.2 Order of Precedence. For the purposes of construing, interpreting and resolving inconsistencies between and among the provisions of this Contract, the Contract Documents shall have the order of precedence as set forth in the preceding section. 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. Invitation for Bid (IFB) Package 8 Rev. April 20, 2015 CONSTRUCTION CONTRACT SECTION 4 CONTRACTOR’S DUTY. 4.1 Contractor’s Duties Contractor agrees to perform all of the Work required for the Project, as specified in the Contract Documents, all of which are fully incorporated herein. Contractor shall provide, furnish, and supply all things necessary and incidental for the timely performance and completion of the Work, including, but not limited to, provision of all necessary labor, materials, equipment, transportation, and utilities, unless otherwise specified in the Contract Documents. Contractor also agrees to use its best efforts to complete the Work in a professional and expeditious manner and to meet or exceed the performance standards required by the Contract Documents. SECTION 5 PROJECT TEAM. 5.1 Contractor’s Co-operation. In addition to Contractor, City has retained, or may retain, consultants and contractors to provide professional and technical consultation for the design and construction of the Project. The Contract requires that Contractor operate efficiently, effectively and cooperatively with City as well as all other members of the Project Team and other contractors retained by City to construct other portions of the Project. SECTION 6 TIME OF COMPLETION. 6.1 Time Is of Essence. Time is of the essence with respect to all time limits set forth in the Contract Documents. 6.2 Commencement of Work. Contractor shall commence the Work on the date specified in City’s Notice to Proceed. 6.3 Contract Time. Work hereunder shall begin on the date specified on the City’s Notice to Proceed and shall be completed not later than . within ninety calendar days (90) after the commencement date specified in City’s Notice to Proceed. By executing this Construction Contract, Contractor expressly waives any claim for delayed early completion. 6.4 Liquidated Damages. Pursuant to Government Code Section 53069.85, if Contractor fails to achieve Substantial Completion of the entire Work within the Contract Time, including any approved extensions thereto, City may assess liquidated damages on a daily basis for each day of Unexcused Delay in achieving Substantial Completion, based on the amount of Five hundred dollars ($500) per day, or as otherwise specified in the Special Provisions. Liquidated damages may also be separately assessed for failure to meet milestones specified elsewhere in the Contract Documents, regardless of impact on the time for achieving Substantial Completion. The assessment of liquidated damages is not a penalty but considered to be a reasonable estimate of the amount of damages City will suffer by delay in completion of the Work. The City is entitled to setoff the amount of liquidated damages assessed against any payments otherwise due to Contractor, Invitation for Bid (IFB) Package 9 Rev. April 20, 2015 CONSTRUCTION CONTRACT including, but not limited to, setoff against release of retention. If the total amount of liquidated damages assessed exceeds the amount of unreleased retention, City is entitled to recover the balance from Contractor or its sureties. Occupancy or use of the Project in whole or in part prior to Substantial Completion, shall not operate as a waiver of City’s right to assess liquidated damages. 6.4.1 Other Remedies. City is entitled to any and all available legal and equitable remedies City may have where City’s Losses are caused by any reason other than Contractor’s failure to achieve Substantial Completion of the entire Work within the Contract Time. 6.5 Adjustments to Contract Time. The Contract Time may only be adjusted for time extensions approved by City and memorialized in a Change Order approved in accordance with the requirements of the Contract Documents. SECTION 7 COMPENSATION TO CONTRACTOR. 7.1 Contract Sum. Contractor shall be compensated for satisfactory completion of the Work in compliance with the Contract Documents the Contract Sum of Two Hundred Fifty Thousand Dollars ($250,000). [This amount includes the Base Bid and Additive Alternates .] 7.2 Full Compensation. The Contract Sum shall be full compensation to Contractor for all Work provided by Contractor and, except as otherwise expressly permitted by the terms of the Contract Documents, shall cover all Losses arising out of the nature of the Work or from the acts of the elements or any unforeseen difficulties or obstructions which may arise or be encountered in performance of the Work until its Acceptance by City, all risks connected with the Work, and any and all expenses incurred due to suspension or discontinuance of the Work, except as expressly provided herein. The Contract Sum may only be adjusted for Change Orders approved in accordance with the requirements of the Contract Documents. SECTION 8 STANDARD OF CARE. 8.1 Standard of Care. Contractor agrees that the Work shall be performed by qualified, experienced and well-supervised personnel. All services performed in connection with this Construction Contract shall be performed in a manner consistent with the standard of care under California law applicable to those who specialize in providing such services for projects of the type, scope and complexity of the Project. Invitation for Bid (IFB) Package 10 Rev. April 20, 2015 CONSTRUCTION CONTRACT SECTION 9 INDEMNIFICATION. 9.1 Hold Harmless. To the fullest extent allowed by law, Contractor will defend, indemnify, and hold harmless City, its City Council, boards and commissions, officers, agents, employees, representatives and volunteers (hereinafter individually referred to as an “Indemnitee” and collectively referred to as "Indemnitees"), through legal counsel acceptable to City, from and against any and liability, loss, damage, claims, expenses (including, without limitation, attorney fees, expert witness fees, paralegal fees, and fees and costs of litigation or arbitration) (collectively, “Liability”) of every nature arising out of or in connection with the acts or omissions of Contractor, its employees, Subcontractors, representatives, or agents, in performing the Work or its failure to comply with any of its obligations under the Contract, except such Liability caused by the active negligence, sole negligence, or willful misconduct of an Indemnitee. Contractor shall pay City for any costs City incurs to enforce this provision. Except as provided in Section 9.2 below, nothing in the Contract Documents shall be construed to give rise to any implied right of indemnity in favor of Contractor against City or any other Indemnitee. Pursuant to Public Contract Code Section 9201, City shall timely notify Contractor upon receipt of any third-party claim relating to the Contract. 9.2 Survival. The provisions of Section 9 shall survive the termination of this Construction Contract. SECTION 10 NON-DISCRIMINATION. 10.1 Municipal Code Requirement. As set forth in Palo Alto Municipal Code section 2.30.510, Contractor certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person because of the race, skin color, gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status, weight or height of such person. Contractor acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and will comply with all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. SECTION 11 INSURANCE AND BONDS. 11.1 Evidence of coverage. Within ten (10) business days following issuance of the Notice of Award, Contractor shall provide City with evidence that it has obtained insurance and shall submit Performance and Payment Bonds satisfying all requirements in Article 11 of the General Conditions. Invitation for Bid (IFB) Package 11 Rev. April 20, 2015 CONSTRUCTION CONTRACT SECTION 12 PROHIBITION AGAINST TRANSFERS. 12.1 Assignment. City is entering into this Construction Contract in reliance upon the stated experience and qualifications of the Contractor and its Subcontractors set forth in Contractor’s Bid. Accordingly, Contractor shall not assign, hypothecate or transfer this Construction Contract or any interest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City. Any assignment, hypothecation or transfer without said consent shall be null and void, and shall be deemed a substantial breach of contract and grounds for default in addition to any other legal or equitable remedy available to the City. 12.2 Assignment by Law. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor or of any general partner or joint venturer or syndicate member of Contractor, if the Contractor is a partnership or joint venture or syndicate or co-tenancy shall result in changing the control of Contractor, shall be construed as an assignment of this Construction Contract. Control means more than fifty percent (50%) of the voting power of the corporation or other entity. SECTION 13 NOTICES. 13.1 Method of Notice. All notices, demands, requests or approvals to be given under this Construction Contract shall be given in writing and shall be deemed served on the earlier of the following: (i) On the date delivered if delivered personally; (ii) On the third business day after the deposit thereof in the United States mail, postage prepaid, and addressed as hereinafter provided; (iii) On the date sent if sent by facsimile transmission; (iv) On the date sent if delivered by electronic mail; or (v) On the date it is accepted or rejected if sent by certified mail. 13.2 Notice to Recipients. All notices, demands or requests (including, without limitation, Change Order Requests and Claims) from Contractor to City shall include the Project name and the number of this Construction Contract and shall be addressed to City at: To City: City of Palo Alto City Clerk 250 Hamilton Avenue P.O. Box 10250 Palo Alto, CA 94303 Copy to: City of Palo Alto Public Works Administration 250 Hamilton Avenue Palo Alto, CA 94301 Attn: Chuck Muir AND [Include Construction Manager, If Applicable.] Invitation for Bid (IFB) Package 12 Rev. April 20, 2015 CONSTRUCTION CONTRACT City of Palo Alto Utilities Engineering 250 Hamilton Avenue Palo Alto, CA 94301 Attn: In addition, copies of all Claims by Contractor under this Construction Contract shall be provided to the following: Palo Alto City Attorney’s Office 250 Hamilton Avenue P.O. Box 10250 Palo Alto, California 94303 All Claims shall be delivered personally or sent by certified mail. All notices, demands, requests or approvals from City to Contractor shall be addressed to: Pleasanton Engineering Contractors Po Box 417 Pleasanton, Ca 94560 Attn: David Radojevich 13.3 Change of Address. In advance of any change of address, Contractor shall notify City of the change of address in writing. Each party may, by written notice only, add, delete or replace any individuals to whom and addresses to which notice shall be provided. SECTION 14 DEFAULT. 14.1 Notice of Default. In the event that City determines, in its sole discretion, that Contractor has failed or refused to perform any of the obligations set forth in the Contract Documents, or is in breach of any provision of the Contract Documents, City may give written notice of default to Contractor in the manner specified for the giving of notices in the Construction Contract, with a copy to Contractor’s performance bond surety. 14.2 Opportunity to Cure Default. Except for emergencies, Contractor shall cure any default in performance of its obligations under the Contract Documents within two (2) Days (or such shorter time as City may reasonably require) after receipt of written notice. However, if the breach cannot be reasonably cured within such time, Contractor will commence to cure the breach within two (2) Days (or such shorter time as City may reasonably require) and will diligently and continuously prosecute such cure to completion within a reasonable time, which shall in no event be later than ten (10) Days after receipt of such written notice. Invitation for Bid (IFB) Package 13 Rev. April 20, 2015 CONSTRUCTION CONTRACT SECTION 15 CITY'S RIGHTS AND REMEDIES. 15.1 Remedies Upon Default. If Contractor fails to cure any default of this Construction Contract within the time period set forth above in Section 14, then City may pursue any remedies available under law or equity, including, without limitation, the following: 15.1.1 Delete Certain Services. City may, without terminating the Construction Contract, delete certain portions of the Work, reserving to itself all rights to Losses related thereto. 15.1.2 Perform and Withhold. City may, without terminating the Construction Contract, engage others to perform the Work or portion of the Work that has not been adequately performed by Contractor and withhold the cost thereof to City from future payments to Contractor, reserving to itself all rights to Losses related thereto. 15.1.3 Suspend The Construction Contract. City may, without terminating the Construction Contract and reserving to itself all rights to Losses related thereto, suspend all or any portion of this Construction Contract for as long a period of time as City determines, in its sole discretion, appropriate, in which event City shall have no obligation to adjust the Contract Sum or Contract Time, and shall have no liability to Contractor for damages if City directs Contractor to resume Work. 15.1.4 Terminate the Construction Contract for Default. City shall have the right to terminate this Construction Contract, in whole or in part, upon the failure of Contractor to promptly cure any default as required by Section 14. City’s election to terminate the Construction Contract for default shall be communicated by giving Contractor a written notice of termination in the manner specified for the giving of notices in the Construction Contract. Any notice of termination given to Contractor by City shall be effective immediately, unless otherwise provided therein. 15.1.5 Invoke the Performance Bond. City may, with or without terminating the Construction Contract and reserving to itself all rights to Losses related thereto, exercise its rights under the Performance Bond. 15.1.6 Additional Provisions. All of City’s rights and remedies under this Construction Contract are cumulative, and shall be in addition to those rights and remedies available in law or in equity. Designation in the Contract Documents of certain breaches as material shall not waive the City’s authority to designate other breaches as material nor limit City’s right to terminate the Construction Contract, or prevent the City from terminating the Agreement for breaches that are not material. City’s determination of whether there has been noncompliance with the Construction Contract so as to warrant exercise by City of its rights and remedies for default under the Construction Contract, shall be binding on all parties. No termination or action taken by City after such termination shall prejudice any other rights or remedies of City provided by law or equity or by the Contract Documents upon such termination; and City may proceed against Contractor to recover all liquidated damages and Losses suffered by City. 15.2 Delays by Sureties. Time being of the essence in the performance of the Work, if Contractor’s surety fails to arrange for completion of the Work in accordance with the Performance Bond, within seven (7) calendar days from the date of the notice of termination, Contractor’s surety shall be deemed to have waived its right to complete the Work under the Contract, and City may immediately make arrangements for the completion of the Work through use of its own forces, by hiring a replacement contractor, or by any other means that City determines advisable under the circumstances. Contractor and its surety shall be jointly and severally Invitation for Bid (IFB) Package 14 Rev. April 20, 2015 CONSTRUCTION CONTRACT liable for any additional cost incurred by City to complete the Work following termination. In addition, City shall have the right to use any materials, supplies, and equipment belonging to Contractor and located at the Worksite for the purposes of completing the remaining Work. 15.3 Damages to City. 15.3.1 For Contractor's Default. City will be entitled to recovery of all Losses under law or equity in the event of Contractor’s default under the Contract Documents. 15.3.2 Compensation for Losses. In the event that City's Losses arise from Contractor’s default under the Contract Documents, City shall be entitled to deduct the cost of such Losses from monies otherwise payable to Contractor. If the Losses incurred by City exceed the amount payable, Contractor shall be liable to City for the difference and shall promptly remit same to City. 15.4 Suspension by City 15.4.1 Suspension for Convenience. City may, at any time and from time to time, without cause, order Contractor, in writing, to suspend, delay, or interrupt the Work in whole or in part for such period of time, up to an aggregate of fifty percent (50%) of the Contract Time. The order shall be specifically identified as a Suspension Order by City. Upon receipt of a Suspension Order, Contractor shall, at City’s expense, comply with the order and take all reasonable steps to minimize costs allocable to the Work covered by the Suspension Order. During the Suspension or extension of the Suspension, if any, City shall either cancel the Suspension Order or, by Change Order, delete the Work covered by the Suspension Order. If a Suspension Order is canceled or expires, Contractor shall resume and continue with the Work. A Change Order will be issued to cover any adjustments of the Contract Sum or the Contract Time necessarily caused by such suspension. A Suspension Order shall not be the exclusive method for City to stop the Work. 15.4.2 Suspension for Cause. In addition to all other remedies available to City, if Contractor fails to perform or correct work in accordance with the Contract Documents, City may immediately order the Work, or any portion thereof, suspended until the cause for the suspension has been eliminated to City’s satisfaction. Contractor shall not be entitled to an increase in Contract Time or Contract Price for a suspension occasioned by Contractor’s failure to comply with the Contract Documents. City’s right to suspend the Work shall not give rise to a duty to suspend the Work, and City’s failure to suspend the Work shall not constitute a defense to Contractor’s failure to comply with the requirements of the Contract Documents. 15.5 Termination Without Cause. City may, at its sole discretion and without cause, terminate this Construction Contract in part or in whole upon written notice to Contractor. Upon receipt of such notice, Contractor shall, at City’s expense, comply with the notice and take all reasonable steps to minimize costs to close out and demobilize. The compensation allowed under this Paragraph 15.5 shall be the Contractor’s sole and exclusive compensation for such termination and Contractor waives any claim for other compensation or Losses, including, but not limited to, loss of anticipated profits, loss of revenue, lost opportunity, or other consequential, direct, indirect or incidental damages of any kind resulting from termination without cause. Termination pursuant to this provision does not relieve Contractor or its sureties from any of their obligations for Losses arising from or related to the Work performed by Contractor. Invitation for Bid (IFB) Package 15 Rev. April 20, 2015 CONSTRUCTION CONTRACT 15.5.1 Compensation. Following such termination and within forty-five (45) Days after receipt of a billing from Contractor seeking payment of sums authorized by this Paragraph 15.5.1, City shall pay the following to Contractor as Contractor’s sole compensation for performance of the Work : .1 For Work Performed. The amount of the Contract Sum allocable to the portion of the Work properly performed by Contractor as of the date of termination, less sums previously paid to Contractor. .2 For Close-out Costs. Reasonable costs of Contractor and its Subcontractors: (i) Demobilizing and (ii) Administering the close-out of its participation in the Project (including, without limitation, all billing and accounting functions, not including attorney or expert fees) for a period of no longer than thirty (30) Days after receipt of the notice of termination. .3 For Fabricated Items. Previously unpaid cost of any items delivered to the Project Site which were fabricated for subsequent incorporation in the Work. .4 Profit Allowance. An allowance for profit calculated as four percent (4%) of the sum of the above items, provided Contractor can prove a likelihood that it would have made a profit if the Construction Contract had not been terminated. 15.5.2 Subcontractors. Contractor shall include provisions in all of its subcontracts, purchase orders and other contracts permitting termination for convenience by Contractor on terms that are consistent with this Construction Contract and that afford no greater rights of recovery against Contractor than are afforded to Contractor against City under this Section. 15.6 Contractor’s Duties Upon Termination. Upon receipt of a notice of termination for default or for convenience, Contractor shall, unless the notice directs otherwise, do the following: (i) Immediately discontinue the Work to the extent specified in the notice; (ii) Place no further orders or subcontracts for materials, equipment, services or facilities, except as may be necessary for completion of such portion of the Work that is not discontinued; (iii) Provide to City a description in writing, no later than fifteen (15) days after receipt of the notice of termination, of all subcontracts, purchase orders and contracts that are outstanding, including, without limitation, the terms of the original price, any changes, payments, balance owing, the status of the portion of the Work covered and a copy of the subcontract, purchase order or contract and any written changes, amendments or modifications thereto, together with such other information as City may determine necessary in order to decide whether to accept assignment of or request Contractor to terminate the subcontract, purchase order or contract; (iv) Promptly assign to City those subcontracts, purchase orders or contracts, or portions thereof, that City elects to accept by assignment and cancel, on the most favorable terms reasonably possible, all subcontracts, purchase orders or contracts, or portions thereof, that City does not elect to accept by assignment; and (v) Thereafter do only such Work as may be necessary to preserve and protect Work already in progress and to protect materials, plants, and equipment on the Project Site or in transit thereto. Upon termination, whether for cause or for convenience, the provisions of the Contract Documents remain in effect as to any Claim, indemnity obligation, warranties, guarantees, Invitation for Bid (IFB) Package 16 Rev. April 20, 2015 CONSTRUCTION CONTRACT submittals of as-built drawings, instructions, or manuals, or other such rights and obligations arising prior to the termination date. SECTION 16 CONTRACTOR'S RIGHTS AND REMEDIES. 16.1 Contractor’s Remedies. Contractor may terminate this Construction Contract only upon the occurrence of one of the following: 16.1.1 For Work Stoppage. The Work is stopped for sixty (60) consecutive Days, through no act or fault of Contractor, any Subcontractor, or any employee or agent of Contractor or any Subcontractor, due to issuance of an order of a court or other public authority other than City having jurisdiction or due to an act of government, such as a declaration of a national emergency making material unavailable. This provision shall not apply to any work stoppage resulting from the City’s issuance of a suspension notice issued either for cause or for convenience. 16.1.2 For City's Non-Payment. If City does not make pay Contractor undisputed sums within ninety (90) Days after receipt of notice from Contractor, Contractor may terminate the Construction Contract (30) days following a second notice to City of Contractor’s intention to terminate the Construction Contract. 16.2 Damages to Contractor. In the event of termination for cause by Contractor, City shall pay Contractor the sums provided for in Paragraph 15.5.1 above. Contractor agrees to accept such sums as its sole and exclusive compensation and agrees to waive any claim for other compensation or Losses, including, but not limited to, loss of anticipated profits, loss of revenue, lost opportunity, or other consequential, direct, indirect and incidental damages, of any kind. SECTION 17 ACCOUNTING RECORDS. 17.1 Financial Management and City Access. Contractor shall keep full and detailed accounts and exercise such controls as may be necessary for proper financial management under this Construction Contract in accordance with generally accepted accounting principles and practices. City and City's accountants during normal business hours, may inspect, audit and copy Contractor's records, books, estimates, take-offs, cost reports, ledgers, schedules, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to this Project. Contractor shall retain these documents for a period of three (3) years after the later of (i) Final Payment or (ii) final resolution of all Contract Disputes and other disputes, or (iii) for such longer period as may be required by law. Invitation for Bid (IFB) Package 17 Rev. April 20, 2015 CONSTRUCTION CONTRACT 17.2 Compliance with City Requests. Contractor's compliance with any request by City pursuant to this Section 17 shall be a condition precedent to filing or maintenance of any legal action or proceeding by Contractor against City and to Contractor's right to receive further payments under the Contract Documents. City many enforce Contractor’s obligation to provide access to City of its business and other records referred to in Section 17.1 for inspection or copying by issuance of a writ or a provisional or permanent mandatory injunction by a court of competent jurisdiction based on affidavits submitted to such court, without the necessity of oral testimony. SECTION 18 INDEPENDENT PARTIES. 18.1 Status of parties. Each party is acting in its independent capacity and not as agents, employees, partners, or joint ventures’ of the other party. City, its officers or employees shall have no control over the conduct of Contractor or its respective agents, employees, subconsultants, or subcontractors, except as herein set forth. SECTION 19 NUISANCE. 19.1 Nuisance Prohibited. Contractor shall not maintain, commit, nor permit the maintenance or commission of any nuisance in connection in the performance of services under this Construction Contract. SECTION 20 PERMITS AND LICENSES. 20.1 Payment of Fees. Except as otherwise provided in the Special Provisions and Technical Specifications, The Contractor shall provide, procure and pay for all licenses, permits, and fees, required by the City or other government jurisdictions or agencies necessary to carry out and complete the Work. Payment of all costs and expenses for such licenses, permits, and fees shall be included in one or more Bid items. No other compensation shall be paid to the Contractor for these items or for delays caused by non-City inspectors or conditions set forth in the licenses or permits issued by other agencies. SECTION 21 WAIVER. 21.1 Waiver. A waiver by either party of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein, whether of the same or a different character. Invitation for Bid (IFB) Package 18 Rev. April 20, 2015 CONSTRUCTION CONTRACT SECTION 22 GOVERNING LAW AND VENUE; COMPLIANCE WITH LAWS. 22.1 Governing Law. This Construction Contract shall be construed in accordance with and governed by the laws of the State of California, and venue shall be in a court of competent jurisdiction in the County of Santa Clara, and no other place. 22.2 Compliance with Laws. Contractor shall comply with all applicable federal and California laws and city laws, including, without limitation, ordinances and resolutions, in the performance of work under this Construction Contract. SECTION 23 COMPLETE AGREEMENT. 23.1 Integration. This Agreement represents the entire and integrated agreement between the parties and supersedes all prior negotiations, representations, and contracts, either written or oral. This Agreement may be amended only by a written instrument, which is signed by the parties. SECTION 24 SURVIVAL OF CONTRACT. 24.1 Survival of Provisions. The provisions of the Construction Contract which by their nature survive termination of the Construction Contract or Final Completion, including, without limitation, all warranties, indemnities, payment obligations, and City’s right to audit Contractor’s books and records, shall remain in full force and effect after Final Completion or any termination of the Construction Contract. SECTION 25 PREVAILING WAGES. This Project is not subject to prevailing wages. Contractor is not required to pay prevailing wages in the performance and implementation of the Project in accordance with SB 7, if the public works contract does not include a project of $25,000 or less, when the project is for construction work, or the contract does not include a project of $15,000 or less, when the project is for alteration, demolition, repair, or maintenance (collectively, ‘improvement’) work. Or Contractor is required to pay general prevailing wages as defined in Subchapter 3, Title 8 of the California Code of Regulations and Section 16000 et seq. and Section 1773.1 of the California Labor Code. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City Council has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of worker needed to execute the contract for this Project from the Director of the Department of Industrial Relations (“DIR”). Copies of these rates may be obtained at the Purchasing Division’s office of the City of Palo Alto. Contractor shall provide a copy of prevailing wage rates to any staff or subcontractor hired, and shall pay the adopted prevailing wage rates as a minimum. Contractor shall comply with the provisions of all sections, including, but not limited to, Sections 1775, 1776, 1777.5, 1782, 1810, and 1813, of the Labor Code pertaining to prevailing wages. Contractor shall regularly provide electronic copies of certified payrolls of the contracted project to the City of Palo Alto in the following manner: Generate copies of certified payroll in PDF format. The naming Invitation for Bid (IFB) Package 19 Rev. April 20, 2015 CONSTRUCTION CONTRACT convention of the document must contain at a minimum the contract the acronym “PWCP, number of this contract document, and the title of project (i.e. PWCP_C16123456_Project Title). Failure to include the prescribed naming convention may cause an untimely delay of meeting SB7 compliance of the State Labor Code, which could impact project payments. The appropriately named electronic document(s) must be emailed on the agreed scheduled basis to the following location: purchasingsupport@cityofpaloalto.org SECTION 26 NON-APPROPRIATION. 26.1 Appropriations. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that the City does not appropriate funds for the following fiscal year for this event, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Construction Contract are no longer available. This section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. SECTION 27 AUTHORITY. 27.1 Representation of Parties. The individuals executing this Agreement represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities. SECTION 28 COUNTERPARTS 28.1 Multiple Counterparts. This Agreement may be signed in multiple counterparts, which shall, when executed by all the parties, constitute a single binding agreement. SECTION 29 SEVERABILITY. 29.1 Severability. In case a provision of this Construction Contract is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not be affected. SECTION 30 STATUTORY AND REGULATORY REFERENCES. 30.1 Amendments to Laws. With respect to any amendments to any statutes or regulations referenced in these Contract Documents, the reference is deemed to be the version in effect on the date that the Contract was awarded by City, unless otherwise required by law. SECTION 31 WORKERS’ COMPENSATION CERTIFICATION. 31.1 Workers Compensation. Pursuant to Labor Code Section 1861, by signing this Contract, Contractor certifies as follows: Invitation for Bid (IFB) Package 20 Rev. April 20, 2015 CONSTRUCTION CONTRACT “I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the Work on this Contract.” SECTION 32 DIR REGISTRATION AND OTHER SB 854 REQUIREMENTS. 32.1 General Notice to Contractor. City requires Contractor and its listed subcontractors to comply with the requirements of SB 854. 32.2 Labor Code section 1771.1(a) City provides notice to Contractor of the requirements of California Labor Code section 1771.1(a), which reads: “A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or Section 10164 or 20103.5 of the Public Contract Code, provided the contactor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.” 32.3 DIR Registration Required. City will not accept a bid proposal from or enter into this Construction Contract with Contractor without proof that Contractor and its listed subcontractors are registered with the California Department of Industrial Relations (“DIR”) to perform public work, subject to limited exceptions. 32.4 Posting of Job Site Notices. City gives notice to Contractor and its listed subcontractors that Contractor is required to post all job site notices prescribed by law or regulation and Contractor is subject to SB 854-compliance monitoring and enforcement by DIR. 32.5 Payroll Records. City requires Contractor and its listed subcontractors to comply with the requirements of Labor Code section 1776, including: (i) Keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, Contractor and its listed subcontractors, in connection with the Project. (ii) The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of Contractor and its listed subcontractors, respectively. Invitation for Bid (IFB) Package 21 Rev. April 20, 2015 CONSTRUCTION CONTRACT (iii) At the request of City, acting by its project manager, Contractor and its listed subcontractors shall make the certified payroll records available for inspection or furnished upon request to the project manager within ten (10) days of receipt of City’s request. City requests Contractor and its listed subcontractors to submit the certified payroll records at the end of each week during the Project. (iv) If the certified payroll records are not produced to the project manager within the 10-day period, then Contractor and its listed subcontractors shall be subject to a penalty of one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker, and City shall withhold the sum total of penalties from the progress payment(s) then due and payable to Contractor. This provision supplements the provisions of Section 15 hereof. (v) Inform the project manager of the location of contractor’s and its listed subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to the project manager within five (5) business days of any change of location of those payroll records. IN WITNESS WHEREOF, the parties have caused this Construction Contract to be executed the date and year first above written. CITY OF PALO ALTO ____________________________ Purchasing Manager City Manager APPROVED AS TO FORM: ____________________________ Senior Asst. City Attorney APPROVED: ____________________________ Public Works Director CONTRACTOR By:___________________________ Name:________________________ Title:__________________________ Date: _________________________ TECHNICAL SPECIFICATIONS DIVISION 1 – GENERAL REQUIREMENTS 01010 ‐ Summary of Work 01010‐1 to 7 01019 ‐ Mobilization and Demobilization 01019‐1 to 2 01025 ‐ Measurement and Payment 01025‐1 to 10 01046 – Erosion Control 01046‐1 to 2 01200 – Project Meetings 01200‐1 to 4 01300 – Contractor Submittals 01300‐1 to 2 01400 ‐ Quality Control 01400‐1 to 2 01500 – Temporary Facilities and Controls 01500‐1 to 4 01550 – Special Project Procedures 01550‐1 to 5 01600 – Product Handling 01600‐1 to 4 01630 ‐ Product Options and Substitutions 01630‐1 to 4 01700 ‐ Project Closeout 01700‐1 to 7 DIVISION 2 – SITEWORK 02070 – Selective Demolition 02070‐1 to 4 02100 – Site Preparation 02100‐1 to 2 02510 – Asphaltic Concrete Pavement 02510‐1 to 4 DIVISION 3 – CONCRETE 03100 – Concrete Forms and Accessories 03100‐1 to 7 03200 – Concrete Reinforcement 03200‐1 to 6 03250 – Concrete Joints and Joint Accessories 03250‐1 to 6 03300 – Cast‐In‐Place Concrete 03300‐1 to 19 03350 – Concrete Finishing 03350‐1 to 7 DIVISION 5 – METALS 05120 – Structural Steel 05120‐1 to 6 05500 – Metal Fabrications 05500‐1 to 9 DIVISION 9 – FINISHES 09900 – Painting 09900‐1 to 4 09902 – Field Painting and Coating 09902‐1 to 13 DIVISION 11 – EQUIPMENT 10400 – Signage 10400‐1 to 2 DIVISION 15 – MECHANICAL 15063 – Copper Pipe and Tubing 15063‐1 to 5 15115 – Gate Valves 15115‐1 to 5 15400 – Plumbing – General Provisions 15400‐1 to 7 15410 – Plumbing – Piping Systems 15410‐1 to 9 DIVISION 16 – ELECTRICAL 16000 – Electrical – General Provisions 16000‐1 to 18 16110 – Raceways, Boxes, Fittings and Supports 16110‐1 to 19 16120 – Wires and Cables (600 Volt Maximum) 16120‐1 to 5 DIVISION 1 GENERAL REQUIREMENTS SECTION 01010 SUMMARY OF WORK PART 1. GENERAL 1.01 RELATED DOCUMENTS Plans, General Conditions, Special Provisions, and Specification Divisions 1 through 3, 9, 11, 15, and 16 apply to this Section. 1.02 PROJECT DESCRIPTION A. The Work: The Work to be performed by the Contractor under this project consists of performing all work and providing all labor, services, tools, machinery, equipment, and materials necessary to complete the project. The project is an improvement to the existing Household Hazardous Waste (HHW) Station. The HHW Station is located at the Palo Alto Regional Water Quality Control Plant (PARWQCP) at 2501 Embarcadero Way, Palo Alto CA 94303. The work involves the installation of an approximately 22’ tall by 45’ long by 37’ 6” wide steel canopy over the drop-off area of the HHW Station onto existing pier foundations. Lights will be installed underneath the canopy structure and a fire sprinkler system will be installed under the canopy roof that connects to the existing dry standpipe. B. The Work includes but is not limited to the following items: 1. Mobilization and demobilization 2. Site preparation 3. Installation of canopy structure, including exposing existing footings encased in light concrete, constructing and connecting aboveground posts, constructing purlin roof, installing lights, installing a fire sprinkler system and connecting to existing dry standpipe, installing gutters and attaching them to existing discharge pipes. The contractor will test fire sprinklers according to PAFD requirements, and will connect and pull electrical power from the junction box inside the HHW Station to power new lights. 01019-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01019 MOBILIZATION AND DEMOBILIZATION PART 1 GENERAL 1.01 SUMMARY A. This section supplements the requirements specified in the General Conditions and Supplementary Conditions. If the requirements of this section and conditions noted above conflict, the Contractor shall adhere to the more stringent requirement as determined by the City. B. Section includes mobilization and demobilization. C. Related Sections: 1. Section 01025 - Measurement and Payment 1.02 DEFINITIONS A. Mobilization: Mobilization of all construction equipment, materials, supplies, appurtenances, and the like, manned and ready for commencing and performing the Work; assembly and delivery to the site of plant, equipment, materials, and supplies necessary for the performance of the Work but, which are not intended to be incorporated in the Work; preparation of the Contractor's work area; complete assembly, and in working order, of equipment necessary to perform the Work; personnel services preparatory to commencing the Work; and all other preparatory work required to permit commencement of the Work on construction items for which payment is provided under the Contract. B. Demobilization: Subsequent removal from the site of all equipment, materials (excluding surplus materials specified to remain on site), supplies and appurtenances, and the like; and cleaning and restoration of the site upon completion of the Work to the satisfaction of the City. PART 2: PRODUCTS (Not Applicable) PART 3: EXECUTION (Not Applicable) ***END OF SECTION*** 01025-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01025 MEASUREMENT AND PAYMENT PART 1 GENERAL 1.01 DESCRIPTION The items listed in Part 4 below, refer to and are the same pay items listed on the City’s Bid Form. They constitute all of the lump sum and unit price pay items for the completion of the Work. No direct or separate payment will be made for providing miscellaneous temporary or accessory works, services, including but not limited to City’s and Contractor's field offices and sheds, job signs, sanitary requirements, testing, safety devices, submittals, record drawings, water supplies, dust controls, power, telephone, maintaining traffic, removal of Contractor generated waste, watchmen, security, bonds, insurance, and all other conditions of the General Provisions. Compensation for all such labor, materials, and services shall be included in the bid prices stipulated for the lump sum, unit price, and contingency pay items. Each lump sum and unit price bid will be deemed to include an amount considered by the Contractor to be adequate compensation to cover the Contractor's overhead and profit for each of the separately identified pay items. Contractor mobilization and demobilization shall be paid for separately with a lump sum pay item. Measurement of pay quantities and construction quality control shall not be paid for separately and shall be included in the bid prices stipulated for the lump sum, unit price, and contingency pay items. No measurement or payment will be made for unauthorized excavation and/or replacement of unauthorized excavated materials. Siltation control including, but not limited to silt fencing, straw bales, and other measures, and compliance with all storm water management and sediment control regulations shall not be paid for separately and shall be included in the bid prices stipulated for the lump sum and unit price pay items. All Contractor Health and Safety provisions to perform the work (including trench safety and confined space entry, if required) will not be paid for separately and shall be included in the bid prices stipulated for the lump sum and unit price pay items. Except as otherwise provided in the Special Provisions and Technical Specifications, The Contractor shall provide, procure and pay for all licenses, permits, and fees, required by the City or other government jurisdictions or agencies necessary to carry out and complete the Work. Payment of all costs and expenses for such licenses, permits, and fees shall be included in one or more Bid items. No other compensation shall be paid to the Contractor for these items or for delays caused by non‐City inspectors or conditions set forth in the licenses or permits issued by other agencies. Contractor Quality Control (CQC) Plan and associated testing will not be paid for separately and shall be included in the bid prices stipulated for the lump sum and unit price pay items. Monthly Payment Applications for Lump Sum and Unit Price Items in progress shall be based on the percent complete at the end of each month as determined by the City. During the last week of each month, the Contractor is responsible for providing the City with records of construction that has occurred during the month. The City will consider the information provided by the Contractor and other information as necessary before making a determination on the percent complete on each pay item for the month. Stated quantities shall be field verified by the City’s CQA contractor or other designee. The Contractor’s monthly payment application should reflect the percent complete for each pay item as determined by the 01025-2 City of Palo Alto House Hold Hazardous Waste Station Project City. 1.02 RELATED DOCUMENTS The Plans and General Conditions of the Contract, including General Provisions and Special Provisions and other Specification sections, apply to this section. 1.03 SUMMARY This section specifies administrative and procedural requirements for lump sum, unit price, and contingency pay items. A Lump Sum price is an amount proposed by bidders and stated on the Bid Form as a price where measurement will not be made for payment for materials, services and/or work identified in the Plans and specifications for a particular pay item. The Contractor will not be entitled to any adjustment in a lump sum bid price as a result of any change caused by a variation in quantities as a result of more accurate measurements. The Contractor agrees to accept the aforesaid lump sum bid price as complete and total compensation for all work to be performed under a lump sum pay item. A Unit Price is an amount proposed by bidders and stated on the Bid Form as a price per unit of measurement based on the Engineer's estimated quantities for materials and/or services. In the event the actual quantities of work are less than or exceed the Engineer’s estimated quantities, adjustment in the unit price bid for the work may be adjusted upon request by either the City or Contractor, as stipulated in the General Provisions of the Contract and as provided per Section 4-1.03B of the CALTRANS Standard Specifications. Lump sum and unit prices shall include all necessary material, overhead, profit and applicable taxes. Refer to individual Technical Specifications sections for construction activities requiring the establishment of bid prices. The City reserves the right to reject the Contractor's measurement of work-in-place that involves use of established unit price bids, and to have this work measured by an independent or City surveyor at their expense. The City reserves the right to reject the Contractor’s work in place until the work meets the requirements of the Plans and Specifications. PART 2 PRODUCTS Not used PART 3 EXECUTION 3.01 MEASUREMENT AND PAYMENT A. SUBMITTALS REQUIRED 1. Contractor shall submit to the City a Schedule of Values reflecting cost breakdown of the Contract Sum, in accordance with General Conditions Section 9.1. The Schedule of Values shall itemize as separate line items the cost of each scheduled Work activity. The Contractor shall provide a breakdown for all equipment, labor, materials and associated costs for each lump sum bid item. 01025-3 City of Palo Alto House Hold Hazardous Waste Station Project B. MEASUREMENT AND PAYMENT DESCRIPTIONS 1. CONTRACT BASE BID ITEMS a. Bid Item 01 – Mobilization/Demobilization 1. Basis of Measurement: Measurement for this item shall be by Lump Sum (LS). 2. Basis for Payment: Payment for this item will be for all direct and indirect costs associated with furnishing all labor, materials, equipment, and incidentals required to prepare for and complete the Work as indicated in the Contract Documents. Work includes, but is not limited to: mobilization and demobilization of all equipment, materials, and labor; preparing Health and Safety Plan and procedures; preparing Contractor staging and storage areas; providing temporary facilities and temporary controls (including but not limited to pollution control, including storm water protection, tree protection, dust control, traffic and safety control); protection of all utilities and features; providing record drawings and submittals; site cleanp, and any other indirect services necessary or described in Division 1. Fifty percent (50%) of the mobilization / demobilization will be paid after mobilization and completion of 25% of the Work. The balance of the payment will be made after submittal to and acceptance by City of the as-built record drawings and all applicable warranties and documentation required in Bid Item 2. The total amount quoted for mobilization/demobilization in the base bid schedule shall not exceed seven (7) percent of the total net base bid price. b. Bid Item 02 – Site Preparation 1. Basis of Measurement: Measurement for this item shall be by Lump Sum (LS). 2. Basis for Payment: Payment for this item will be for all direct and indirect costs associated with furnishing all labor, materials, equipment, and incidentals required to complete the Work as indicated in the Contract Documents. Work includes, but is not limited to: layout, record and grade control surveys; project permitting including building and fire department permits; and layout, identification, location, and marking of existing utilities and features, as described in the Contract Documents. c. Bid Item 03 –Installation of canopy structure, gutters, lighting and fire sprinkler system, and tie-in to existing electric utility and Fire Riser Line / Fire Department Connection. 1. Basis of Measurement: Measurement for this item shall be by Lump Sum (LS). 2. Basis of Payment: Payment for this item will be for all direct and indirect costs associated with furnishing all labor, materials, equipment, and incidentals required to complete the Work as indicated in the Contract Documents. Work includes, but is not limited to: exposing existing footings encased in light concrete; supply and install columns, beams, 01025-4 City of Palo Alto House Hold Hazardous Waste Station Project roof, lighting, fire sprinklers, piping, gutters, downspouts, connections, fittings, valves, asphalt and concrete patches, signage, paint, stripping and appurtenances as per plans and specifications; field testing as specified; testing fire sprinklers according to PAFD requirements; providing electrical connections to canopy lights; dispose of or recycle all waste metal, concrete and wood; in accordance with the City of Palo Alto Standards, and the Project Plans and Technical Specifications herein. ***END OF SECTION*** 01046-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01046 EROSION CONTROLS PART 1 GENERAL 1.1 SECTION INCLUDES A. Work included: The work included in this Section includes all labor, materials, and equipment necessary to place temporary and permanent erosion and sediment control measures as detailed on the Drawings and specified herein. 1.2 RELATED SECTIONS A. N/A 1.3 REFERENCES A. The publications listed below form a part of this specification to the extent referenced. The publications are referred to in the text by the basic designation only. B. Referenced Standards: 1. Caltrans Standard Specifications. 1.4 QUALITY ASSURANCE AND CONTROL A. Use adequate numbers of skilled workers who are thoroughly trained and experienced in the necessary crafts and who are completely familiar with the specified requirements and the methods needed for proper performance of the work of this Section. 1.5 ENVIRONMENTAL REQUIREMENTS A. Protect adjacent properties and water resources from erosion and sediment damage throughout life of contract. 1.6 SUBMITTALS A. Product Data: Submit: 1. Materials list of items proposed to be provided under this Section. 2. Specifications and other data needed to prove compliance with the specified requirements. PART 2 PRODUCTS 2.1 FOR EROSION AND SEDIMENT CONTROL 01046-2 City of Palo Alto House Hold Hazardous Waste Station Project A. The primary erosion and sediment control measures implemented during the Mass Grading/Site Preparation phase of the project shall be inspected, maintained, and repaired in accordance with the Erosion and Sediment Control Plan for this project. Secondary measures such as Inlet Protection, dust control, erosion control blanket, temporary and permanent seeding shall be installed/applied as necessary. See Civil Plans for placement of BMP’s and the Erosion Control Details for further information. B. Inlet Protection as shown on the above mentioned detail sheet. PART 3 EXECUTION 3.1 PREPARATION A. Review Site Improvement Plans and the NPDES requirements as set forth by California Regional Water quality Control Board (RWQCB). B. Deficiencies or changes on Site Improvement Plans as it is applied to current conditions shall be brought to the attention of the Project Engineer for remedial action. 3.2 EROSION CONTROL AND STORM WATER POLLUTION PREVENTION PLAN IMPLEMENTATION A. Place erosion control and storm water pollution prevention measures in accordance with the approved Contract Documents as construction proceeds and the appropriate phase is in progress for each measure. B. Permanent erosion control measures shall be incorporated into the Project at the earliest practical time to minimize the need for temporary controls. 3.3 PERMANENT AND TEMPORARY SEEDING MEASURES A. Permanently seed and mulch cut slopes as excavation proceeds to extent considered desirable and practical. B. Slopes that erode easily or that will not be graded for a period of fourteen (14) days or more shall be temporarily seeded as work progresses with temporary seeding. 3.4 REMOVAL OF EROSION AND SEDIMENT CONTROL MEASURES A. When site is ninety-five percent (95%) re-vegetated and stabilized with grasses, remove temporary sediment risers. Remove accumulated sediment and regrade area to original contours. Seed and protect with permanent grass seed mixture. B. Remove drainage structure inlet protection. C. Remove silt fence and temporary check dams. Seed and protect any disturbed areas with permanent grass seed mixture. END OF SECTION 01200-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01200 PROJECT MEETINGS PART 1 – GENERAL 1.01 RELATED DOCUMENTS A. Drawings and general provisions of the Contract, including General Conditions and Supplemental General Conditions apply to this Section. 1.02 PRECONSTRUCTION CONFERENCE A. Prior to commencement of Work, a pre-construction conference will be held to discuss procedures to be followed during the progress of the Work. The meeting will be scheduled after execution of the agreement and prior to commencement of Work. B. Location: To be determined by OWNER. C. Attending shall be: 1. Owner. 2. Professional consultants, as needed. 3. Contractor. 4. Others as appropriate. D. Agenda: Following is suggested agenda. Actual agenda will be prepared and distributed by Owner prior to meeting: 1. Introductions. 2. Distribution and discussion of: a. List of major subcontractors and suppliers b. Projected Construction Schedule 3. Critical work sequencing and reiteration of contract obligation toward meeting milestones. 4. Major equipment deliveries and priorities. 5. Project Coordination. 6. Designation of responsible personnel. 7. Procedures and processing of: a. Correspondence b. Submittals c. Field Orders and clarifications 01200-2 City of Palo Alto House Hold Hazardous Waste Station Project d. Proposal requests and quotations e. Change Orders and Work Authorizations f. Applications for Payment g. Requests for Information 8. Procedures for maintaining Record Documents 9. Use of premises: a. Office, work and storage areas b. Owner requirements 10. Construction facilities 11. Temporary utilities 12. Security considerations 13. Housekeeping and clean-up procedures 14. Insurance requirements 15. Wage and hour compliance 16. Environmental, noise and dust control 17. Testing and Inspection 18. Other Subjects as appropriate 1.03 PROGRESS MEETINGS A. The Owner will schedule and hold meetings weekly. Owner will prepare Minutes for such meetings and distribute to the interested parties prior to the next successive meeting. B. Location: Contractor's field office or other acceptable location on the RWQCP Campus. Time and location of the meeting will be determined during the Pre-construction Conference. C. Attending shall be: 1. Owner 2. Contractor 3. Inspector 4. Contractor's Superintendent 5. Subcontractors, as appropriate to the Agenda 6. Suppliers, as appropriate to the Agenda 7. Professional consultants as needed 01200-3 City of Palo Alto House Hold Hazardous Waste Station Project 9. Others, as appropriate to the Agenda D. Agenda: Review and correct or approve minutes of the previous progress meeting. Review other items of significance that could affect progress. Include topics for discussion as appropriate to the current status of the Project. 1. Contractor's Construction Schedule: Review progress since the last meeting. Determine where each activity is in relation to the Contractor's Construction Schedule, whether on time or ahead or behind schedule. a. Determine how construction activities that are behind schedule will be expedited; secure commitments from parties involved to do so. Discuss whether schedule revisions are required to ensure that current and subsequent activities will be completed within the Contract Time. 2. Review the present and future needs of each entity present, including such items as: a. Interface requirements b. Time c. Sequences d. Deliveries e. Off-site fabrication problems f. Access g. Site utilization h. Temporary facilities and services i. Hours of work j. Hazards and risks (Contractor’s Responsibility) k. Housekeeping l. Quality and work standards m. Change Orders n. Documentation of information for payment requests o. RFI’s p. Submittals q. Correction Notices r. Disputed items 3. Reporting: No later than each successive meeting, Owner will distribute copies of minutes of the meeting to each party present. 01200-4 City of Palo Alto House Hold Hazardous Waste Station Project 4. Schedule Updating: Contractor to revise the short-interval construction schedule after each progress meeting where revisions to the schedule have been made or recognized, and issue the revised short-interval schedule to the Owner. 1.04 PROGRESS PAYMENT MEETINGS A. Schedule and hold a billing meeting each month prior to submittal of Application for Payment. Billing meetings shall coincide with last of month progress meeting, whenever possible. B. Location: Job site or other acceptable location at the City of Palo Alto Regional Water Quality Control Plant or Municipal Services Center. C. Attending shall be: 1. Owner 2. Engineer and their professional consultants, as needed 3. Inspector 4. Contractor D. Prepare an itemized draft of the month's proposed billing for review with the Owner, Engineer and Owner at the billing meeting. Refer to General Requirements Section – Payment Procedures, for further requirements. E. Following review of the proposed billing, revise as required, prepare Application for Payment, and submit to the Owner. The Owner will certify and forward it to the Owner, who will authorize payment upon receipt of partial waivers of lien from the Contractor and all Subcontractors for previous payment. 1.05 PRE-INSTALLATION CONFERENCES A. Contractor shall convene a pre-installation conference for items of work contained in each Division of the Specifications, each trade within the Division, and each subcontractor within the Division. 1. Contractor shall convene a pre-installation conference prior to commencing the Work of the Division, trade or subcontractor. 2. Contractor shall require attendance of each subcontractor and each trade directly affecting or affected by the Work within the Division. 3. Owner, Engineer and Owner may attend pre-installation conferences. 4. At a minimum, Contractor shall review conditions of installation, coordination, preparation, approved submittals, contract documents, schedule, testing and inspection, and means and methods planned to be used to perform the Work. 1.06 PRE-CLOSEOUT MEETING A. Within 15-days, but not less than 10-days prior to the Contract completion date schedule and hold a pre-closeout meeting to review and clarify the project closeout requirements in accordance with General Requirements – Project Closeout. B. Location: HHW Station or other acceptable location. 01200-5 City of Palo Alto House Hold Hazardous Waste Station Project C. Attending shall be: 1. Owner 2. Engineer their professional consultants, as needed 3. Inspector of Record (IOR) 4. Contractor 5. Owner, as needed 1.07 GUARANTEE/WARRANTIES, BONDS, AND SERVICE AND MAINTENANCE CONTRACTS REVIEW MEETING A. Three (3) months following date of Notice of Completion, hold a meeting for the purpose of review of guarantees/warranties, bonds, and service and maintenance contracts for materials and equipment. Take action as appropriate to implement repair or replacement of defective items, and to extend service and maintenance contracts. B. Attending shall be: 1. Owner 2. Engineer 3. Inspector of Record (IOR) 4. Contractor 5. Others, as appropriate to the Agenda PART 2 – PRODUCTS (not used) PART 3 – EXECUTION (not used) END OF SECTION 01300-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01300 SUBMITTALS PART 1 - GENERAL 1.01 RELATED DOCUMENTS A. Drawings and general provisions of Contract, including General Conditions and Supplemental General Conditions apply to this Section. 1.02 SUMMARY A. This Section specifies administrative and procedural requirements for submittals required for performance of the Work, including: 1. Bid breakdown of apparent low bidder (Instructions to Bidders) 2. Contractor's Construction Schedule. 3. Submittal Schedule. 4. Shop Drawings. 5. All permits 6. Product Data. 7. Samples. B. Administrative Submittals: Refer to other Division -1 Sections and other Contract Documents for requirements for administrative submittals. Such submittals include, but are not limited to: 1. Applications for payment. 2. Performance and payment bonds. 3. Insurance certificates. 4. List of subcontractors. 5. Construction Schedules. 6. Schedule of Values. 7. Contractor Personnel Certifications and Personal Identification requirement specified in General Conditions. 1.03 SUBMITTAL PROCEDURES A. Coordination: Coordinate preparation and processing of submittals with performance of construction activities. Transmit each submittal sufficiently in advance of performance of related construction activities to avoid delay. 1. Coordinate each submittal with fabrication, purchasing, testing, delivery, other submittals and related activities that require sequential activity. 01300-2 City of Palo Alto House Hold Hazardous Waste Station Project 2. Coordinate transmittal of different types of submittals for related elements of the Work so processing will not be delayed by the need to review submittals concurrently for coordination. 3. The Engineer reserves the right to withhold action on a submittal requiring coordination with other submittals until related submittals are received. 1.04 PROCESSING A. Allow ten (10) calendar days for initial review time so that installation will not be delayed as a result of the time required to process submittals, The Engineer will promptly advise the Owner when a submittal being processed will be delayed. B. No extension of Contract time will be authorized because of failure to transmit submittals to the Owner sufficiently in advance of the Work to permit processing. 1.05 SUBMITTAL PREPARATION: A. Place a permanent label for or title on each submittal for identification. Indicate the name of the entity that prepared each submittal on the label or title block. B. As required, provide a space to record the Contractor's, Owner’s, Owner’s and Engineer’s review and appropriate action markings and the action taken. C. Include the following information on the label for processing and recording action taken: 1. Project name and address 2. Date 3. Name and address of Engineer 4. Name and address of Contractor 5. Name and address of subcontractor 6. Name of manufacturer 7. Numbering System: Submittals shall be identified by specification section (i.e., 02810-001, 07210-001, 11191-001, etc.) Any re-submittals shall be numbered sequentially according to the original submittal section, followed by the subscript submittal number .1, .2, .3 (i.e., 001.1, 001.2, etc.). Submittals and re-submittals shall be kept intact with the original number. Do not add new drawing or information outside the scope of the original submittal, unless specifically requested. Do not assign a new number for a re-submittal. 8. Reference: List Specification Section number and product reference as a cross- reference for each submittal. D. Identify each submittal with the following additional identification: 1. Contractor's stamp with initials or signature, certifying the review of the submittals compliance with Contract Documents, (ref. General Conditions) coordination with other impacted work, and verification of field measurements. 2. Drawing and Specification Section numbers to which the submittal applies. 3. Subcontractor's or supplier's name and address. 01300-3 City of Palo Alto House Hold Hazardous Waste Station Project 4. Name and telephone number of the individual to contact for additional information regarding the submittal. 5. Whether it is an original or a re-submittal. E. SUMMARY: 1. This Section specifies administrative and procedural requirements for submittals required for performance of the Work, including: a. Submittal schedule, including Project Closeout submittals b. Submittal procedures c. Daily construction reports d. Shop Drawings e. Product Data f. Samples g. Manufacturers’ instructions h. Manufacturers’ certificates F. Submittal Transmittal: 1. Package each submittal appropriately for transmittal and handling. Transmit each submittal from Contractor to Owner using a transmittal form. Submittals received from sources other than the Contractor will be returned without action. 1.06 CONTRACTOR'S CONSTRUCTION SCHEDULE A. Bar-Chart Schedule: Prepare a fully developed, horizontal bar-chart type Contractor's preliminary construction schedule per General Requirements Section - Construction Progress Documentation. Submit schedule at pre-construction meeting. 1.07 SUBMITTAL SCHEDULE A. Within ten (10) calendar days after the Pre-construction Conference, Contractor shall provide a submittal schedule, procurement schedule and a list of submittal priorities in compliance with the General Conditions. B. Coordinate submittal schedule with the list of subcontracts, schedule of values and the list of products as well as the Contractor's construction schedule. C. Prepare the schedule in chronological order. Provide the following information: 1. Scheduled date for the first submittal 2. Related Section number 3. Event Number associated with CPM Construction Schedule 4. Submittal category 5. Name of subcontractor 01300-4 City of Palo Alto House Hold Hazardous Waste Station Project 6. Description of the part of the Work covered 7. Scheduled date for resubmittal 8. Scheduled date the Engineer’s final release or approval D. Distribution: Following response to initial submittal, print and distribute two (2) copies to the Owner. Submit other copies to subcontractors, and other parties required to comply with submittal dates indicated. E. When revisions are made, distribute to the same parties. Delete parties from distribution when they have completed their assigned portion of the Work and are no longer involved in construction activities. F. Schedule Updating: Revise the schedule after each meeting or activity, where revisions have been recognized or made. Issue the updated schedule concurrently with report of each meeting. G. Instruct recipients to report promptly any problems anticipated by dates or sequences shown in schedule. 1.08 SUBMITTALS PROCEDURES A. Coordinate preparation and processing submittals with performance of construction activities. B. Make submittals in groups containing associate items to ensure that information is available for checking each item when received. C. Partial submittals may be rejected as not complying with requirements of Contract Documents and Contractor shall be liable for any resulting delays. D. Place permanent label or title block on each submittal for identification. Indicate name of entity preparing each submittal in label or title block. E. Requests for deviation from Contract Documents must be submitted not later that 10-days prior to bid opening for those Specification Sections listed, (see Section 01630). Only deviations that have been previously accepted in writing shall be included in submittals. F. Contractor’s Review: 1. Review submittals for accuracy, completeness, and conformity with Contract Documents. a. Submittal shall be construed as stipulating Contractor has thoroughly and completely reviewed and coordinated data. b. Submittals which indicate less than Contractor’s full compliance will be returned without action. c. Delays caused by failure to comply will not be acceptable basis for extension of Completion Time. 2. Contractor shall certify that submittals have been reviewed and coordinated by adding the following affidavit to each submittal: “This submittal has been reviewed and approved by (Name of Contractor) with respect to construction means, methods, techniques, sequences, safety aspects and other contractual obligations incidental to the submittal. The 01300-5 City of Palo Alto House Hold Hazardous Waste Station Project Contractor certifies that they have reviewed and approved not only the dimensions, but also that they have reviewed the submittal for the purpose of coordination with all other submittals as they relate directly or indirectly with the installation of this Work and have not relied solely upon the design documents in granting their approval. The Contractor additionally asserts that they have made all written notations concerning any information within the submittal that do not conform to the Contract Documents.” Signature ____________________________ Date ____________ Name Printed _________________________ Title _____________ 3. Submittals that have not been certified and/or signed by Contractor will be returned without action, as will submittals which, in the Owner’s or Engineer’s opinion, have not been adequately reviewed and coordinated by the Contractor. 4. Package each submittal appropriately for transmittal and handling. H. Engineer’s Review: 1. Submittals are reviewed for general conformance with design concept and general compliance with information given in Contract Documents only. 2. Review of separate item shall not indicate acceptance of assembly of which item is part. 3. Review shall not relieve Contractor from responsibility for errors or deviations from requirements of Contract Documents. J. Submittal Log: Maintain accurate submittal log for duration of Contract. Indicate current status of all submittals at all times. Make submittal log available for the Owner’s review upon request. K. Resubmittals: Subject to same terms and conditions as original submittal. 1. Claims will not be considered for Contractor’s additional time or expense associated with resubmittal. 2. Engineer will accept not more than one resubmittal. Should additional resubmittals be required, Contractor shall reimburse Owner for Engineers account for time spent in processing additional resubmittals at the current hourly rate established by contract between the Owner and the Engineer. L. Revisions: Make only those revisions required or accepted by Engineer. 1.09 DAILY CONSTRUCTION REPORTS A. Prepare daily construction reports to record manpower of the general contractor and each onsite subcontractor, a summary of progress, high and low temperature, precipitation, contract days expended, CPM activities performed, (including applicable CPM activity numbers) and percent complete for each activity, and other pertinent information. Prepare one (1) report for each workday. Submit the report of the previous day by 8:00 am the following workday. 1.10 SHOP DRAWINGS, PRODUCT DATA, SAMPLES, AND OTHER SUBMITTALS A. General: 01300-6 City of Palo Alto House Hold Hazardous Waste Station Project 1. Submit only as required by the various specification sections. Do not submit shop drawings, product data, samples or other submittals, unless specifically required. 2. Submit in accordance with the accepted submittal schedule. Send copies of transmittals to the Owner. 3. Submit in the manner and quantities specified hereinafter. 4. Allow a minimum of ten (10) calendar days for processing by the Owner, Engineer and their consultants, as applicable. Some submittals may require more processing time based upon consultant's input and the complexity of the submittal. If certain submittals are critical, they should be so identified at time of submission. If a specific submittal cannot be reviewed and returned within ten (10) working days, the Engineer will develop with the Owner and Contractor a timely "turn-around" that will not impact the construction schedule. 1.11 SHOP DRAWINGS (if necessary) A. Submit one (1) reproducible Vellum and three (3) prints or as otherwise stipulated in separate specification sections. B. The Engineer or their consultants, as applicable, will review the Shop Drawings; mark the reproducibles with required revisions; stamp the reproducibles and indicate "No Exceptions Taken", "Make Corrections Noted", “Submit Specified Item”, "Revise and Resubmit", or "Rejected", and return the reproducibles. "Revise and Resubmit" or "Rejected" stamps shall not be construed by the Contractor as a valid reason for an extension of time. C. Review the returned reproducibles and take appropriate action as indicated. 1. If reproducibles are marked "Revise and Resubmit," make revisions and indicate them with a "cloud," stamp and date, and resubmit in the same manner and number as for the original submittal. 2. If reproducibles are marked "Rejected," make a new submittal and submit in the same manner and number as for the original submittal. 3. If reproducibles are marked "No Exceptions Taken" or "Make Corrections Noted", the Contractor shall print and distribute copies for the Owner’s consultants and Inspector, as well as those required for Contractor and Subcontractors. 4. As with the original submittal, review the returned reproducibles and take appropriate action as indicated. As specified hereinabove, resubmit and revise until final action by the Engineer or their consultants, or the Owner's consultants, as applicable. Final action is signified by the markings "No Exceptions Taken," or "Make Corrections Noted," on the returned reproducibles. D. Following final action by the Engineer or their consultants, or the Owner's consultants, as applicable, the Contractor shall make the required copies and distribute to the Owner, Owner, Inspector, and other project personnel as required. E. Only those Shop Drawings that bear stamps showing final review of the Contractor, Engineer, or the Engineer's consultants, or the Owner's consultants, as applicable, shall be used. F. Reproduction and Mailing Costs: The Contractor shall pay the reproduction and mailing costs of the reproducibles and all prints. G. Coordination drawings are a special type of Shop Drawing that show the relationship and integration of different construction elements that require careful coordination during fabrication or installation to fit in the space provided or function as intended. 01300-7 City of Palo Alto House Hold Hazardous Waste Station Project H. Preparation of coordination drawings is specified in other Sections of Division 0 and 1, and may include components previously shown in detail on Shop Drawings or Product Data. I. Submit coordination drawings for integration of different construction elements. Show sequences and relationships of separate components to avoid conflicts in use of space. J. Submit newly prepared information, drawn to accurate scale. Highlight, encircle, or otherwise indicate deviations from the Contract Documents. Do not reproduce Contract Documents or copy standard information as the basis of Shop Drawings. Standard information prepared without specific reference to the Project is not considered Shop Drawings. K. Shop Drawings include fabrication and installation drawings, setting diagrams, schedules, patterns, templates and similar drawings. Include the following information: 1. Dimensions. 2. Identification of products and materials included. 3. Compliance with specified standards. 4. Notation of coordination requirements. 5. Notation of dimensions established by field measurement. L. Sheet Size: Except for templates, patterns and similar full-size drawings, submit Shop Drawings on sheets at least 8-1/2" x 11" but no larger than 24" x 36". M. Do not use Shop Drawings without an appropriate final stamp indicating action taken in connection with construction. 1.12 PRODUCT DATA / BROCHURES / CATALOG CUTS A. Submit in the quantity required to be returned to the Contractor, together with four (4) additional copies of each of brochures, catalog cuts, and manufacture’s data. B. Collect Product Data into a single submittal for each element of construction or system. Product Data includes printed information such as manufacturer's installation instructions, catalog cuts, standard color charts, roughing-in diagrams and templates, standard wiring diagrams and performance curves. Where Product Data must be specially prepared because standard printed data is not suitable for use, submit as "Shop Drawings." C. Mark each copy to show applicable choices and options. Where printed Product Data includes information on several products, some of which are not required, mark copies to indicate the applicable information. Include the following information: 1. Manufacturer's printed recommendations. 2. Compliance with recognized trade association standards. 3. Compliance with recognized testing agency standards. 4. Application of testing agency labels and seals. 5. Notation of dimensions verified by field measurement. 6. Notation of coordination requirements. D. Do not submit Product Data until compliance with requirements of the Contract Documents has been confirmed. 01300-8 City of Palo Alto House Hold Hazardous Waste Station Project E. Distribution: Furnish copies of final submittal to installers, subcontractors, suppliers, manufacturers, fabricators, and others required for performance of construction activities. Show distribution on transmittal forms. F. Do not proceed with installation until an applicable copy of Product Data is in the installer's possession. G. Do not permit use of unmarked copies of Product Data in connection with construction. 1.13 SAMPLES A. Submit in the size specified in the individual Specification Sections, and in the quantity required to be returned to the Contractor, together with three (3) additional Samples, which will be retained by the Engineer or their consultants, or the Owner's consultants, as applicable. B. Ship samples to the Owner’s office, carriage prepaid. Samples to be returned to the Contractor will be shipped, carriage collect. C. Submit samples to illustrate functional and aesthetic characteristics of Product, with integral parts and attachment devices. Coordinate sample submittals for interfacing work. D. Preliminary Submittals: 1. Unless precise color, pattern, and texture or similar characteristics are specifically described, submit full set of choices for material or product. 2. Preliminary submittals will be reviewed and returned with Engineer’s mark indicating selection and other action. 3. Engineer reserves right not to make individual determination or selections until all samples of all materials are submitted. 4. Submit samples of all selected colors, patterns, textures or other similar characteristics as selected by Engineer. 5. Submit number of samples required by Contractor plus three (3), which will be retained. a. Where variation in color, pattern, texture or other characteristics are inherent in material or product, submit multiple units (not less than three (3), that show approximate limits of variations. b. Accepted samples will form standard of comparison for finished Work. c. Defects, and deviations in excess of those in accepted samples, are unacceptable and are subject to rejection of completed Work. 6. Include identification on each sample, with full Project information, including: a. Project name and location b. Manufacturer and supplier c. Name, finish, and composition of material d. Location where material is to be used e. Specification Section number 7. Reviewed samples that may be used in the Work are indicated in individual specification sections. 01300-9 City of Palo Alto House Hold Hazardous Waste Station Project 8. Field Samples: Provide field samples as required by individual sections. Install samples in locations as directed, completed and finished. 9. Submit samples finished as specified and physically identical with the material or product proposed. Samples include partial sections of manufactured or fabricated components, cuts or containers and materials, color range sets, and swatches showing color, texture and pattern. 10. Submit Samples for review of kind, color, pattern, and texture, for a final check of these characteristics with other elements, and for a comparison of these characteristics between the final submittal and the actual component as delivered and installed. 11. Maintain sets of Samples, as returned, at the Project site, for quality comparisons throughout the course of construction. 12. Unless noncompliance with Contract Documents provisions is observed, the submittal may serve as the final submittal. 13. Other Submittals: Submit as specified in the individual Specification Sections. 1.14 ENGINEER'S ACTION A. General: Review by the Engineer shall not be construed as a complete check, but only that the general method of construction and detailing is satisfactory. Review shall not relieve the Contractor from responsibility for errors that may exist. B. Final Unrestricted Release: Where submittals are marked "No Exceptions Taken," that part of the Work covered by the submittal may proceed provided it complies with requirements of the Contract Documents. C. Final-But-Restricted Release: When submittals are marked "Make Corrections Noted" that part of the Work covered by the submittal may proceed provided it complies with notations or corrections on the submittals and requirements of the Contract Documents; final acceptance will depend upon that compliance. D. Returned for Resubmittal: When the submittal is marked "Revise and Resubmit" or “Rejected,” do not proceed with that part of the Work covered by the submittal, including purchasing, fabrication, delivery, or other activity. Revise or prepare a new submittal in accordance with the notations and resubmit without delay. Repeat process if necessary to obtain a different action mark. 1. Do not permit submittals marked "Revise and Resubmit" or “Rejected” to be used at the Project Site, or elsewhere where Work is in progress. E. Revisions: Make all revisions required by the Engineer. If the Contractor considers any required revision to be a change, they shall immediately notify the Owner as provided for under "Changes" in the General Conditions. Show each drawing revision by number, date and subject in a revision block on the drawing. Make only those revisions directed or approved by the Engineer. F. Revisions after approval: Once the Engineer has reviewed a submittal, resubmittal for substitution of materials or equipment will not be considered unless by an acceptable explanation as to why the substitution is necessary. 1.15 PATTERNS AND COLORS A. Unless the exact pattern and color of a product are indicated in the Contract Documents, 01300-10 City of Palo Alto House Hold Hazardous Waste Station Project whenever a choice of pattern or color is available for a product, submit accurate color charts and pattern charts to the Engineer for his/her review and selection. 1.16 CERTIFICATES OF COMPLIANCE A. Submit certificates of compliance with the associated Shop Drawings, Product Data, Samples, and other submittals required for the product. B. Submit on 8-1/2” x 11” white paper. C. Submit four (4) copies. 1.17 SUBSTITUTION A. Pre-bid approval required. Reference General Conditions - “Substitution of Materials” and Section 01630 – SUBSTITUTIONS for information regarding substitutions. 1.18 "OR EQUAL": A. Where the phrase "or equal" or "or equal as approved by the Engineer" occurs in the Contract Documents, do not assume that materials or equipment will be approved as equal unless the item has been specifically approved for this work by the Engineer prior to Bid Opening Date per the General Conditions - “Substitution of Materials” and Section 01630 – SUBSTITUTIONS. B. The decision of the Engineer shall be final. PART 2 - PRODUCTS (not used). PART 3 - EXECUTION (not used). END OF SECTION 01400-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01400 QUALITY REQUIREMENTS PART 1 - GENERAL 1.01 RELATED DOCUMENTS A. Drawings and general provisions of the Contract, including General Conditions and Supplemental General Conditions apply to this Section. 1.02 SUMMARY A. This Section includes administrative and procedural requirements for quality assurance and quality control. B. Testing and inspecting services are required to verify compliance with requirements of the Contract Documents and all applicable governing codes. These services do not relieve Contractor of responsibility for compliance with the Contract Document requirements. 1. Specific quality-control requirements for individual construction activities are specified in the Sections that specify those activities. Requirements in those Sections may also cover production of standard products. 2. Specified tests, inspections, and related actions do not limit Contractor's quality- control procedures that facilitate compliance with the Contract Document requirements. 3. Requirements for Contractor to provide quality-control services required by Owner, Owner, Engineer, or authorities that have jurisdiction are not limited by provisions of this Section. 1.03 DEFINITIONS A. Quality-Assurance Services: Activities, actions, and procedures performed before and during execution of the Work to guard against defects and deficiencies and ensure that proposed construction complies with contract requirements. B. Quality-Control Services: Tests, inspections, procedures, and related actions during and after execution of the Work to determine if the completed construction complies with contract requirements. Services do not include contract enforcement activities performed by authorized representatives of the Owner. C. Testing Laboratory: An independent Testing Laboratory employed by the Owner. D. Project Representative: Owner as defined in General Conditions. 1.04 QUALITY ASSURANCE: A. Fabricator Qualifications: A firm experienced in producing products similar to those indicated for this Project and with a record of successful in-service performance, as well as sufficient production capacity to timely produce required units. B. Factory-Authorized Service Representative Qualifications: An authorized representative of manufacturer who is trained and approved by manufacturer to inspect installation of manufacturer's products that are similar in material, design, and extent to those indicated for this Project. 01400-2 City of Palo Alto House Hold Hazardous Waste Station Project C. Installer Qualifications: A firm or individual experienced in installing, erecting, or assembling work similar in material, design, and extent to that indicated for this Project, whose work has resulted in construction with a record of successful in-service performance. D. Manufacturer Qualifications: A firm experienced in manufacturing products or systems similar to those indicated for this Project and with a record of successful in-service performance. E. Professional Engineer Qualifications: A professional engineer who is legally qualified to practice in jurisdiction where Project is located and who is experienced in providing engineering services of the kind indicated. Engineering services are defined as those performed for installations of the system, assembly, or product that are similar to those indicated for this Project in material, design, and extent. F. Specialists: Certain sections of the Specifications require that specific construction activities shall be performed by entities who are recognized experts in those operations. Specialists shall satisfy qualification requirements indicated and shall be engaged for the activities indicated. 1. Requirement for specialists shall not supersede building codes and similar regulations governing the Work, nor interfere with local trade-union jurisdictional settlements and similar conventions. 1.05 QUALIFICATIONS A. Testing Laboratory Qualifications: A Testing Laboratory with the experience and capability to conduct testing and inspecting indicated, as documented by ASTM E 548, and that specializes in types of tests and inspections to be performed. All samples shall be taken by and tests performed by certified testers employed by the Testing Laboratory. 1.06 LIMITATIONS OF SERVICES A. The tests and controls set forth are intended only to be a checklist from which the Owner may select those that are applicable to the specific project. B. The Testing Laboratory shall make only those tests and provide only such controls that are set forth in the pertinent Sections of the Specifications and such others as will be specifically designated by the Owner and those otherwise required by building codes and other regulations. Also, the Testing Laboratory shall consult the Owner regarding the extent or limit of such tests and controls, within each category, not inconsistent with such building codes and other regulations. C. The Testing Laboratory is not authorized to release, revoke, alter, nor expand the requirements of the Contract Documents, nor shall they approve or accept any portion of the work or perform any duties of the Contractor. D. Costs for retesting and re-inspecting construction that replaces or is necessitated by work that failed to comply with the Contract Documents will be charged to Contractor, and the Contract Sum will be adjusted by Change Order. 1.07 CONTRACTOR’S RESPONSIBILITIES A. Unless otherwise indicated, provide quality-control services specified and required by authorities having jurisdiction. B. Contractor shall cooperate with the Testing Laboratory in providing samples and information for facilitating all of the tests and controls set forth herein, or those selected therefrom by the Owner. 01400-3 City of Palo Alto House Hold Hazardous Waste Station Project C. Where quality-control services are indicated as Contractor's responsibility, submit a certified written report, in duplicate, of each quality-control service. D. Testing and inspecting requested by Contractor and not required by the Contract Documents are the Contractor's responsibility. E. The Contractor shall cooperate with agencies performing required inspections, tests and similar service and provide reasonable auxiliary services, samples and information for facilitating all of the tests and controls set forth herein. Auxiliary services required include but are not limited to: 1. Providing ready access to the Work and furnishing incidental labor and facilities necessary to facilitate inspections and tests. 2. Make materials required for testing available to the Testing Laboratory and assist in acquiring these materials. Taking adequate quantities of representative samples of materials that require testing or assisting the Testing Laboratory in taking samples, in ample time to allow for Laboratory testing. Do not use materials requiring testing until they have been tested and written approval has been received from the Testing Laboratory. 3. Providing the agency with a preliminary design mix proposed for use for materials mixes that require control by the testing agency. 4. Providing facilities for storage and curing of test samples, and delivery of samples to testing laboratories as required. 5. Security and protection of samples and test equipment at the Project Site. F. Arrange for the timely presence and recommendations of the Testing Laboratory representative for the Contractor’s field or shop operations such as soils compaction, welding procedures, and similar critical operations, at the start of such operations. G. If work, which is required to be tested or inspected, is covered up without prior notice or approval, such work, shall be uncovered at the discretion of the Owner. H. Items proposed by the Contractor as substitutions to those specified may require testing, when deemed necessary by the Owner and Engineer, to establish equality with the items specified. 1. The Owner shall select the Testing Laboratory to make such tests. 2. Costs of tests and preparation of samples shall be borne by the Contractor when they authorize such tests. 3. Special preparation of sample for testing, if required, shall be done at the source of supply under the direction of the Testing Laboratory. 4. Deliver test specimens to the Testing Laboratory in ample time to avoid job delays. 5. Specimens shall bear similar approvals, labels, and identifications as those for the specified item. 6. At the option of the Owner, the Contractor shall furnish certificates of compliance, at no cost to the Owner, from suppliers or manufacturers in lieu of performing tests. 7. The Owner will designate the items in this category. 01400-4 City of Palo Alto House Hold Hazardous Waste Station Project I. Unless otherwise directed, materials not conforming to the requirements of the Contract Documents shall be promptly removed from the job site. 1.08 LABORATORY’S DUTIES A. Perform specified sampling and testing of materials. 1. Comply with specified standards. 2. Ascertain compliance of materials with requirements of the Contract. B. Promptly notify Owner, Engineer, Construction Inspector, and Contractor of observed irregularities and deficiencies in the Work and in products to be used in the Work. C. After each inspection and test promptly submit one (1) copy of certified written laboratory report to the following: 1. Owner. 2. General Contractor. 3. Inspector. 4. Engineer. 5. Owner. D. Each report shall include: 1. Date issued. 2. Project title and number. 3. Testing Laboratory name, address, and telephone number. 4. Name and signature of laboratory inspector. 5. Date and time of sampling and testing. 6. Record of temperature and weather conditions. 7. Date of test. 8. Identification of product and specification section. 9. Location of sample or test in the Project. 10. Type of test. 11. Results of tests and compliance with the Contract. 12. Interpretation of test results when requested by the Owner. 13. Signed by a Registered Engineer licensed in the State of California. E. Submit a final report of special test and inspections at Notice of Completion, which includes a list of unresolved deficiencies. F. Interpret tests and inspections and state in each report whether tested and inspected Work complies with or deviates from the Contract Documents. G. The same Testing Laboratory shall perform retesting required because of nonconformance to the specified requirements. H. Arrange with the Owner for the delivery of samples of items requiring testing, in ample time to allow for analysis and testing. I. Arrange for the timely presence and recommendations of a Testing Laboratory representative for the Contractor’s field or shop operations such as soils compaction, welding procedures, and similar critical operations, at the start of such operations. J. Promptly notify Engineer, Owner, and Contractor of irregularities or deficiencies in the Work observed during performance of Testing Laboratory’s services. Immediately upon Testing 01400-5 City of Palo Alto House Hold Hazardous Waste Station Project Laboratory determination of a test failure, the Laboratory will telephone the results to the Owner, Construction Inspector, and Contractor. On the same day, Laboratory will send written test results to those named on above distribution list. K. Laboratory shall be licensed to conduct testing and inspection operations in the State of California. PART 2 - PRODUCTS (not used) PART 3 – EXECUTION 3.01 TEST SELECTION A. The Contractor shall be responsible for, and shall pay for, all tests except for the following: 1. Earthwork: Field and Laboratory tests of soil used for fill and earth backfill as placed and compacted. Inspect placing of fill and backfill and determine conformance to compaction requirements. 2. Reinforcing for concrete and masonry. 3. Concrete quality control. B. The Contractor shall provide written request to the Owner a minimum of three (3) days in advance of required test and/or inspection. 3.02 REPAIR AND PROTECTION A. General: Upon completion of testing, inspecting, sample taking, and similar services, repair damaged construction and restore substrates and finishes to eliminate deficiencies, including deficiencies in visual qualities of exposed finishes. 1. Provide materials and comply with installation requirements specified in the Contract Documents. Restore patched areas and extend restoration into adjoining areas in a manner that eliminates evidence of patching. B. Protect construction exposed by or necessitated by quality-control service activities. C. Repair and protection of the Work are Contractor's responsibility, regardless of the assignment of responsibility for quality-control services. END OF SECTION 01500-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01500 TEMPORARY FACILITIES AND CONTROLS PART 1 - GENERAL 1.01 RELATED DOCUMENTS A. Drawings and general provisions of the Contract, including General Conditions and Supplemental General Conditions and other Division 01 General Requirements, apply to this Section. 1.02 SUMMARY A. This Section specifies requirements for temporary facilities and controls, including utility, construction and support facilities, and security and protection. Furnish and install all required temporary facilities and controls as shown or specified herein plus such facilities as required for proper performance of the Contract. All such temporary facilities and controls shall be located where directed and re-located as required by the progress of the work and maintained in a safe and sanitary condition at all times until completion of the Contract. B. Contractor shall be responsible for all of its own office and construction utilities including the cost of permits, usage, generation, installation, relocation, distribution, metering, maintenance, safety, disposal, and removal. Coordinate this work with the Owner. C. Coordinate installation and removal of temporary utilities with Owner, utility companies, other contractors, and authorities having jurisdiction. Contractor shall submit plans to the Owner for approval of proposed temporary utilities and facilities. D. Do not install, or remove any temporary utility without prior written approval by Owner. Owner’s written approval does not guarantee or warrant that utilities installed by the Contractor will not require relocation in the future due to the follow-on and/or sequence of work by Contractor or other contractors or by changes in scope and sequence of work by the Owner. E. Temporary utilities placed underground shall be permanently marked as to prevent damage by others, and accurately located for removal. Damage to above ground and underground utilities by the Contractor or others shall be repaired or replaced by the Contractor at no additional cost to the Owner. F. Temporary utilities include, but are not limited to, the following: 1. Water service and distribution 2. Electric power service 3. Lighting G. Support facilities include, but are not limited to, the following: 1. Project identification and temporary signs 2. Waste disposal facilities 3. Field offices, meeting facility, and storage boxes 01500-2 City of Palo Alto House Hold Hazardous Waste Station Project 4. Sanitary facilities, including drinking water 5. Temporary perimeter security fencing 6. Temporary enclosures, fencing and barricades 7. Construction aids and miscellaneous services and facilities 9. Storm water control and drainage H. Removal of Temporary Facilities 1. Remove temporary facilities and controls, including associated materials and equipment, when their use is no longer required. 2. Restore and recondition areas of the site damaged and disturbed by temporary facilities and controls and their installation. 3. Remove and properly dispose of debris resulting form removal and reconditioning operations. I. Submittals 1. Temporary Utilities: Submit reports of tests, inspections, meter readings and similar procedures performed on temporary utilities. 2. Implementation and Termination Schedules: Submit a schedule indicating implementation of each temporary utility within ten (10) days of the date established for commencement of the Work. 1.03 USE CHARGES A. General: Cost or use charges for temporary facilities are not chargeable to Owner, Owner, or Engineer and shall be included in the Contract Sum. B. Allow other entities to use temporary services and facilities without cost, including, but not limited to, the following: 1. Owner's Representatives, including the Owner 2. Inspection and/or Testing agencies 3. Personnel of authorities having jurisdiction 1.04 QUALITY ASSURANCE A. Regulations: Comply with industry standards and applicable laws and regulations of authorities having jurisdiction, including but not limited to: 1. Building Code requirements 2. Health and safety regulations 3. Utility company regulations 01500-3 City of Palo Alto House Hold Hazardous Waste Station Project 4. Police, Fire Department and Rescue Squad rules 5. Environmental protection regulations B. Standards: Comply with NFPA Code 241, "Building Construction and Demolition Operations", ANSI-A10 Series standards for "Safety Requirements for Construction and Demolition", and NECA Electrical Design Library "Temporary Electrical Facilities." 1. Trade Jurisdictions: Assigned responsibilities for installation and operation of temporary utilities are not intended to interfere with trade regulations and union jurisdictions. 2. Electric Service: Comply with NECA, NEMA, and UL standards and regulations for temporary electric service. Install service to comply with NFPA 70 and applicable codes. 3. Refer to Guidelines for Bid conditions for Temporary Job Utilities and services prepared jointly by AGC and ASC for industry recommendations. C. Tests and Inspections: Arrange for authorities having jurisdiction to test and inspect each temporary utility before use. Obtain required certifications and permits. 1.05 PROJECT CONDITIONS A. Conditions of Use: The following conditions apply to use of temporary services and facilities by all parties engaged in the Work: 1. Keep temporary services and facilities clean and neat 2. Relocate temporary services and facilities as required by progress of the Work 3. Operate in a safe and effective manner 4. Take necessary fire prevention measures 5. Do not overload facilities, or permit them to interfere with progress 6. Do not allow hazardous dangerous or unsanitary conditions, or public nuisances to develop or persist on the Site. 7. Allow free use and access of all utilities at all times to all entities contracted to perform the Work. PART 2 – PRODUCTS 2.01 MATERIALS A. General: Provide new materials. Undamaged, previously used materials in serviceable condition may be used if approved by the Owner. Provide materials suitable for use intended. Provide specified utility services required during construction and extend temporary service lines to construction areas to allow use by all trades, and subcontractors. B. Tarpaulins: Provide waterproof, fire-resistant, UL labeled tarpaulins with flame spread rating of fifteen (15) or less. For temporary enclosures provide translucent nylon reinforced laminated polyethylene or polyvinyl chloride fire retardant tarpaulins. C. Water: Provide potable water approved by local health authorities. 01500-4 City of Palo Alto House Hold Hazardous Waste Station Project 2.02 EQUIPMENT A. General: Provide equipment and materials suitable for use intended. B. Field Offices: Provide mobile units with lockable entrances, operable windows, serviceable finishes, heated, air-conditioned and on foundations adequate for normal loading. Comply with all applicable codes and requirements. C. Fire Extinguishers: Hand carried, portable, UL rated. Provide class and extinguishing agent of NFPA-recommended classes for exposures. 1. Comply with NFPA 10 and NFPA 241 for classification, extinguishing agent, and size required by location and class of fire exposure. D. Temporary Toilet Units: Provide a sufficient number of self-contained single-occupant toilet units of the chemical, aerated recirculation, or combustion type, properly vented and fully enclosed with a glass fiber reinforced polyester shell or similar nonabsorbent material. Units shall be accompanied by hand washing stations, including paper towels and covered trash receptacle in accordance with governing regulations. E. Drinking-Water Fixtures: Containerized, bottled-water drinking-water units, including paper cup supply. 1. Where power is accessible, provide electric water coolers to maintain dispensed water temperature at forty-five (45) to fifty-five (55) degrees F (7.2 to 12.7 degrees C). F. Electrical Outlets: Properly configured, NEMA-polarized outlets to prevent insertion of 110- to 120-V plugs into higher-voltage outlets; equipped with ground-fault circuit interrupters, reset button, and pilot light. G. Power Distribution System Circuits: Where permitted and overhead and exposed for surveillance, wiring circuits, not exceeding 125-V ac, 20-A rating, and lighting circuits may be nonmetallic sheathed cable. H. Electrical Power Cords: Provide grounded extension cords; use "hard-service" cords where exposed to abrasion and traffic. Provide waterproof connectors to connect separate lengths of electric cords, if single lengths will not reach areas where construction activities are in progress. I. Lamps and Light Fixtures: Provide general service incandescent lamps of wattage required for adequate illumination. Provide guard cages or tempered glass enclosures, where fixtures are exposed to breakage. Provide exterior fixtures where exposed to moisture. J. Trash removal: The Contractor shall be responsible for providing trash receptacles. Contractor shall be responsible for the removal of debris from the job site and shall keep all work areas and passageways in and around the project free from debris. Collect waste from construction areas daily. Contact GreenWaste of Palo Alto for waste removal services. Comply with requirements of NFPA 241 for removal of combustible waste material and debris. Enforce requirements strictly. Do not hold materials more than seven (7) days during normal weather or three (3) days when the temperature is expected to rise above eighty (80) degrees F (27 degrees C). Handle hazardous, dangerous, or unsanitary waste materials separately form other waste by containerizing properly. Dispose of material in a lawful manner, (also ref. General Requirements). Owner trash facilities may not be used. 01500-5 City of Palo Alto House Hold Hazardous Waste Station Project K. First Aid Supplies: Comply with governing regulations. L. Water Hoses: Provide three quarter inch (3/4") heavy-duty, abrasion-resistant, flexible rubber hoses one hundred feet (100’) long, with pressure rating greater than the maximum pressure of the water distribution system; provide adjustable shut-off nozzles at hose discharge. PART 3 - EXECUTION 3.01 INSTALLATION, GENERAL: A. Use qualified personnel for installation of temporary facilities. Locate facilities where they will serve Project adequately and result in minimum interference with performance of the Work. Relocate and modify facilities as required. B. Provide each facility ready for use when needed to avoid delay. Maintain and modify as required. Do not remove until facilities are no longer needed or are replaced by authorized use of completed permanent facilities. 3.02 SUPPORT FACILITIES INSTALLATION A. General: Comply with the following: 1. Locate storage sheds, sanitary facilities, and other temporary construction and support facilities as directed by the Owner. 2. Provide noncombustible construction for shops and sheds located within thirty (30) feet of building lines. Comply with NFPA 241. 3. Maintain support facilities until Completion as necessary. Remove upon completion of the Contractor’s final contract milestone and written approval by the Owner. Personnel remaining after Notice of Completion may be permitted to use permanent facilities, under conditions acceptable to Owner. B. Temporary Heat and Ventilation: Provide temporary heat required by construction activities, for curing or drying of completed installations or protection of installed construction from adverse effects of low temperatures or high humidity. Select safe equipment that will not have a harmful effect on completed installations or elements being installed. Coordinate ventilation requirements to produce the ambient condition required and minimize consumption of energy. Provide forced ventilation of enclosed areas for proper installation and curing of materials, to disperse humidity, and to prevent hazardous accumulations of dust, fumes, vapors and gases. Pay the costs of installation, maintenance, operation, and removal of temporary heat and ventilation, including costs for fuel consumed, required for the performance of the Work. C. Storage Sheds: Install storage sheds, sized, furnished and equipped to accommodate materials and equipment involved, including temporary utility services. Sheds may be open shelters or fully enclosed spaces within the designated building site. D. Toilets: Provide self-contained single-occupant toilet units of the chemical, aerated recirculation, or combustion type, properly vented and fully enclosed with a glass fiber reinforced polyester shell or similar nonabsorbent material. 1. Provide toilet tissue, paper towels, paper cups and similar disposable materials for each facility. Provide covered waste containers for used material. E. Drinking Water Fixtures: Provide drinking water as required by OSHA, including paper 01500-6 City of Palo Alto House Hold Hazardous Waste Station Project supply. F. Waste Disposal Facilities: Provide waste-collection containers in sizes adequate to handle waste from construction operations. Containerize and clearly label hazardous, dangerous, or unsanitary waste materials separately from other waste. 1. If required by authorities having jurisdiction, provide separate containers, clearly labeled, for each type of waste material to be deposited. 2. Develop a waste management plan for Work performed on Project. Indicate types of waste materials Project will produce and estimate quantities of each type. Provide detailed information for on-site waste storage and separation of recyclable materials. Provide information on destination of each type of waste material and means to be used to dispose of all waste materials. 3.03 SECURITY AND PROTECTION FACILITIES INSTALLATION A. Provide and maintain suitable temporary barriers as required to prevent public entry; protect the work and existing facilities, persons, and trees and plants from damage or injury from construction operations. B. Preserve and protect existing trees and plants not designated or required to be removed, and those adjacent to the site. As required, provide barriers to a minimum height of 6’-0” around each tree and plant, or around groups in proximity of construction operations. Consult with the Owner prior to removal of roots and branches that interfere with construction operations. C. Except for use of permanent fire protection as soon as available, do not change over from use of temporary security and protection facilities to permanent facilities until requested by the Owner. D. Barricades, Warning Signs and Lights: Comply with standards and code requirements for the erection of structurally adequate barricades. Paint with appropriate colors, graphics and warning signs to inform personnel and the public, of the hazard being protected against. Where appropriate and needed provide lighting, including flashing red or amber lights. 3.05 CLEANING DURING CONSTRUCTION A. Contractor shall dispose of all material off-site, in a lawful manner. Do not allow the accumulation of scraps debris, waste material and other items not required for construction of this work. Remove waste materials and rubbish not less than on a weekly basis and lawfully dispose of at Contractor's expense. B. Clean interior areas prior to start of finish work, maintain areas free of dust and other contaminants during finishing operations. C. Provide adequate storage for all items awaiting removal from the job site, observing all requirements for fire protection and protection of the ecology. D. Each sub-contractor shall clean up the results of their work and deliver such debris to areas designated for holding by General Contractor. E. Weekly, and more often if necessary, sweep all interior spaces clean. "Clean", for the purpose of this sub-paragraph, shall be interpreted as meaning free from dust and other materials capable of being removed by reasonable diligence using a hand-held broom. 01500-7 City of Palo Alto House Hold Hazardous Waste Station Project F. Following the installation of finish floor materials, clean the finish floor and provide adequate protection. Inspect protection daily (or more often if necessary) while work is being performed in the space in which finish materials have been installed. "Clean", for the purpose of this sub-paragraph, shall be interpreted as meaning free from all foreign materials which, in the opinion of the Owner or Engineer, may be injurious to the finish floor material. 3.06 OPERATION, TERMINATION AND REMOVAL A. Maintenance: Maintain facilities in good operating condition until removal. Maintain operation of temporary enclosures, heating, cooling, humidity control, ventilation and similar facilities on a twenty-four (24) hour/day basis where required to achieve indicated results and to avoid the possibility of damage. B. Termination and Removal: Unless the Owner requests that it be maintained longer, remove each temporary facility when the need has ended, or when replaced by the authorized use of a permanent facility, or no later than Final Billing. Complete or, if necessary, restore permanent construction that may have been delayed because of interference with the temporary facility. Repair damaged work, clean exposed surfaces and replace construction that cannot be satisfactorily repaired. 1. Materials and facilities that constitute temporary facilities are property of the Contractor. The Owner reserves the right to take possession of the Project identification signs. 2. Prior to Notice of Completion, clean and renovate permanent facilities that have been used during the construction period, including but not limited to: a. Replace air filters and clean the inside of ductwork and housings. b. Replace parts that are significantly worn or parts that have been subjected to unusual operating conditions as determined by the Owner. c. Replace lamps that are burned out or noticeably dimmed by substantial hours of use. 3.07 SECURITY A. Secure, maintain, and protect the Work, stored materials, equipment, and temporary facilities until time of acceptance, or such earlier time as Owner may choose to assume such responsibility. B. Security and protection may be by any legal method, or combination of methods, acceptable to the Owner. E. Pest Control: Take necessary provisions to control rodents, insects, and other pests. 3.09 PROJECT IDENTIFICATION SIGN A. General: 1. Project signage is the responsibility of the General Contractor. The Owner shall approve all project signage prior to installation. 3.10 SITE CONTROLS AND PARKING 01500-8 City of Palo Alto House Hold Hazardous Waste Station Project A. Entrance to Work Site: Contractor and their employees shall use certain access roads or entrances as directed by Owner, (ref. Supplemental General Conditions). Maintain these roads in satisfactory condition during Contract time, and repair damages attributable to Work of this Project at intervals as needed. At completion of Contract, roads and entrances shall be left in condition at least equal to that existing at start of Contract, except as may be otherwise required by Contract Documents. B. Site Storage and Work Areas: Owner will allocate available on-site storage and work areas to Contractor, subject to change as may be necessary by job progress such as site development or other intervening Work. C. Regulations: Observe and comply with rules and regulations in effect at occupied facilities, including, but not restricted to, parking and traffic regulations, security restrictions, hours of access, etc. D. Use of Public Sidewalks and Streets: Make arrangements with local authorities including Traffic Engineer, for temporary use of streets and sidewalks for offices, shops, storage, etc. Abide by applicable jurisdictional rules, regulations, and ordinances. Obtain permits and pay all required fees. END OF SECTION 01550-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01550 SPECIAL PROJECT PROCEDURES PART 1 – GENERAL 1.01 RELATED DOCUMENTS A. Drawings and general provisions of the Contract, including General Conditions and Supplemental General Conditions apply to this Section. 1.02 SUMMARY A. The following Special Project Procedures shall be developed, enacted and maintained throughout the course of construction by the Contractor. These requirements are in addition to those specified within the Contract General Conditions. 1.03 ENVIRONMENTAL PROTECTION A. The area of work shall be kept in an organized and clean condition to protect both the on-site and off-site environment during the progression of the Work. B. Contractor shall review Palo Alto’s Gray Fox at the City of Palo Alto’s Regional Water Quality Control Plant Report, and comply with the general avoidance measures outlined in the report. Contractor’s onsite employees shall undergo gray fox training provided by the Owner prior to beginning work. C. The Contractor shall be solely responsible for all construction operations undertaken to complete the project. Any construction operation or activity shall comply with all federal, state, and local requirements pertaining to water, air, solid waste and noise pollution. D. For the purpose of this Section the following definitions apply: 1. Sediment: Soil, sand, silt, clay, and/or other debris that have been eroded and transported by runoff water. 2. Solid Waste: Any solid matter such as refuse, wood residues, sand, rubbish, debris, garbage, and other discarded solid materials resulting from construction activities, maintenance and/or repair work. Solid waste also includes organic matter such as leaves, and tree trimmings. 3. Chemical Waste: Includes any petroleum-based products, bituminous materials, salts, acids, alkalis, herbicides, pesticides, disinfectants, organic chemicals and inorganic wastes. Some of these wastes may be classified as “hazardous” materials. 4. Sanitary Wastes a. Sewage: Domestic sanitary sewage. 5. Hazardous Materials: Should the Contractor detect site materials that are believed to be asbestos, polychlorinated biphenyl (PCB), or other such hazardous material, the Contractor shall stop the work in the proximate area and immediately notify the Owner in writing. Work in the affected area shall not be resumed pending an investigation to determine if the questionable material is indeed hazardous resulting in one of the following accommodations: 1) the material has been abated; 2) the material has been identified as non-hazardous, or; 3) the material has been rendered harmless. E. Protection of natural resources 1. General: It is intended of the Contract Documents that the natural resources scheduled to remain within the project boundaries and outside the limits of permanent work performed under this contract be preserved in their existing condition, or be restored to an equivalent condition upon completion of the Work. The Work shall be confined to the work area limits shown on the drawings. Upon completion of the work return adjacent surfaces disturbed and not altered by the 01550-2 City of Palo Alto House Hold Hazardous Waste Station Project work defined by the Contract Documents to their pre-construction elevations and general appearance. 2. Land Resources: Do not remove, cut deface, injure or destroy trees, shrubs, or landscape areas outside the work area limits. Do not remove, deface injure or destroy trees within the work area scheduled to remain without written permission from the Owner. Should damage to existing landscape occur the Contractor at its expense shall remove and/or replace the damaged landscape at the sole discretion of the Owner. 3. Water Resources: The Contractor shall investigate and comply with all applicable federal, state, and local regulations concerning the discharge, whether directly or indirectly of pollutants to underground and natural waters. At all times, special measures shall be taken to prevent oily or other hazardous substances from entering the ground, drainage areas or local bodies of water in such quantities as to affect normal use, aesthetics or produce a measurable impact upon the area. Any soil or water that is contaminated with oily substances due to the Contractor’s operations shall be disposed of in accordance with applicable regulations at the Contractor’s expense. Perform all work under this Contract in such a manner that any adverse environmental impacts are reduced to a level that is acceptable to the applicable regulatory agency(s). 1.04 NOISE CONTROL A. Maximum noise levels within 500 feet of any business or adjacent building area shall not exceed 90 dBA at a distance of 50 feet as measured under the noisiest operation conditions for equipment components such as trenchers, pavers, graders and trucks. The maximum noise level for all other equipment shall not exceed 85 dBA at 50 feet under the same conditions. B. Jackhammers shall be equipped with exhaust mufflers and steel muffling sleeves when noise levels exceed the above limits. Air compressors should be of a quiet type such as a “whisperized” compressor, and all compressor hoods shall be closed while the equipment is in operation. If necessary, provide portable noise barriers constructed of ¾-inch plywood lined with 1-inch thick fiberglass on the work side around jackhammering activities. C. Keep noisy equipment as far as possible from noise-sensitive site boundaries. Machines should not be left idling. The Contractor is encouraged to use electric power in lieu of internal combustion engine powered tools and equipment wherever possible. C. The Contractor shall schedule noisy operations so as to minimize their duration at any given location, and to minimize disruption to the adjoining business and building occupants. Notify the Owner in advance of performing work creating unusual noise and schedule such work at times mutually agreeable to the Owner and Owner. D. Operation of musical equipment such as radios, DVD players, tape players, television, and other similar items at the construction site is forbidden. 1.05 DUST AND AIR POLLUTION CONTROL Enlist measures to avoid the creation of dust and air pollution. A. Dust and Dirt Control: Comply with following mitigation measures, where applicable: 1. All disturbed areas, including storage piles, which are not being actively utilized for construction purposes, shall be effectively stabilized of dust emissions using water, chemical stabilizer / suppressant, covered with a tarp or other suitable cover or vegetative ground cover. At a minimum unpaved areas shall be wetted a three times a day or as frequently as necessary to eliminate dust formation. When wind velocity exceeds 15 mph the site shall be watered as frequently as necessary to eliminate dust migration. 01550-3 City of Palo Alto House Hold Hazardous Waste Station Project 2. All land clearing, grubbing, scraping, excavation, land leveling, grading, cut & fill, and demolition activities shall be effectively controlled of fugitive dust emissions utilizing application of water or by presoaking. 3. All operations shall limit or expeditiously remove the accumulation of mud or dirt from adjacent public streets at the end of each workday. (The use of dry rotary brushes is expressly prohibited except where preceded or accompanied by sufficient wetting to limit the visible dust emissions.) (Use of blower devices is expressly forbidden.) 4. Following the addition of materials to, or the removal of materials from, the surface of outdoor storage piles, said piles shall be effectively stabilized of fugitive dust emissions utilizing sufficient water or chemical stabilizer/suppressant. 5. Trucks hauling soil, sand, debris, garbage or other similar loose materials to and from the site shall be covered. 6. Trackout shall be immediately removed when it extends 50 or more feet from the site and sweep area streets adjacent to the project as necessary, but no less than once per workday to eliminate as much as practicable the tracking of dirt and debris offsite. B. Air Pollution Control 1. All volatile liquids, including fuels and solvents shall be stored in closed containers. 2. Debris, refuse, lumber, and/or other scrap material burning is forbidden. 3. Properly maintain equipment to reduce gaseous pollutant emissions. B. Cover stockpiles of soil, debris, sand or other similar loose materials to prevent migration. 1.06 STORM WATER / EROSION CONTROL A. Contractor shall implement Best Management Practices (BMP) for the project per specification section 01046 and per the plan set (Pollution Prevention – It’s Part of the Plan – page 11 of 12). 1.07 DISPOSAL OPERATIONS A. Solid Waste Management: Supply solid waste transfer containers at various site locations as necessary to keep the site free of construction debris and garbage. Debris such as spent air filters, oil cartridges, cans, bottles, combustibles and litter shall be placed in appropriate containers and routinely removed from the jobsite. The Contractor shall take measures to prevent trash and papers form blowing onto adjacent property. The contractor is required to segregate and recycle as much material as possible, and must use GreenWaste of Palo Alto dumpsters unless materials are source-separated recyclables. B. Washing of concrete trucks/containers where wastewater may reach adjacent property, storm drains or natural watercourses will not be permitted. Remove any excess concrete to the sanitary landfill. C. Chemical Waste and Hazardous Materials: Furnish containers for storage of spent chemicals used during construction operations. Dispose of chemicals and hazardous materials in accordance with applicable regulations. 01550-4 City of Palo Alto House Hold Hazardous Waste Station Project D. Garbage: Store garbage in covered containers and dispose of contents to a lawful sanitary landfill at routine intervals or as necessary to prevent the accumulation of on site trash. E. Dispose of materials removed during demolition operations to a suitable off site disposal site in accordance with applicable regulations. F. Excavated Materials: Remove from the site any spoil material that is in excess of that required for backfill and such excavated material unsuitable for backfill. Excess backfill material shall be hauled off site and no additional compensation will be paid to the Contractor for such off haul. Unsuitable excavated material shall be disposed of off site in accordance with applicable regulations to an appropriate site immediately following excavation. END OF SECTION 01600-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01600 PRODUCT REQUIREMENTS PART 1 - GENERAL 1.01 RELATED DOCUMENTS A. Drawings and general provisions of the Contract, including General Conditions and Supplemental General Conditions and other Division 01 General Requirements, apply to this Section. 1.02 SUMMARY A. This Section specifies administrative and procedural requirements governing the Contractor's selection of products for use in the Project. B. The Contractor's Construction Schedule and the Schedule of Submittals are included under other General Requirements Sections. C. Administrative procedures for handling requests for substitutions are included under other General Requirements Sections. 1.03 DEFINITIONS A. Definitions used in this Article are not intended to change the meaning of other terms used in the Contract Documents, such as "specialties," "systems," "structure," "finishes," "accessories," and similar terms. Such terms are self-explanatory and have well recognized meanings in the construction industry. 1. "Products" are items purchased for incorporation in the Work, whether purchased for the Project or taken from previously purchased stock. The term "product" includes the terms "material," "equipment," "system," and other terms of similar intent. a. "Named Products" are items identified by manufacturer's product name, including make or model designation, indicated in the manufacturer's published product literature, that is current as of the date of the Contract Documents. 2. "Materials" are products that are substantially shaped, cut, worked, mixed, finished, refined or otherwise fabricated, processed, or installed to form a part of the Work. 3. "Equipment", is a product with operational parts, whether motorized or manually operated, that requires service connections such as wiring or piping. 1.04 DESCRIPTION A. Material and equipment incorporated in the Work shall be: 1. New. 2. In a condition acceptable to the Owner and the Engineer. 3. Suitable for the use intended. 4. In conformance with EPA codes and regulations and applicable air quality control district. 01600-2 City of Palo Alto House Hold Hazardous Waste Station Project B. No material or equipment shall be used for any purpose other than that for which it is designed or specified. C. No material shall contain asbestos. D. No materials or products shall contain formaldehyde in excess of the amount recommended by the State of California Department of Health Services (DOHS). 1.05 TRANSPORTATION AND HANDLING A. Deliver manufactured products in the manufacturer's original, unbroken containers or packaging, with identifying labels intact and legible. B. Immediately on delivery, inspect shipments to assure compliance with the requirements of the Contract Documents and reviewed submittals, and to verify that products are properly protected and undamaged. C. Handle products in a manner to avoid soiling and damaging the products and their packaging. D. Promptly remove damaged and defective products from the site, and replace at no increase in Contract Sum. 1.06 STORAGE A. Store manufactured products in accordance with the manufacturers' printed instructions, with seals and labels intact and legible. 1. Store products subject to damage by the elements in weathertight enclosures. 2. Maintain temperature and humidity within the ranges specified by the manufacturers. B. Exterior Storage: 1. Store fabricated products above the ground, on blocking or skids, to prevent soiling and staining. 2. Cover products that are subject to deterioration with impervious sheet coverings; provide adequate ventilation to avoid condensation. 3. Store loose granular material in a well-drained area on solid surfaces to prevent mixing with foreign matter. C. Arrange storage to facilitate inspection. D. Periodically inspect stored products to assure that products are maintained under specified conditions and free from damage and deterioration. E. Protection After Installation: 1. Provide substantial coverings as necessary to protect installed products from damage from traffic and construction operations. Remove coverings when no longer needed. 01600-3 City of Palo Alto House Hold Hazardous Waste Station Project 1.07 PRODUCT OPTIONS A. For products indicated or specified only by reference standard, select any product meeting such standard. B. For products indicated or specified by naming several products or manufacturers, select any one (1) of the products or manufacturers named which complies with the specified requirements. C. For products indicated or specified by naming only one (1) product and manufacturer, there is no option. D. Products not meeting the criteria hereinabove, shall be considered Substitutions, and shall be submitted as specified in the General Requirements. E. "Or equal" means a product accepted in writing by the Engineer for use in the Work as being equivalent in essential attributes to the product indicated or specified in the Contract Documents. 1.08 QUALITY ASSURANCE A. Source Limitations: To the fullest extent possible, provide products of the same kind, from a single source. B. Compatibility of Options: When the Contractor is given the option of selecting between two (2) or more products for use on the Project, the product selected shall be compatible with products previously selected, even if previously selected products were also options. C. Each Contractor is responsible for providing products and construction methods compatible with products and construction methods of other Contractors. D. If a dispute arises between Contractors over concurrently selectable but incompatible products, Engineer will determine which products shall be used. PART 2 - PRODUCTS 2.01 PRODUCT SELECTION A. General Product Requirements: Provide products that comply with the Contract Documents that are new and undamaged and unused at the time of installation. 1. Provide products complete with all accessories, trim, finish, safety guards and other devices and details needed for a complete installation and for the intended use and effect. 2. Standard Products: Where available, provide standard products of types that have been produced and used successfully in similar situations on other projects. B. Product Selection Procedures: Product selection is governed by the Contract Documents and governing regulations, not by previous Project experience. 1. Visual Matching: Where Specifications require matching an established Sample, the Engineer's decision will be final on whether a proposed product matches satisfactorily. a. Where no product available within the specified category matches satisfactorily and also complies with other specified requirements, comply with provisions of the Contract Documents concerning 01600-4 City of Palo Alto House Hold Hazardous Waste Station Project "Substitutions" for selection of a matching product in another product category, or for noncompliance with specified requirements. 2. Visual Selection: Where specified product requirements include the phrase "...as selected from manufacturer's standard colors, patterns, textures..." or a similar phrase, select a product and manufacturer that complies with other specified requirements. The Engineer will select the color, pattern and texture from the product line selected. PART 3 - EXECUTION 3.01 INSTALLATION OF PRODUCTS A. Comply with manufacturer's instructions and recommendations for installation of products in the applications indicated. Anchor each product securely in place for long life under hard use, accurately located and aligned with other Work. 1. Clean exposed surfaces and protect as necessary to ensure freedom from damage and deterioration at time of Notice of Completion. END OF SECTION 01630-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01630 SUBSTITUTIONS PART 1 - GENERAL 1.01 RELATED DOCUMENTS A. Drawings and general provisions of Contract, including General Conditions and Supplemental General Conditions and other Division 01 General Requirements, apply this Section. 1.02 SUMMARY A. This Section specifies administrative and procedural requirements for handling requests for Substitutions. B. Procedural requirements governing the Contractor’s selection of products and product options are included under General Requirements - Product Requirements. 1.03 DEFINITIONS A. Definitions used in this Section are not intended to change or modify the meaning of other terms used in the Contract Documents. B. Substitutions: Requests for changes in products, materials, equipment, and methods of construction required by Contract Documents are considered requests for "substitutions." Where phrases such as "or equal" or "or equal as approved by the Engineer" occurs in the Contract Documents, do not assume that materials or equipment will be approved as equal unless the item has been specifically approved for this work by the Engineer prior to Bid Opening Date, or as otherwise allowed in these Contract Documents. The following are not considered substitutions: 1. Revisions to Contract Documents requested by the Owner or Engineer. 2. Specified options of products and construction methods included in Contract Documents. 3. The Contractor's determination of and compliance with governing regulations and orders issued by governing authorities. 1.04 SUBMITTALS: A. If the Contractor desires to use material or equipment other than that specified, they shall submit a request for approval of such substitution, in writing, to the Owner. Product Substitution requests will not be considered if received after the date stipulated. B. Submit Substitution Request packages using the form provided and in a quantity to be returned to the Contractor plus four (4) copies of each request for substitution for review by the Engineer. C. Identify the product, or the fabrication or installation method to be replaced in each request. Include related Specification Section and Drawing numbers. Provide complete documentation showing compliance with the requirements for substitutions, and the following information, as appropriate: 01630-2 City of Palo Alto House Hold Hazardous Waste Station Project 1. Product Data, including Drawings and descriptions of products, fabrication and installation procedures. 2. Samples where applicable or requested. 3. A detailed, side-by-side comparison of the significant qualities of the proposed substitution with those of the Work specified. Significant qualities may include but is not necessarily limited to elements such as size, weight, durability, performance and visual effect. 4. Coordination information, including a list of changes or modifications needed to other parts of the Work and to construction performed by the Owner and separate Contractors will become necessary to accommodate the proposed substitution. 5. A statement indicating the substitution's effect on the Contractor's Construction Schedule compared to the schedule without approval of the substitution. Indicate the effect of the proposed substitution on overall Contract Time. 6. Cost information, including a proposal of the net change, if any, in the Contract Sum. 7. Certification by the Contractor that the substitution proposed is equal-to or better in every significant respect to that required by the Contract Documents, and that it will perform adequately in the application indicated. Include the Contractor's waiver of rights to additional payment or time that may subsequently become necessary because of the failure of the substitution to perform adequately. 8. The Contractor warrants that they have investigated the proposed product and determined that it is equal to or superior in all respects to that indicated or specified. 9. The Contractor waives claim for additional costs and time associated with the proposed product, which may subsequently become apparent. 10. The Contractor shall provide a signed statement that the proposed product is in full compliance with the Contract Documents, and applicable regulatory requirements, requires no changes to specified controls and monitoring systems that may be specified in other Sections, and Certify that the Contractor will be responsible for coordination at no additional expense to the Owner 11. The Contractor shall provide information on availability of maintenance service, and source of replacement materials, and provide a sample of Manufacturer’s standard form of guarantee or warranty for proposed product. 1.05 OWNER’S ACTION A. Within ten (10) days of receipt of the request, the Owner will notify the Contractor of acceptance or rejection of the proposed substitution. The Engineer at their sole discretion will determine the acceptability of proposed products and their determination shall be final. If a decision on use of a proposed substitution cannot be made or obtained within the time allocated, use the product specified by name in the Contract Documents. B. No consideration will be given to a substitute product unless, in the Engineer’s judgment, it complies with the following conditions. 1. Substitution Request is complete. 2. It is equal in quality, performance and serviceability. 3. Its use does not entail changes in details or related construction. 01630-3 City of Palo Alto House Hold Hazardous Waste Station Project 4. It is acceptable in regards to design and aesthetic effect. 5. There is a cost and/or time advantage to the Owner. C. Acceptance of a product shall not relieve the Contractor from responsibility for the proper execution of the Work and any other requirements of the Contract Documents. D. If a proposed product is not accepted, use the product originally specified or indicated in the Contract Documents. E. No products other than those indicated or specified in the Contract Documents shall be purchased or incorporated in the Work without the Engineer’s prior written acceptance. PART 2 - PRODUCTS 2.01 SUBSTITUTIONS A. Conditions: The Contractor's substitution request will be received and considered by the Engineer when one (1) or more of the following conditions are satisfied, as determined by the Engineer; otherwise requests will be returned without action except to record noncompliance with these requirements. 1. Extensive revisions to Contract Documents are not required. 2. Proposed changes are in keeping with the general intent of the Contract Documents. 3. The request is timely, fully documented and properly submitted. 4. The request is directly related to an "or equal" clause or similar language in the Contract Documents. 5. The Specified product or method of construction cannot be provided within the Contract Time. The request will not be considered if the product or method cannot be provided as a result of failure to pursue the Work promptly or coordinate activities properly. 6. The specified product or method of construction cannot receive necessary approval by a governing authority, and the requested substitution can be approved. 7. A substantial advantage is offered the Owner, in terms of cost, time, energy conservation or other considerations of merit, after deducting offsetting responsibilities the Owner may be required to bear. Additional responsibilities for the Owner may include additional compensation to the Engineer for redesign and evaluation services, increased cost of other construction by the Owner or Separate Contractors, and similar considerations. 8. The specified product or method of construction cannot be provided in a manner that is compatible with other materials, and where the Contractor certifies that the substitution will overcome the incompatibility. 9. The specified product or method of construction cannot be coordinated with other materials, and where the Contractor certifies that the proposed substitution can be coordinated. 10. The specified product or method of construction cannot provide a warranty required by the Contract Documents and where the Contractor certifies that the proposed substitution provides the required warranty. 01630-4 City of Palo Alto House Hold Hazardous Waste Station Project B. The Contractor's submittal and Engineer's acceptance of Shop Drawings, Product Data or Samples that relate to construction activities not complying with the Contract Documents, does not constitute an acceptable or valid request for substitution, nor does it constitute approval. PART 3 - EXECUTION (not used) END OF SECTION 01700-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 01700 PROJECT CLOSEOUT PART 1 - GENERAL 1.01 RELATED DOCUMENTS A. Drawings and general provisions of Contract, including General Conditions and Supplemental General Conditions and other Division 01 General Requirements, apply to this Section. 1.02 SUMMARY A. This Section specifies administrative and procedural requirements for Project Closeout, including but not limited to: 1. Inspection procedures 2. Project record document submittal 3. Operation and Maintenance Data 4. Instruction of Owner’s personnel 5. Service and maintenance contracts 6. Submittal of guarantees/warranties and bonds 7. Final Cleaning 8. Restoration of damaged and remedial work 9. Delivery of extra materials 1.03 FINAL COMPLETION A. Preliminary Procedures: Before requesting inspection for certification of Final Completion, complete the following. List exceptions in the request. 1. In the Application for Payment that coincides with, or first follows, the date Final Completion is claimed, show 100 percent (100%) completion for the portion of the Work claimed as complete. Include supporting documentation for completion as indicated in these Contract Documents and a statement showing an accounting of charges to the Contract Sum. a. If 100 percent (100%) completion cannot be shown, include a list of incomplete items, the value of incomplete construction, and reasons the Work is not complete. 2. Advise Owner of pending insurance changeover requirements. 3. Submit specific warranties, quality of work bonds, maintenance agreements, final certifications and similar documents. 4. Obtain and submit releases enabling the Owner unrestricted use of the Work and access to services and utilities; include occupancy permits, operating certificates and similar releases. 5. Complete final clean up requirements, including touch-up painting. Touch up and otherwise repair and restore marred exposed finishes. B. Inspection Procedures: On receipt of a request for inspection, the Engineer and/or Owner and Inspector of Record will either proceed with inspection scheduling or advise the Contractor of unfilled requirements. The Engineer and/or Owner will prepare the Notice of Completion following inspection, or advise the Contractor of construction that must be completed or corrected before the Notice will be issued. 1. The Engineer and/or Owner and Inspector of Record will repeat inspection scheduling when requested and assured that the Work has been completed. 2. Results of the completed inspection will form the basis of requirements for final acceptance. 01700-2 City of Palo Alto House Hold Hazardous Waste Station Project 1.04 FINAL ACCEPTANCE A. Preliminary Procedures: Before requesting final inspection for certification of final acceptance and final payment, complete the following. List exceptions in the request. 1. Submit the final payment request with releases and supporting documentation not previously submitted and accepted. Include certificates of insurance for products and completed operations where required. 2. Submit an updated final statement, accounting for final additional changes to the Contract Sum. 3. Submit a certified copy of the Owner’s and Engineer's final inspection list of items to be completed or corrected, stating that each item has been completed or otherwise resolved for acceptance, and the list has been endorsed and dated by the Owner and Engineer. 4. Submit record drawings, damage or settlement survey, property survey, and similar final record information. 5. Submit consent of surety to final payment. 6. Submit a final liquidated damages settlement statement. 7. Submit evidence of final, continuing insurance coverage complying with insurance requirements. B. Re-inspection Procedure: The Engineer and/or Owner and Inspector of Record will re- inspect the Work upon receipt of notice that the work, including inspection list items from earlier inspections, has been completed, except items whose completion has been delayed because of circumstances acceptable to the Owner. 1. Upon completion of re-inspection, the Engineer and/or Owner and Inspector of Record will prepare a Notice of Completion, or advice the Contractor of Work that is incomplete or of obligations that have not been fulfilled but are required for final completion. 2. If necessary, the re-inspection procedure will be repeated. 1.05 RECORD DOCUMENT SUBMITTALS A. General: Do not use record drawings for construction purposes; protect from deterioration and loss in a secure, fire-resistive location; provide access to record drawings for the Owner, Owner and Engineer’s reference during normal working hours. B. Record Drawings: Maintain clean undamaged set of prints of Contract Drawings and Shop Drawings. Mark the set in the manner approved in advance by the Owner to show the actual installation where the installation varies from the Work as originally shown. Mark whichever drawing is most capable of showing conditions fully and accurately; where Shop Drawings are used, record a cross-reference at the corresponding location on the Contract Drawings. Give particular attention to concealed elements that would be difficult to measure and record at a later date. Label each document “PROJECT RECORD” in large, neat, printed letters. Failure to maintain record drawings shall result in withholding of Contractor’s payment. See Payment provisions in General Conditions. 1. Mark record sets with red erasable pencil; use other colors to distinguish between variations in separate categories of the Work. 2. Mark information that is important to the Owner, but was not adequately shown on Contract Drawings or Shop Drawings. a. Changes made by Change Order and other modifications described in the GENERAL CONDITIONS noting the change or modification source. b. Locations of significant Work concealed inside the building whose general locations have been changed from those shown on the Contract Documents c. Locations of items, not necessarily concealed, which have been changed, 01700-3 City of Palo Alto House Hold Hazardous Waste Station Project with the Engineer’s prior written approval, from the location shown on the Contract Documents. d. Post all Requests for Information (RFI) on appropriate drawings. e. Revisions to routing of piping and conduit. f. Revisions to electrical circuitry. 3. Note related Change Order or Work Authorization number where applicable. 4. Organize Record Drawing sheets into manageable sets, bind with durable paper cover sheets, and print suitable titles, dates and other identification on cover of each set. 5. Keep up to date during entire progress of the Work, and furnish additional drawings as necessary for clarification. 6. Record deviations from the sizes, locations, and other features of installations shown in the Contract Documents. 7. Establish locations of underground Work by Global Positioning Systems (GPS) and reference invert elevations and rates of fall. 8. Give sufficient information to locate Work concealed in the buildings. 9. Locate main runs of piping, conduit, ductwork and similar items by dimensions. 10. Locate other items either by dimensions or in relation to spaces within the buildings. 11. Where feasible, the individual or entity that obtained record data, whether the individual or entity is the installer, subcontractor, or similar entity, is required to prepare the mark-up on Record Drawings. 12. Accurately record information in an understandable drawing technique. 13. Record data as soon as possible after it has been obtained. In the case of concealed installation, record and check the mark-up prior to concealment. C. As-Built Drawings: 1. At time of acceptance of the Work and prior to final payment, using the Record Drawings for reference, prepare "As-Built" record drawings. The Contractor shall furnish record drawings, made from final Shop Drawings that have been updated to show actual conditions, for Work specified in the individual Specification sections. Where Shop Drawings are marked, show cross-reference on “As Built” Drawings. a. Employ and pay a professional draftsperson to prepare the "As-Built" drawings from the Record Drawings, using typical drafting devices and recording information in ink clouding all changes. b. After completing the preparation of Record Drawings, copy Record Drawings onto Compact Disc (CD’s) and produce two (2) copies of each Drawing, whether or not changes and additional information were recorded. Organize the copies into manageable sets. Drawings shall be provided as an AutoCAD 2013 DWG file and PDF. c. Organize and bind Record Drawings and original marked-up set of prints that were maintained during the construction period in sets with durable paper cover sheets, with appropriate identification, including titles, dates and other information on cover sheets. d. Reverse roll and place these sets in durable tube-type Drawing containers with end caps. Mark the end cap of each container with suitable identification. e. Sign and date the completed Project “As Builts” and transmit them to the Owner, who will forward them to the Owner after final acceptance of the Work. f. Submit Record Drawings, Shop Drawings, and CD’s to the Owner for review and approval. 01700-4 City of Palo Alto House Hold Hazardous Waste Station Project D. Record Specifications: Maintain one (1) complete copy of the Project Manual, including addenda, and one (1) copy of other written construction documents such as Request for Information, Change Orders and modifications issued in printed form during construction. Mark these documents to show substantial variations in the actual Work performed in comparison with the text of the Specifications and modifications. Give particular attention to substitutions, Request for Information, selection of options and similar information on elements that are concealed or cannot otherwise be readily discerned later by direct observation. Note related record drawing information and Product Data. 1. Mark each Specification SECTION to record: a. Manufacturer, trade name, catalog number, and supplier of each product and item of equipment actually incorporated in the Work. b. Changes made by Change Order and other modifications described in the GENERAL CONDITIONS 2. Include the Record Specifications in “like” format as part of the Project “As-Builts”. G. Maintenance Manuals: Organize operating and maintenance data into suitable sets of manageable size. Bind properly indexed data into individual heavy-duty 2-inch, 3-ring vinyl-covered binder, with pocket folders for folded sheet information. Mark the appropriate identification on front spine of each binder. Provide index near front of binder furnishing immediate information as to locations in the manual of all emergency data regarding the equipment included in the manual. Provide entire contents of Binder on Compact Disc organized in same sequence as binder. 1. Include the following types of information: a. Emergency instructions b. Spare parts list c. Copies of warranties d. Wiring diagrams e. Recommended maintenance schedules and a list of maintenance performed during the construction process. f. Inspection procedures g. Shop drawings and product data h. Fixture lamping schedule i. Complete nomenclature of replaceable parts, their part numbers, current cost and name and address of nearest source of parts. j. Copy of each guarantee/warranty and service contract issued for the equipment included in the manual. k. Delete Extraneous Data from manufacture’s catalog pages, information, which is not applicable to this project installation. H. Operation Tests 1. Conduct systematic start-up and operational tests as required to demonstrate that all systems have been completed and are in compliance with all requirements of the Contract Documents, and are fully functioning and operational. Contractor shall coordinate their start-up and operational tests with contractors performing work as necessary to ensure a complete and integrated commissioning process. 2. Furnish a written record of test results using recording type instruments where applicable I. Upon completion of the Work, submit Close out Documents to the Owner for review by the Engineer and the Owner's records. J. Submittal Schedule: Comply with the following schedule for submission of operating and maintenance manuals. 01700-5 City of Palo Alto House Hold Hazardous Waste Station Project 1. Before submission of Request for Final Payment, when each installation that requires submittal of operating and maintenance manuals is nominally complete, submit two (2) draft copies of each manual to the Owner for review by the Engineer. Include a complete index or table of contents. 2. The Owner will return one (1) copy of the draft with the Engineers comments within twenty-one (21) days of receipt. 3. Make corrections or modifications to comply with the Engineer and/or Owner’s comments. Submit the specified number of copies of each approved manual to the Owner within twenty-one (21) days of receipt of Owner’s comments. K. Transmit manuals in the quantity which is required to be returned, plus the following, unless otherwise specified, which will be retained by the Owner for forwarding to the Owner after acceptance of the work. 1. Three (3) copies of Electrical manuals and one (1) copy on CD. 2. Two (2) copies of all other manuals and one (1) copy on CD. PART 2 - PRODUCTS (not used) PART 3 - EXECUTION 3.01 CLOSEOUT PROCEDURES A. Operating and Maintenance Instructions: Arrange for each installer of equipment that requires regular maintenance, to meet with the Owner's personnel to review, contractor furnished, DVD-recorded instruction in the proper operation and maintenance. If installers are not experienced in procedures, provide instruction by manufacturer's representatives. Include a detailed review of the following items: 1. Maintenance manuals 2. Record documents 3. Spare parts and materials 4. Tools 5. Lubricants 6. Fuels 7. Identification systems 8. Control sequences 9. Hazards 10. Cleaning 11. Warranties, bonds 12. Maintenance agreements and similar continuing commitments B. As part of instruction for operating equipment, demonstrate the following procedures: 1. Start-up 2. Shut-down 3. Emergency operations 4. Noise and vibration adjustments 5. Safety procedures 6. Economy and efficiency adjustments 7. Effective and energy utilization. C. Schedule training to conform to personnel availability at the facility and to conclude prior to start up of system. The base duration of training shall be determined by the complexity of the 01700-6 City of Palo Alto House Hold Hazardous Waste Station Project system or equipment and shall be done by qualified instructors from the manufacturer or contractor. D. As part of the operator's training, one (1) lesson plan shall be devoted to reviewing of the DVD recording, which shall be incorporated into the training program to allow new employees to view the DVD at their own convenience and be able to comprehend the system without the need for an instructor in attendance. E. Prepare one (1) set of DVD’s to assist maintenance personnel in trouble-shooting the systems and making routine repairs. All DVD’s shall be made at the Project facility to ensure that the DVD portrayal is representative of the true systems. F. In addition to written technical descriptions, the training shall lay out prescribed hands-on-training under the supervision of others who have previously completed the training program. The foregoing techniques are to be developed to produce a program that is self-perpetuating and permits a high level of operator training in the event of high turnover rates among those who are assigned to duties in maintenance. 3.02 FINAL CLEANING A. General: General cleaning during construction is required by the General Conditions and included Section "Temporary Facilities and Controls". 1. Comply with applicable regulatory requirements during the cleaning and disposal operations. Special cleaning requirements for specific elements of the Work are included in appropriate Sections of Division 2 through 17. 2. Use cleaning materials, which will not create hazards to health or property or cause damage to products or Work. Conduct cleaning and waste disposal operations in compliance with local laws and ordinances. Comply fully with federal and local environmental and anti-pollution regulations. 3. Employ experienced workers or professional cleaners for final cleaning. Clean each surface or unit to a condition acceptable to the Owner. Use cleaning materials and methods recommended by the manufacturer of the products to be cleaned. 4. Schedule operations with sufficient time for surfaces to dry thoroughly to prevent dust, and other contaminants resulting from cleaning operations from adhering to wet or newly finished surfaces. 5. Complete the following cleaning operations before requesting inspection for Certificate of Completion. a. Remove labels that are not permanent labels. b. Clean exposed exterior and interior hard-surfaced finishes to a dust-free condition, free of stains, grease, fingerprints, labels, spills, spatters, films and similar foreign substances. Restore reflective surfaces to their original reflective condition. c. Wipe surfaces of mechanical and electrical equipment, elevator equipment and similar equipment. Remove excess lubrication, paint, mortar droppings and other foreign substances. d. Clean the Site, including landscape development areas, of rubbish, litter and other foreign substances. Sweep paved areas broom clean; remove stains, spills, and other foreign deposits. Rake grounds that are neither paved nor planted, to a smooth even-textured surface. 6. Pest Control: Engage an experienced exterminator to make a final inspection, and to rid Project of rodents, insects, and other pests. 7. Removal of Protection: Remove temporary protection and facilities installed for protection of the Work during construction. 8. Compliances: Comply with regulations of authorities having jurisdiction and safety standards for cleaning. Do not burn waste materials. Do not bury debris or excess 01700-7 City of Palo Alto House Hold Hazardous Waste Station Project materials on the Owner's property. Do not discharge volatile, harmful or dangerous materials into drainage systems. Remove waste materials from the site and dispose of in a lawful manner. 9. Materials remaining after completion of associated Work shall be lawfully disposed of or stored as directed by the Owner. END OF SECTION DIVISION 2 SITEWORK 02070-1 City of Palo Alto Household Hazardous Waste Station Project SECTION 02070 SELECTIVE DEMOLITION PART 1 GENERAL 1.01 SUMMARY A. Section Includes: 1. Work required to demolish, modify, salvage, relocate, dispose, and convert existing structures, pavements, utilities, fencing, and miscellaneous items as required for the construction of the improvements as shown on the Drawings and as specified. 2. Protect all on-site personnel and the public at all areas of demolition. 3. Complete erosion and dust control measures as specified in Section 01500. 4. Protect, support, and maintain adjoining structure, utilities, sitework facilities, and miscellaneous items surrounding the demolition work from damage or harmful effects. 5. In accordance with all applicable state and local laws, properly dispose of all hazardous materials as required, obtain EPA generator number from the OWNER, and prepare safety plans. 6. CONTRACTOR shall divert construction and demolition debris from disposal in landfill by recycling and salvaging at least 50% of non-hazardous construction and demolition (C&D) or meet local construction and demolition waste management ordinance, whichever is more stringent. 100% of trees, stumps, rocks and associated vegetation and soils resulting primarily from land clearing shall be reused or recycled. B. Related Sections. See Related Sections for additional requirements applicable to this Section (typical). 1. Section 01010 – Summary of Work. 2. Section 01045 – Cutting, Coring and Patching. 3. Section 01100 – Special Project Procedures and Scheduling Restrictions. 4. Section 01125 – Site Safety and Regulatory Requirements 5. Section 01500 – Construction Facilities. 6. Section 02100 – Site Preparation. 7. Section 16000 – General Provisions 02070-2 City of Palo Alto Household Hazardous Waste Station Project 1.02 SELECTIVE SITE DEMOLITION WORK A. Selective demolition work includes, but is not limited to: 1. Partial demolition of pavements to allow new work to connect, for conduit penetrations, or otherwise modify existing structures. 1.03 PROTECTION A. Maintain free and safe passage for all on-site personnel at all times. B. Prevent movement or settlement of structures or surrounding areas to demolition work. Provide bracing, shoring, and debris barriers as required and assume responsibility for the safety and support of affected structures. C. Protect existing finishes, equipment, and adjacent work which remains from damage. Cut finish surfaces such as masonry, tile, plaster, wood, gypsum wallboard, concrete, or metals by methods which will terminate or join work in a straight line at an appropriate point of division. D. Protect existing park features, landscaping and irrigation systems to remain. E. Cease operations and notify the ENGINEER immediately if the safety of any structure or utility appears to be endangered. Take additional precautions to properly support such structure(s) and do not resume demolition operations until safety is restored. F. Utility locations shown on the Drawings are approximate and may vary from where they are shown. The CONTRACTOR shall contact Underground Service Alert (800-642-2444) and obtain field marking to determine the exact locations of utilities owned by agencies. Record, preserve and protect the field markings. G. Blasting and the use of explosives shall not be permitted for any demolition work. H. Promptly repair any damage caused to facilities or landscaping by demolition operations as directed by the ENGINEER and at no additional cost to the OWNER. The minimum quality of repair shall be equal to that which existed prior to the start of the CONTRACTOR’s work. 1.04 SCHEDULING A. Schedule all demolition work to meet the requirements of Section 01100 and minimize disruption to the work of OWNER staff and the public. 1.05 CONDITION OF STRUCTURES A. Conditions existing at the structures and areas to be demolished at the time of the bid period shall be maintained by the OWNER insofar as practical. Minor variations in small piping, electrical equipment, and miscellaneous materials shall be expected by the CONTRACTOR and this work shall be completed at no additional cost to the OWNER. 02070-3 City of Palo Alto Household Hazardous Waste Station Project 1.06 DISPOSAL OF MATERIAL REMOVED BY DEMOLITION WORK A. All materials removed by demolition work shall become the property of the CONTRACTOR as soon as actual demolition is initiated. The CONTRACTOR shall remove demolition materials as soon as possible but in no case shall store materials removed by demolition on the project site longer than 5 working days. Demolition materials other than concrete and soil shall be properly contained in covered waste disposal bins. Concrete and soil shall be tightly stockpiled until removal. 1.07 SUBMITTALS A. All submittals shall be in accordance with Section 01300. B. Submit letters to the ENGINEER showing proposed start and finish dates, times, and detailed descriptions of demolition work a minimum of 14 days in advance of such work. See also Section 01100. C. Construction Management Plan 1. CONTRACTOR shall develop a construction management plan to recycle and salvage at least 50% of non-hazardous debris demolition or meet local construction and demolition waste management ordinance, whichever is more stringent. Where a local jurisdiction does not have a construction and demolition waste management ordinance, submit a construction waste management plan for approval by the enforcement agency. 2. Plan shall monitor construction waste by volume or weight; but not both. Plan shall monitor all recycled debris and mixed debris. Excavated soil and land-clearing debris are not included in this requirement. a. Plan shall identify the materials to be diverted from disposal by efficient usage, recycling, reuse on the project or salvage for future use or sale. b. The waste management plan shall be updated as necessary and shall be accessible during construction for examination by the enforcing agency. 3. CONTRACTOR shall divert 100% of trees, stumps, rocks and associated vegetation and soils resulting primarily from land clearing for reuse or recycling. PART 2 PRODUCTS 2.01 PATCHING MATERIALS A. None. PART 3 EXECUTION 3.01 SEQUENCE OF WORK A. The sequence of demolition and the modifications of existing facilities shall be in accordance with Section 01100. B. The CONTRACTOR shall mark all facility components to be demolished in advance of demolition to permit ENGINEER review. The purpose of this requirement is to provide an 02070-4 City of Palo Alto Household Hazardous Waste Station Project opportunity to avoid unnecessary or erroneous demolition. The CONTRACTOR remains responsible for demolition as shown and specified in the Contract Documents. C. The CONTRACTOR shall schedule a meeting and meet with the ENGINEER at the site of the proposed demolition in advance of the start of demolition. CONTRACTOR shall ensure that subcontractors are present if necessary or requested by the ENGINEER. 3.02 REMOVAL OF STRUCTURES A. CONTRACTOR shall remove all components of structures shown or required to be removed. 3.03 REMOVAL AND ABANDONMENT OF BURIED PIPING A. Unless specifically noted on the Drawings to be abandoned-in-place, all abandoned buried piping shall be excavated and removed from the site. B. Piping specifically noted to be abandoned-in-place shall have each open end filled with concrete grout to a minimum distance of 5 feet or 5 pipe diameters, whichever is greater, unless otherwise specified or shown. 3.04 DEMOLITION OF AND ADJOINING TO ARCHITECTURAL FINISHES A. Demolition of finishes where adjoining finishes are to remain shall be carefully completed. Such special finishes include terrazzo, tile, stone, concrete, plaster, wood paneling, metal paneling, and drywall. Cuts shall be even, straight, and parallel to surrounding building lines. Overcuts shall not be permitted unless approved by the ENGINEER. 3.05 WASTE SORTING AND DISPOSAL A. Provide for grinding of all existing asphaltic concrete paving on site to be reused for base rock on site or hauled off site by a paving recycler for grinding and reuse. B. Provide separate waste collection containers for mixed debris for landfill and recycled materials. Materials to be considered for separate collection include cardboard, metal, plastic, clean wood, glass, gypsum wallboard, carpet and insulation. C. Designate a particular area on site for collection and sorting of materials. D. Co-mingling of recycled debris may be allowed conforming to the local county trash/recycling policy. E. Identify construction haulers and recyclers to handle the designated materials. Mixed construction and demolition debris (C&D) processors can be located at the California Department of Resources Recycling and Recovery (CalRecycle). F. Subcontractors may be required by CONTRACTOR to recycle their own waste products off site; require subcontractors to provide documentation of recycling by weight or volume. 3.06 CLEAN-UP A. The CONTRACTOR shall remove from the site all debris resulting from the demolition operations as it accumulates and at least 2 times a week. Upon completion of the immediate demolition work, the CONTRACTOR shall thoroughly clean each area, including dusting, vacuuming, sweeping, and window cleaning. ***END OF SECTION*** 02100-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 02100 SITE PREPARATION PART 1 GENERAL 1.01 SUMMARY A. Section Includes: Clearing, grubbing, and stripping of existing vegetation over all areas to be graded, excavated, trenched, filled, or as otherwise shown on the Drawings and as specified. B. Related Sections. See Related Sections for additional requirements applicable to this Section (typical). 1. Section 01500 – Temporary Facilities. 2. Section 02070 – Selective Demolition. PART 2 PRODUCTS Not Used. PART 3 EXECUTION 3.01 GENERAL REQUIREMENTS A. All work shall conform to applicable local and state laws. Coordinate work with owning utilities as required in the area of work. B. The CONTRACTOR shall confirm that the existing site substantially matches the Drawings and conditions during bid prior to beginning work. Prior to beginning work under this Section the CONTRACTOR shall meet with the ENGINEER to identify and discuss those materials to be removed and disposed of by the CONTRACTOR. C. All materials not removed shall be protected by the CONTRACTOR and repaired or replaced if damaged by the CONTRACTOR. D. Complete erosion and dust control measures as described in Sections 01046. 3.02 CLEARING AND GRUBBING A. All brush, bushes, grasses, roots, debris, and other unacceptable material shall be cut, grubbed, removed, and disposed of from areas to be occupied by buildings, structures, roads, pipelines, ductbanks, fills, conduits, engineered fills, retaining walls, and any other areas to be stripped. Vegetation with a diameter of up to 1-inch shall be removed to a minimum depth of 6 inches below finished grade. Vegetation with a diameter greater than 1 inch shall be removed to a minimum depth of 18 inches below finished grade. Stockpile areas shall be cleared before use. B. Protect all trees and bushes from damage by all construction operations by erecting suitable barriers, or by other comparable means. Unless otherwise shown on the 02100-2 City of Palo Alto House Hold Hazardous Waste Station Project Drawings, suitable barriers such as orange plastic woven fencing or temporary chain link fencing shall be placed at or beyond the drip lines of trees and bushes. C. Areas outside the limits of clearing shall be protected and no equipment or materials shall be stored in or allowed to damage these areas. D. Drawing indicated existing facilities, and those field visible (during the bid period) pipe, conduit, structural members, concrete slabs and vaults, appurtenances, poles, concrete, timber, and other utility structures shall be excavated, cut, and removed from areas to be occupied by buildings, structures, fills, roads, pipelines, and other areas to be stripped. These materials shall be disposed of as specified herein. E. No stumps, trees, limbs, debris, or brush shall be buried in any fills or embankments. 3.03 STRIPPING A. Strip the top 3-inch layer of surface soils (topsoil) from all areas to be occupied by buildings, structures, pipes, roadways, and all areas to be excavated or filled. Avoid mixing the top layer with lower layers and stockpile that quantity of clean topsoil necessary to provide a 6-inch compacted layer of topsoil over all areas to be landscaped. Soil so stockpiled shall be free from brush, roots, trash, large stones, and other extraneous material and protected from erosion. Fence and cover as required to protect this soil from contamination until reuse. Excess clean soils may be permanently stockpiled at the project site where designated on the Drawings until that area is filled; additional soils shall be removed from the site. B. The top layer of surface soils shall be stockpiled separately from the underlying more clayey, cemented soils, and rock. C. All exposed stripped surfaces shall be kept moist to avoid shrinkage prior to further overlying earthwork or construction. 3.04 DISPOSAL OF MATERIALS A. Disposal of non-contaminated materials shall be performed per the requirements of Section 02070. B. All contaminated surface soils, tree trunks, limbs, roots, stumps, brush, foliage, and other vegetation, pipe, conduits, concrete, construction materials, and other buried utilities which are cleared, grubbed, or stripped shall be hauled to a suitable landfill or offsite disposal site, in compliance with local and state laws. C. Burning of cleared and grubbed materials will not be permitted. 3.05 ABANDONMENT OF BURIED PIPING A. Not applicable. ***END OF SECTION*** 02510-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 02510 ASPHALTIC CONCRETE PAVEMENT PART 1 GENERAL 1.01 SUMMARY A. Furnish all labor, materials, equipment and incidentals required to construct repair paved areas damaged or removed by other construction activities, and slurry seal paved areas after the completion of potentially damaging roadway construction traffic. B. Pavement removal and replacement shall be made in accordance with these Specifications and the 2002 edition of Caltrans Standard Specifications. C. In all cases, references to payment and measurement in Caltrans Standard Specifications are not applicable. D. The CONTRACTOR shall be responsible for all damage to adjacent paved surfaces caused by construction operations and such damage shall be repaired at CONTRACTOR's expense in accordance with the details on the Drawings and as specified herein. 1.02 RELATED WORK A. Section 02200, Earthwork. 1.03 SUBMITTALS A. Shop Drawings and product information shall be submitted in accordance with the requirements of Section 01300. B. Submit information for aggregate base materials, asphalt mix design, and prime and tack coats. Laboratory tests of the slurry seal in accordance with Caltrans Standard Specifications Section 37 shall also be submitted. Timing of all submittals shall be as required in Section 01300. PART 2 PRODUCTS 2.01 MATERIALS A. Material for aggregate base shall conform to the 2002 edition of Caltrans Standard Specifications Section 26, Class 2 Aggregate Base, 3/4 inch (1.9 cm) maximum, unless otherwise noted on the Drawings. B. Prime/tack coat shall be Type SC-70 liquid asphalt conforming to the requirements of the Caltrans Standard Specifications Section 93 or asphaltic emulsion conforming to the requirements of Caltrans Standard Specifications Section 94. C. Asphalt concrete surfacing shall conform to the requirements of Caltrans Standard Specifications Section 39. Aggregate shall be 1/2-inch (1.3 cm) maximum size, Type B. D. Asphalt to be mixed with the aggregate shall meet the requirements of Caltrans Standard Specifications Section 92, AR 4000, steam-refined paving asphalt. 02510-2 City of Palo Alto House Hold Hazardous Waste Station Project PART 3 EXECUTION 3.01 CUTTING PAVEMENT A. Existing asphalt pavements to be removed shall be cut by a saw cut or other device capable of making a neat, reasonably straight and smooth cut without damaging adjacent pavement that is not to be removed. B. The existing pavement shall be saw cut and trimmed after placement of required base course material and just prior to placement of asphalt concrete for pavement replacement, and the trimmed edges shall be painted with a coating of prime coat immediately prior to constructing the new abutting asphalt pavements. No extra payment shall be provided for these items, and all costs incurred in performing this work shall be incidental to pipe laying or pavement replacement. C. All removed asphalt pavement material is the property and disposal responsibility of the CONTRACTOR. 3.02 PAVEMENT INSTALLATION A. The construction of pavements of asphaltic concrete shall conform to the requirements of the Caltrans Standard Specifications and upon completion, the pavement shall be true to grade and cross sections. B. The CONTRACTOR shall not pass equipment over any pipe, drain, utility line, duct or structure before it is protected by ample fill material and properly compacted. Any damage to such facilities shall be promptly repaired by the CONTRACTOR and at the CONTRACTOR’s expense. C. The subgrade shall be brought to the required grades and cross sections by excavating, filling, blading, and compacting as specified. D. Asphalt concrete shall be constructed only when the surface is dry, when the atmospheric temperature in the shade is 40 degrees F (4 degrees C) and rising or above 50 degrees F (10 degrees C) if falling. No asphalt concrete shall be placed when the weather is foggy or rainy or when the base on which the material is to be placed is in a wet or frozen condition. E. Base material shall be placed on the subgrade in uniform layers not to exceed 6 inches (15 cm) in compacted depth. In no instance shall the minimum depth of a layer be less than 2 inches (5 cm). Each layer shall be bladed to a smooth surface and shall be compacted to 95 percent relative compaction as determined by ASTM D1557. Placement of base materials shall conform to Caltrans Standard Specifications. Subgrade for pavement shall not vary more than 0.04 feet from the specified road grade. Subgrade for base material shall not vary more than 0.04 feet from the specified grade. F. Asphaltic concrete shall be single course plant mix having a minimum overall thickness of 3 inches unless otherwise shown at a greater thickness on the Drawings. The compacted final grade for asphaltic concrete shall not vary more than 0.02 feet from the specified grade. G. All existing asphalt to be paved over or against shall receive a tack coat at a rate of 0.1 gallons per square yard (0.46 liters per square meter). H. When asphalt concrete is to be applied over existing pavement and local irregularities in the existing surface would result in a course of more than specified thickness, the surface of the existing pavement shall be brought to uniform contour by patching with asphalt concrete, thoroughly tamped or rolled until it conforms with the surrounding surface, and a tack coat applied. 02510-3 City of Palo Alto House Hold Hazardous Waste Station Project I. Spreading shall be as nearly continuous as possible. When asphalt concrete is laid against vertical surfaces such as gutters, the face of the vertical surface shall be roughened for proper bonding, cleaned, and then painted with a light coating of asphalt cement or emulsified asphalt. J. At terminations of new surface course, the asphalt concrete shall be feathered into the existing surface over such a distance as may be required to produce a smooth riding transition. Base course and single course construction shall be joined by vertical butt joints finished and rolled to a smooth surface. K. The finished surface shall be of uniform texture. When tested with a 10-foot (3-meter) straightedge laid on the surface, the variation of the surface from the testing edge of the straightedge shall not be more than 1/4 inch (0.63 cm) except at grade changes. 3.03 ROADWAY SURFACE REMOVAL A. All pavement cuts shall be neat and straight to provide an unfractured and level pavement joint for bonding existing surfacing with pavement replacement. Pavement cuts shall be parallel or at right angles to the road or area centerlines. All cut edges shall provide clean, solid, vertical faces free from all loose material. B. All existing crushed aggregate and asphaltic concrete removed, and any excess new material shall be hauled away from the project site and legally disposed of by the CONTRACTOR. 3.04 RESURFACING A. In all existing pavement areas where the surface is removed, broken or damaged by CONTRACTOR's equipment or in which the ground has caved in or settled due to the installation of the improvements, or areas designated to be repaved or modified, the surface shall be restored to the original grade by the CONTRACTOR. Prior to resurfacing, the existing surfacing shall be removed as provided above. All broken and jagged edges of the pavement edge shall be straight. Areas to be cut shall be indicated until these edges have been sawed. If during the initial removal of the existing pavement a method of removal was used which disturbed the adjoining pavement, or if during general construction operations the adjacent pavement was disturbed, then this adjoining pavement must also be removed and replaced. Where irregular surfaces are to be surfaced, existing pavement shall be cut parallel to the alignment of the pipe or to the centerline of the roadway. Asphalt concrete pavement shall be saw cut to a minimum depth of 2 inches at a point not less than 12 inches outside the limits of excavation or the previous pavement cut (made by pneumatic tools), whichever limits are the greater, as indicated on the drawings. The additional surfacing so cut shall be removed and disposed of by the CONTRACTOR prior to resurfacing. B. Restoration of asphaltic concrete pavement shall be to the same section as the existing roadway/paved area. C. Wherever asphalt cement pavement does not terminate against a curb, gutter, or another pavement, the CONTRACTOR shall provide and install a redwood, No. 2 or better, 2 by 6-inch header board, securely fastened in place. 3.05 CLEAN-UP A. After all installation, repair and restoration of paving has been completed, all excess asphalt, dirt, rock and other debris shall be removed from the roadways. 02510-4 City of Palo Alto House Hold Hazardous Waste Station Project 3.06 MAINTENANCE OF SURFACE A. Following the certification of completion by the ENGINEER, the CONTRACTOR shall maintain the structural integrity of the repaved and new pavement areas for the period of the guarantee of the work. B. All materials and labor required for the maintenance of paving shall be supplied by the CONTRACTOR and the work shall be done in a manner satisfactory to the ENGINEER. ***END OF SECTION*** DIVISION 3 CONCRETE 03100-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 03100 CONCRETE FORMS AND ACCESSORIES PART 1 GENERAL 1.01 SUMMARY A. Section Includes: Concrete forms and accessories. B. Related Sections. See Related Sections for additional requirements applicable to this Section (typical). 1. Section 03250 – Concrete Joints and Joint Accessories. 2. Section 03200 – Concrete Reinforcement. 3. Section 03300 – Cast-in-Place Concrete. 4. Section 03600 – Grout. 5. Section 03922 – Modifications and Repair to Concrete. 1.02 REFERENCES A. American Concrete Institute (ACI): 1. ACI 301 - Specifications for Structural Concrete. 2. ACI 318 - Building Code Requirements for Structural Concrete. 3. ACI 347 – Guide to Formwork for Concrete. B. American Plywood Association (APA): 1. Material grades and designations as specified. C. American National Standard Institute (ANSI)/NSF International: 1. ANSI/NSF61 – Drinking Water System Components – Health Effects. 1.03 DEFINITIONS A. Architectural concrete is wall, slab, beam or column concrete which will have surfaces exposed to view in the finished work. It includes similar exposed surfaces in water containment structures from the top of walls to 2-ft below the normal water surface in open tanks and basins. 1.04 SYSTEM DESCRIPTION A. Design Requirements: 1. All forms and shoring shall be designed at no additional cost to the OWNER by a professional Civil or Structural Engineer registered in the State of California. 03100-2 City of Palo Alto House Hold Hazardous Waste Station Project 2. Formwork shall be designed in accordance with the requirements of ACI 301 and ACI 318 and as recommended in ACI 347 and shall comply with all applicable regulations and codes. 3. The design shall consider any special requirements due to the use of plasticized and/or retarded set concrete. B. Performance Requirements: All forms shall be designed and constructed to provide a flat, uniform concrete surface requiring minimal finishing or repairs. Form design shall accommodate all of concrete mix designs being used by the CONTRACTOR. 1. Furnish all labor, materials, equipment and incidentals required and design, install and remove formwork for cast-in-place concrete as shown on the Drawings and as specified herein. 2. Secure to forms as required or set for embedment as required, all miscellaneous metal items, sleeves, reglets, anchor bolts, inserts and other items furnished under other Sections and required to be cast into concrete. 1.05 SUBMITTALS A. All submittals shall be in accordance with Section 01300. Product Details: Submit to the ENGINEER, product data showing materials of construction for: 1. Form release agent 2. Form ties 3. Bond breakers B. Shop Drawings 1. Location and sequence of the concrete placements. 2. Review of pour sequence, form system and panel layout shall be for appearance and strength of the completed structure only. Favorable review by the ENGINEER of forming plans or procedures shall not relieve the CONTRACTOR of responsibility for the strength, safety or correctness of methods used, the adequacy of equipment, or carrying out the work in full compliance with the requirements of the Drawings and as specified herein. C. Samples 1. The CONTRACTOR shall demonstrate to the ENGINEER on a designated area of the concrete substructure exterior surface that the form release agent will not adversely affect concrete surfaces to be painted, coated or otherwise finished and will not affect the forming materials. This demonstration shall include the application of these finishes in accordance with the requirements of the Contract Documents over areas of at least 16 square feet each. D. Quality Assurance/Control 1. Certify form release agent used on water containing structures is suitable for use in contact with potable water after 30 days (non-toxic and free of taste and odor) and in compliance with ANSI/NSF61. 03100-3 City of Palo Alto House Hold Hazardous Waste Station Project 2. Certify that all forms and shoring are designed by a professional Civil or Structural Engineer registered in the State of California. 1.06 QUALITY ASSURANCE A. The CONTRACTOR shall construct one sample concrete wall 4 feet high by 8 feet long by 8 inches thick. The sample wall shall be complete with the form tie pattern and finish as specified. The wall will be viewed by the ENGINEER in the presence of the CONTRACTOR noting specific defects and establishing the quality of the finished architectural concrete for the project. The wall shall remain until all architectural concrete has been placed, finished and accepted – at which time the CONTRACTOR shall demolish the wall and remove the debris from the site. During the time that the sample wall is in place, the wall as modified by the ENGINEER's comments shall serve as the standard against which the acceptability of the actual architectural concrete will be judged. PART 2 PRODUCTS 2.01 MATERIALS A. Forms for cast-in-place concrete shall be made of wood, metal, or other approved material. Wood forms for architectural concrete and all surfaces in contact with water shall be new and unused and new plywood shall be on such forms for each use. Construct wood forms of sound lumber or plywood of suitable dimensions and free from knotholes and loose knots. Where used for exposed surfaces, dress and match boards. Sand plywood smooth and fit adjacent panels with tight joints. Metal forms may be used when approved by the ENGINEER. B. Wall Forms 1. At the start of Work on this Project, all forms for all exposed exterior and interior concrete walls and all surfaces in contact with water shall be new and unused "Plyform" exterior grade plywood panels manufactured in compliance with the APA and bearing the trademark of that group, or equal. Provide B grade or better veneer on all faces to be placed against concrete during forming. The class of material and grades of interior plies shall be of sufficient strength and stiffness to provide a flat, uniform concrete surface requiring minimal finishing and grinding. Forms may be re-used up to two times provided they are thoroughly cleaned, holes are neatly plugged, and the surface is satisfactory in the opinion of the ENGINEER. 2. Forms for architectural concrete shall be constructed of materials and in a manner that will result in rigid forms with sufficient strength to withstand, without noticeable deflection, movement, or leakage, the high hydraulic pressures resulting from rapid filling of the forms and heavy high frequency vibration of the concrete. Deflection in formwork shall be limited to 1/360 of each component span. Form joints shall be laid out in a uniform pattern unless otherwise indicated on the Drawings. 3. All joints or gaps in forms shall be taped, gasketed, plugged, and/or caulked with an approved material so that the joint will remain watertight and will withstand placing pressures without bulging outward or creating surface patterns. C. Column Forms 1. Rectangular columns shall be formed as specified for wall forms. All corners shall have a 3/4-in chamfer unless otherwise noted on the Drawings. 03100-4 City of Palo Alto House Hold Hazardous Waste Station Project 2. Circular columns shall be formed with steel, fiberglass reinforced plastic, or seamless cardboard column forms. The forms shall be continuous for the height of the column between construction joints indicated on the Drawings unless otherwise approved by the ENGINEER. D. Rustications shall be at the location and shall conform to the details shown on the Drawings. Moldings for chamfers and rustications shall be milled and planed smooth. Rustications and corner strips shall be of a nonabsorbent material, compatible with the form surface and fully sealed on all sides to prohibit the loss of paste or water between the two surfaces. E. Form Release Agent 1. Coat all forming surfaces in contact with concrete which will not be painted, using an effective, non-staining, non-residual, water based, bond-breaking form coating unless otherwise noted. Form release agents used in potable water containment structures shall be suitable for use in contact with potable water, shall be non-toxic and free of taste or odor, and in compliance with ANSI/NSF61. F. Concrete surfaces which are to be painted shall be formed with hard plastic finished plywood or a similar material which does not require a form release agent unless the CONTRACTOR can substantiate to the satisfaction of the ENGINEER that the form release agent will not remain on the formed surface after it is stripped. G. Form Ties 1. Form ties encased in concrete shall be designed so that, after removal of the projecting part, no metal shall remain within 1-1/2-in of the face of the concrete. The part of the tie to be removed shall be at least 1/2-in diameter or be provided with a wood or plastic cone at least 1/2-in diameter and 1-1/2-in long. Form ties in concrete exposed to view shall be the cone-washer type. 2. Flat bar ties for panel forms shall have plastic or rubber inserts having a minimum depth of 1-1/2-in and sufficient dimensions to permit proper patching of the tie hole. 3. Ties for liquid containment structures shall have an integral waterstop that is welded to the tie. Tie rods with carbon content less than 0.25 percent shall be used for this application. 4. Common wire shall not be used for form ties. 5. In liquid containment structures, form tie systems other than those requiring integral waterstops may be used. As a minimum, the alternate system shall comply with the following: a. Tapered through-bolts at least 1-in in diameter at smallest end or through-bolts that utilize a removable tapered sleeve of the same minimum size. The smallest end shall be located on the non-liquid bearing wall face. b. Coat tapered rubber plug with NSF61-approved epoxy bonding agent and insert in form tie hole 3-in from the non-liquid bearing wall face. c. Fill both sides of taper tie hole with non-shrink cement grout. d. Obtain ENGINEER's acceptance of system and spacing of ties prior to ordering or purchase of forming. 03100-5 City of Palo Alto House Hold Hazardous Waste Station Project e. The CONTRACTOR shall be responsible for watertightness of the form ties and any repairs needed. See Section 01480 for watertightness test requirements. PART 3 EXECUTION 3.01 EXAMINATION A. Forms for walls shall have removable panels at the bottom for cleaning, inspection and joint surface preparation. Forms for wall heights in excess of 16 feet shall have closable intermediate inspection ports. Tremies and hoppers for placing concrete shall be used to allow concrete inspection, prevent segregation and prevent the accumulation of hardened concrete on the forms above the fresh concrete. B. Confirm dimensions for all concrete equipment pads (for all types of equipment, electrical, instrumentation, mechanical, etc.) with actual equipment to be installed and installation details and anchorage calculations prior to forming. Change sizes of equipment pads to match actual equipment (larger or smaller) as required at no additional cost to the OWNER. 3.02 PREPARATION A. Wood forms in contact with concrete which are not to be painted shall be coated with an effective release agent prior to form installation. B. Steel forms shall be thoroughly cleaned and mill scale and other ferrous deposits shall be sandblasted or otherwise removed from the contact surface for all forms, except those utilized for surfaces receiving a rough finish. All forms shall have the contact surfaces coated with a release agent unless they are to be painted. 3.03 INSTALLATION A. General 1. Forms shall be used for all cast-in-place concrete including sides of footings except for pipe and conduit encasements where concrete may be placed directly against the side of the trench. Forms shall be constructed and placed so that the resulting concrete will be of the shape, lines, dimensions and appearance indicated on the Drawings. 2. Molding, bevels, or other types of chamfer strips shall be placed to produce blockouts, rustications, or chamfers as shown on the Drawings or as specified herein. Chamfer strips shall be provided at horizontal and vertical projecting corners to produce a 3/4-in chamfer. Rectangular or trapezoidal moldings shall be placed in locations requiring sealants where specified or shown on the Drawings. Sizes of moldings shall conform to the sealants manufacturer's recommendations. 3. Forms shall be sufficiently rigid to withstand construction loads and vibration and to prevent displacement or sagging between supports. Construct forms so that the concrete will not be damaged by their removal. The CONTRACTOR shall be entirely responsible for the adequacy of the forming system. 4. Form material that is allowed to be reused in unexposed conditions shall have all surfaces in contact with concrete thoroughly cleaned, all damaged places 03100-6 City of Palo Alto House Hold Hazardous Waste Station Project repaired, all projecting nails withdrawn and all protrusions smoothed. Reuse of wooden forms for other than surfaces not exposed to view will not be permitted. 5. Metal items such as rebar, wire, or plates used to support pipe penetrations, and pipe embedments shall have minimum clearance of 1-inch from reinforcing steel bars. B. Form Tolerances 1. Forms shall be surfaced, designed and constructed in accordance with the recommendations of ACI 347 and shall meet the following additional requirements for the specified finishes. 2. Formed Surface Exposed to View: Edges of all form panels in contact with concrete shall be flush within 1/32-in and forms for plane surfaces shall be such that the concrete will be plane within 1/16-in in 4-ft. Forms shall be tight to prevent the passage of mortar, water and grout. The maximum deviation of the finish wall surface at any point shall not exceed 1/4-in from the intended surface as shown on the Drawings. Form panels shall be arranged symmetrically and in an orderly manner to minimize the number of seams. 3. Formed surfaces not exposed to view or buried shall meet requirements of Class "C" Surface in ACI 347. 4. Formed rough surfaces including mass concrete, pipe encasement, electrical duct encasement and other similar installations shall have no minimum requirements for surface smoothness and surface deflections. The overall dimensions of the concrete shall be plus or minus 1-in. 5. Formed Concrete Surfaces to Receive Paint: Surface deflections shall be limited to 1/32-in at any point and the variation in wall deflection shall not exceed 1/16-in per 4-ft. The maximum deviation of the finish wall surface at any point shall not exceed 1/4-in from the intended surface as shown on the Drawings. 6. All textured faces or rustications to be exposed to view shall be straight, plumb and true with a variation of no more than 1/4-in in 10-ft measured in any direction. C. Removal of Forms 1. The CONTRACTOR shall be responsible for all damage resulting from removal of forms. Forms and shoring for structural slabs or beams shall remain in place in accordance with ACI 301 and ACI 347. 2. Except as otherwise specifically authorized by the ENGINEER, forms shall not be removed before the concrete has attained the following percentage of its specified design strength, nor before reaching the following time after completion of concrete placement (whichever is the longer): 03100-7 City of Palo Alto House Hold Hazardous Waste Station Project TABLE 03100-1 MINIMUM TIME TO FORM REMOVAL Forms for Percentage of Specified Strength Time after Placement Sides of footings, grade beams, and encasements -- 12 hours with air temperature above 50o Elevated beams and slabs and load supporting columns 100 14 days Sides of walls and non-load supporting columns 30 48 hours 3. Shores for elevated slabs and beams shall not be removed until the concrete has attained its specified design strength. 3.04 FIELD QUALITY CONTROL A. Inspection 1. The ENGINEER shall be notified when the forms are complete and ready for inspection at least 12 hours prior to the proposed concrete placement. 2. CONTRACTOR shall ensure that all metal pipeline embeds are separated from form ties and rebar by a minimum of 1-inch to keep pipelines electrically isolated. 3. Failure of the forms to comply with the requirements specified herein, or to produce concrete complying with requirements of this Section, shall be grounds for rejection of that portion of the concrete work. Rejected work shall be repaired or replaced as directed by the ENGINEER at no additional cost to the OWNER. ***END OF SECTION*** 03200-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 03200 CONCRETE REINFORCEMENT PART 1 GENERAL 1.01 SUMMARY A. Section Includes: Concrete Reinforcement. B. Related Sections. See Related Sections for additional requirements applicable to this Section (typical). 1. Section 01300 – Submittals. 2. Section 03100 – Concrete Forms and Accessories. 3. Section 03250 – Concrete Joints and Joint Accessories. 4. Section 03300 – Cast-in-Place Concrete. 5. Section 03305 – Electrical and Instrumentation Duct Encasement Concrete. 6. Section 03600 – Grout. 7. Section 03922 – Modifications and Repair to Concrete. 1.02 REFERENCES A. American Society for Testing and Materials (ASTM): 1. ASTM A82 - Standard Specification for Steel Wire, Plain, for Concrete Reinforcement. 2. ASTM A185 - Standard Specification for Steel Welded Wire Fabric, Plain, for Concrete Reinforcement. 3. ASTM A615 - Standard Specification for Deformed and Plain Billet-Steel Bars for Concrete Reinforcement. 4. ASTM A706 - Standard Specification for Low-Alloy Steel Deformed and Plain Bars for Concrete Reinforcement. B. American Concrete Institute (ACI): 1. ACI 301 - Specifications for Structural Concrete. 2. ACI 315 - Details and Detailing of Concrete Reinforcement. 3. ACI 318 - Building Code Requirements for Structural Concrete. 4. ACI SP-66 - ACI Detailing Manual. 03200-2 City of Palo Alto House Hold Hazardous Waste Station Project C. Concrete Reinforcing Steel Institute (CRSI): 1. Manual of Standard Practice. D. American Welding Society (AWS): 1. AWS D1.4 - Structural Welding Code Reinforcing Steel. E. Where reference is made to one of the above standards, the revision in effect at the time of bid opening shall apply. 1.03 SUBMITTALS A. Product Data: Submit to the ENGINEER, in accordance with Section 01300, product data showing materials of construction for: 1. Reinforcing steel. 2. Mechanical reinforcing steel splicers. Product data including ICC Evaluation Service Reports. 3. Fiber reinforcements. B. Shop Drawings: Submit to the ENGINEER, in accordance with Section 01300, shop drawings showing details of installation for: 1. Reinforcing steel placing drawings. Placement drawings shall conform to the recommendations of ACI 315 and shall not be copies of the Contract Drawings. New scaled drawings shall be prepared showing plans, all vertical structure elevations, sections, and details as required to clearly delineate the reinforcing. All reinforcement in a concrete placement shall be included on a single placement drawing or cross-referenced to the pertinent main placement drawing. The main drawing shall include bar lists, schedule, bending details, placing plans and elevations, clear concrete cover, splice locations, splice length, and the additional reinforcement (around openings, at corners, etc.) shown on the standard detail sheets. Bars to be of special steel or special yield strength are to be clearly identified. 2. Bill of material (bar list). Clearly show the placement of each bar listed in the bill of materials on the placement drawings. 3. Bar bending details. The bars shall be referenced to the same identification marks shown on the placement drawings. Include standard bending diagrams in the submittal, as applicable. Bars to be of special steel or special yield strength shall be clearly identified. 4. Schedule of all placements to contain synthetic reinforcing fibers. The amount of fibers per cubic yard to be used for each of the placements shall be noted on the schedule. C. Samples 1. Two samples of each type of mechanical reinforcing steel splicers. D. Quality Assurance/Control: Submit test reports, in accordance with Section 01300, of each of the following items. 03200-3 City of Palo Alto House Hold Hazardous Waste Station Project 1. Certified copy of mill test on each steel proposed for use showing the physical properties of the steel and the chemical analysis. 2. Certified copy of test reports for each foreign manufactured steel proposed for use in the fabrication of reinforcement. The tests shall be specifically made for this project at the expense of the CONTRACTOR by a domestic independent testing laboratory certified to perform the tests. The testing shall be for conformity to the applicable ASTM standard. 3. Welder's certification. The certification shall be in accordance with AWS D1.4 when welding of reinforcement required. 1.04 QUALITY ASSURANCE A. Provide services of a manufacturer's representative, with at least 2 years experience in the use of the reinforcing fibers for a construction meeting prior to the first use and for assistance during the first placement of the material. B. CONTRACTOR shall ensure that all metal pipeline embeds are separated from form ties and rebar by a minimum of 1-inch, in order to keep pipelines electrically isolated. 1.05 DELIVERY, STORAGE AND HANDLING A. Reinforcing steel shall be substantially free from mill scale, rust, dirt, grease, or other foreign matter. B. Reinforcing steel shall be shipped and stored with bars of the same size and shape fastened in bundles with durable tags, marked in a legible manner with waterproof markings showing the same "mark" designations as those shown on the submitted placement drawings. C. Reinforcing steel shall be stored off the ground, protected from moisture and kept free from dirt, oil, or other injurious contaminants. PART 2 PRODUCTS 2.01 MATERIALS A. Materials shall be new and shall comply with the following material specifications. B. Deformed Concrete Reinforcing Bars: ASTM A706. C. Concrete Reinforcing Bars required on the Drawings to be Welded: ASTM A706. D. Spiral Reinforcement 1. ASTM A706. 2. ASTM A82 for cold-drawn wire. E. Welded Steel Wire Fabric: ASTM A185. F. ASTM A615 Grade 60 may be used for ASTM A706 provided the following requirements are satisfied: 03200-4 City of Palo Alto House Hold Hazardous Waste Station Project 1. The actual yield strength of the reinforcing steel based on mill tests shall not exceed the specified yield strength by more than 18,000 psi. Retests shall not exceed this value by more than an additional 3,000 psi. 2. The ratio of the actual ultimate tensile strength to the actual tensile yield strength of the reinforcement shall not be less than 1.25. 3. The carbon equivalency (CE) of bars shall be 0.55 or less. G. Reinforcing Steel Accessories 1. Plastic Protected Bar Supports: CRSI Bar Support Specifications, Class 1 - Maximum Protection. 2. Stainless Steel Protected Bar Supports: CRSI Bar Support Specifications, Class 2 - Moderate Protection. 3. Precast Concrete Block Bar Supports: CRSI Bar Support Specifications, Precast Blocks. Blocks shall have equal or greater strength than the surrounding concrete. H. Tie Wire 1. Tie wires for reinforcement shall be 16-gauge or heavier, black annealed wire. I. Fiber Reinforcement (Synthetic Reinforcing Fiber) 1. Synthetic reinforcing fiber for concrete shall be 100 percent polypropylene collated, fibrillated fibers as manufactured by Fibermesh Company of Synthetic Industries Inc., Chattanooga, TN - Fibermesh or equal. Fiber length and quantity for the concrete mix shall be in strict compliance with the manufacturer's recommendations as approved by the ENGINEER. 2.02 FABRICATION A. Fabrication of reinforcement shall be in compliance with the CRSI Manual of Standard Practice and ACI 315. B. Bars shall be cold bent. Bars shall not be straightened or rebent. C. Bars shall be bent around a revolving collar having a diameter of not less than that recommended by the ACI 318. D. Bar ends that are to be butt spliced, placed through limited diameter holes in metal, or threaded, shall have the applicable end(s) saw-cut. Such ends shall terminate in flat surfaces within 1-1/2 degrees of a right angle to the axis of the bar. PART 3 EXECUTION 3.01 INSTALLATION A. Surface condition, bending, spacing and tolerances of placement of reinforcement shall comply with the CRSI Manual of Standard Practice. The CONTRACTOR shall be solely responsible for providing an adequate number of bars and maintaining the spacing and clearances shown on the Drawings. 03200-5 City of Palo Alto House Hold Hazardous Waste Station Project B. Except as otherwise indicated on the Drawings, the minimum concrete cover of reinforcement shall be as follows: 1. Concrete cast against and permanently exposed to earth: 3-in 2. Concrete exposed to soil, water, sewage, sludge and/or weather: 2-in (including bottom cover of slabs over water or sewage) 3. Concrete not exposed to soil, water, sewage, sludge and/or weather: a. Slabs (top and bottom cover), walls and joists – 1.5-in b. Beams and columns (principal reinforcement) - 2-in C. Reinforcement which will be exposed for a considerable length of time after being placed shall be coated with a heavy coat of neat cement slurry. D. No reinforcing steel bars shall be welded either during fabrication or erection unless specifically shown on the Drawings or specified herein, or unless prior written approval has been obtained from the ENGINEER. All bars that have been welded, including tack welds, without such approval shall be immediately removed from the work. When welding of reinforcement is approved or called for, it shall comply with AWS D1.4. E. Reinforcing steel interfering with the location of other reinforcing steel, conduits or embedded items may be moved within the specified tolerances or one bar diameter, whichever is greater. Greater displacement of bars to avoid interference shall only be made with the approval of the ENGINEER. Do not cut reinforcement to install inserts, conduits, mechanical openings or other items without the prior approval of the ENGINEER. F. Securely support and tie reinforcing steel to prevent movement during concrete placement. Secure dowels in place before placing concrete. Wire tie ends shall be bent away from the outer surface of all concrete elements. G. Reinforcing steel bars shall not be field bent except where shown on the Drawings or specifically authorized in writing by the ENGINEER. If authorized, bars shall be cold-bent around the standard diameter spool specified in the CRSI. Do not heat bars. Closely inspect the reinforcing steel for breaks. If the reinforcing steel is damaged, replace, Cadweld or otherwise repair as directed by the ENGINEER. Do not bend reinforcement after it is embedded in concrete. H. Reinforcing steel bars shall have minimum clearance of 2-in from all metal items such as rebar, wire, or plates used to support pipe penetrations and pipe embedments. I. Reinforcing steel bars shall be cleaned before concrete placement. Reinforcing substantially (as determined by the ENGINEER) covered in rust shall be sandblasted clean prior to concrete placement. 3.02 REINFORCEMENT AROUND OPENINGS A. Unless specific additional reinforcement around openings is shown on the Drawings, provide additional reinforcing steel on each side of the opening equivalent to one half of the cross-sectional area of the reinforcing steel interrupted by an opening. The bars shall have sufficient length to develop bond at each end beyond the opening or penetration. 03200-6 City of Palo Alto House Hold Hazardous Waste Station Project 3.03 SPLICING OF REINFORCEMENT A. Lap splices shall be provided as shown on the Drawings. For lap splices not shown, request clarification from the ENGINEER. B. Splicing of reinforcing steel in concrete elements noted to be "tension members" on the Drawings shall be avoided whenever possible. However, if required for constructability, splices in the reinforcement subject to direct tension shall be welded to develop, in tension, at least 125 percent of the specified yield strength of the bar. Splices in adjacent bars shall be offset the distance of a Class B splice. C. Install wire fabric in as long a length as practicable. Wire fabric from rolls shall be rolled flat and firmly held in place. Splices in welded wire fabric shall be lapped in accordance with the requirements of ACI-318 but not less than 12-in. The spliced fabrics shall be tied together with wire ties spaced not more than 24-in on center and laced with wire of the same diameter as the welded wire fabric. Do not position laps midway between supporting beams, or directly over beams of continuous structures. Offset splices in adjacent widths to prevent continuous splices. 3.04 ACCESSORIES A. The CONTRACTOR shall be solely responsible for determining, providing and installing accessories such as chairs, chair bars and the like in sufficient quantities and strength to adequately support the reinforcement and prevent its displacement during the erection of the reinforcement and the placement of concrete. B. Use precast concrete blocks where the reinforcing steel is to be supported over soil. C. Stainless steel bar supports or steel chairs with stainless steel tips shall be used where the chairs are set on forms for a concrete surface that will be exposed to weather, high humidity, or liquid (including bottom of slabs over liquid containing areas). Use of galvanized or plastic tipped metal chairs is permissible in all other locations unless otherwise noted on the Drawings or specified herein. D. Alternate methods of supporting top steel in slabs, such as steel channels supported on the bottom steel or vertical reinforcing steel fastened to the bottom and top mats, may be used if approved by the ENGINEER. 3.05 FIELD QUALITY CONTROL A. Inspection: In no case shall any reinforcing steel be covered with concrete until the installation of the reinforcement, including the size, spacing and position of the reinforcement has been observed by the ENGINEER and the ENGINEER’s release to proceed with the concreting has been obtained. The ENGINEER shall be given a minimum of 24 hours prior notice of the readiness of placed reinforcement for observation. The forms shall be kept open until the ENGINEER has finished his/her observations of the reinforcing steel. See section 01400 for testing requirements. B. CONTRACTOR shall ensure that all metal pipeline embeds are separated from form ties and rebar by a minimum of 1-inch to keep pipelines electrically isolated. ***END OF SECTION*** 03250-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 03250 CONCRETE JOINTS AND JOINT ACCESSORIES PART 1 - GENERAL 1.01 SUMMARY A. Section Includes: Furnish all labor, materials, equipment and incidentals required and install accessories for concrete joints as shown on the Drawings and as specified herein. See the related sections for additional work and requirements. B. Related Sections. See Related Sections for additional requirements applicable to this Section (typical). 1. Section 03100 – Concrete Forms and Accessories. 2. Section 03200 – Concrete Reinforcement. 3. Section 03300 – Cast-In-Place Concrete. 4. Section 03350 – Concrete Finishing. 5. Section 03600 – Grout. 6. Section 03922 – Modifications and Repair to Concrete. 7. Section 05500 – Metal Fabrications. 8. Section 07900 – Joint Sealants. 1.02 REFERENCES A. American Society for Testing and Materials (ASTM) 1. ASTM A675 - Standard Specification for Steel Bars, Carbon, Hot-Wrought, Special Quality, Mechanical Properties. 2. ASTM C881 - Standard Specification for Epoxy-Resin-Base Bonding Systems for Concrete. 3. ASTM C1059 - Standard Specification for Latex Agents for Bonding Fresh to Hardened Concrete. 4. ASTM D1751 - Standard Specification for Preformed Expansion Joint Fillers for Concrete Paving and Structural Construction. (Nonextruding and Resilient Bituminous Types). 5. ASTM D1752 - Standard Specification for Preformed Sponge Rubber and Cork Expansion Joint Fillers for Concrete Paving and Structural Construction. B. U.S. Army Corps of Engineers (CRD). 1. CRD C572 - Specification for Polyvinylchloride Waterstops. 03250-2 City of Palo Alto House Hold Hazardous Waste Station Project C. Federal Specifications 1. FS SS-S-210A - Sealing Compound for Expansion Joints. D. International Concrete Repair Institute (ICRI): 1. ICRI Guideline No. 03732 – Selecting and Specifying Concrete Surface Preparation for Sealers, Coatings, and Polymer Overlays. E. Where reference is made to one of the above standards, the revision in effect at the time of bid opening shall apply unless otherwise noted. 1.03 SUBMITTALS A. Submit, in accordance with Section 01300, shop drawings and product data. Submittals shall include the following: 1. Standard Waterstops: Product data including catalogue cut, technical data, storage requirements, splicing methods and conformity to ASTM standards. 2. Waterstop placement drawing: Placement drawings shall also include locations and types of shop-fabricated intersections. 3. Special Waterstops: Product data including catalogue cut, technical data, location of use, storage requirements, splicing methods, installation instructions and conformity to ASTM standards. 4. Premolded joint fillers: Product data including catalogue cut, technical data, storage requirements, installation requirements, location of use and conformity to ASTM standards. 5. Bond breaker: Product data including catalogue cut, technical data, storage requirements, installation requirements, location of use and conformity to ASTM standards. 6. Expansion joint dowels: Product data on the complete assembly including dowels, coatings, lubricants, spacers, sleeves, expansion caps, installation requirements and conformity to ASTM standards. 7. Compressible joint filler: Product data including catalogue cut, technical data, storage requirements, installation requirements, location of use and conformity to ASTM standards. 8. Bonding agents: Product data including catalogue cut, technical data, storage requirements, product life, application requirements and conformity to ASTM standards. B. Certifications 1. Certification that all materials used within the joint system are compatible with each other. 2. Certification that materials used in the construction of joints are suitable for use in contact with potable water 30 days after installation. 03250-3 City of Palo Alto House Hold Hazardous Waste Station Project PART 2 - PRODUCTS 2.01 GENERAL A. The use of manufacturer's name and model or catalog number is for the purpose of establishing the standard of quality and general configuration desired. B. All materials used together in a given joint (bond breakers, backer rods, joint fillers, sealants, etc) shall be compatible with one another. Coordinate selection of suppliers and products to ensure compatibility. Under no circumstances shall asphaltic or bituminous bond breakers or joint fillers be used in joints receiving sealant. C. All chemical sealant type waterstops shall be products specifically manufactured for the purpose for which they will be used and the products shall have been successfully used on similar structures for more than five years. 2.02 MATERIALS A. Standard Waterstops 1. PVC Waterstops - The PVC waterstops shall be made by extruding elastomeric plastic compound with virgin polyvinylchloride as the basic resins. The compound shall contain no reprocessed materials. Minimum tensile strength of waterstop shall be 1750 psi. The waterstop shall conform to CRD-C572. Waterstops for joints shall be 6-in wide and be the flat ribbed type. Waterstops shall be style 679 by Greenstreak Plastic Products, St. Louis, MO; style R6-38 by Vinylex Corp., Knoxville, TN, or equal. Equal waterstops may have an integral fastening system. Provide shop-fabricated waterstop fittings for all intersections. Only straight butt joint splices may be made in the field. B. Special Waterstops 1. Injected Tube Waterstops - Non-expansion joint. The permeable injection tubes shall be composed of a reinforcing spiral covered with an inner and outer protective membrane. The injected material shall be a polyurethane grout with an accelerator system. The accelerator shall be capable of controlling the reaction time up to one hour. After reaction, the polyurethane grout shall form a flexible closed cell polyurethane foam. The system shall be INJECTO with Flex LV resin by DeNeef America, Inc.; ULTRA SEAL System with AKWASEAL grout by Colloid Environmental Technologies Co., Arlington Heights, IL, or equal. 2. Expansive Waterstops - Non-expansion joint. The waterstops shall be preformed hydrophilic rubber seals. Installation adhesives used with the expansive waterstops shall be as recommended by the waterstop manufacturer. The waterstop shall be Adeka Ultraseal as distributed by Mitsubishi of Houston, TX; Hydrotite by Greenstreak Plastic Products, St. Louis, MO, or equal. C. Premolded Joint Filler 1. Premolded joint filler - structures. Self-expanding cork, premolded joint filler shall conform to ASTM D1752, Type III. The thickness shall be 3/4-in unless shown otherwise on the Drawings. 2. Premolded joint filler - sidewalk and roadway concrete pavements or where fiber joint filler is specifically noted on the Drawings. The joint filler shall be 03250-4 City of Palo Alto House Hold Hazardous Waste Station Project asphalt-impregnated fiber board conforming to ASTM D1751. Thickness shall be 3/4-in unless otherwise shown on the Drawings. Fiber joint filler shall be sealed with a joint sealant where recommended by the joint filler manufacturer. D. Bond Breaker 1. Bond breaker tape shall be an adhesive-backed glazed butyl or polyethylene tape which will satisfactorily adhere to the premolded joint filler or concrete surface as required. The tape shall be the same width as the joint unless otherwise noted. 2. Except where tape is specifically called for on the drawings, bond breaker for concrete shall be either bond breaker tape or a non-staining type bond prevention coating such as Williams Tilt-up Compound by Williams Distributors Inc.; Silcoseal 2000C, by SCA Construction Supply Division, Superior Concrete Accessories or equal. E. Bonding Agent 1. Epoxy bonding agent shall be a two-component, solvent-free, moisture insensitive, epoxy resin material conforming to ASTM C881 (2002), Type V. The bonding agent shall be Sikadur 32 Hi-Mod by Sika Corporation of Lyndhurst, N.J.; Concresive Liquid (LPL) by Master Builders of Cleveland, OH or equal. 2. Latex bonding agent shall be a non-reemulsifiable acrylic-polymer latex conforming to ASTM C1059, Type II. F. Joint Sealant 1. Joint sealants shall be two-part urethane sealant as specified in Section 07900. Minimum sealant thickness at concrete joints shall be 3/8-in. PART 3 - EXECUTION 3.01 INSTALLATION A. PVC Waterstops 1. Install PVC waterstops for all joints where waterstops are indicated on the Drawings, unless specifically noted otherwise. Waterstops shall be continuous around all corners and intersections so that a continuous seal is provided. Splices shall be made by welding. 2. PVC splices shall be made by welding in accordance with the manufacturer's recommendations, subject to acceptance of the ENGINEER. Waterstop intersection fittings shall be shop-fabricated. Only straight butt joint splices may be made in the field. Only manufacturer's approved tools shall be used for welding. The finished splices shall provide a cross-section that is dense and free of porosity. 3. Each piece of the waterstop shall be of maximum practicable length to provide a minimum number of splices. 4. To properly secure PVC waterstops in wall joints before concrete is placed, drill holes in waterstops approximately 1-in from each edge or between the outermost ribs at each edge and center the waterstop in the joint. Tie both edges of the waterstop and fasten to reinforcing steel with black annealed steel tie wire as 03250-5 City of Palo Alto House Hold Hazardous Waste Station Project specified for tying reinforcing steel and secure in place so that the waterstop will be perpendicular to the joint and remain in the required position during concrete placement. The spacing of the waterstop ties shall match the spacing of the adjacent reinforcing, but need not be spaced closer than 12-in on center. 5. Horizontal waterstops in slabs shall be clamped in position by the bulkhead (unless previously set in concrete). 6. Waterstops shall be installed so that half of the width will be embedded on each side of the joint. Care shall be exercised to ensure that the waterstop is completely embedded in void-free concrete. 7. Waterstops shall be terminated 3-in below the exposed top of walls. B. Special Waterstops 1. Install special waterstops at joints where specifically noted on the Drawings. Waterstops shall be continuous around all corners and intersections so that a continuous seal is provided. 2. Each piece of the waterstop shall be of maximum practicable length to provide a minimum number of connections or splices. Connections and splices shall conform to the manufacturer’s recommendations and as specified herein. 3. Waterstops shall be terminated 3-in below the exposed top of walls. 4. PVC retrofit waterstops shall be fabricated, spliced, and located as specified for PVC standard waterstops. Existing concrete which is to receive the retrofit waterstop shall be cleaned of all foreign material and patched as necessary to form a smooth plane surface. Adhesives, fastening devices, and fastener spacing shall conform to the manufacturer’s recommendations. 5. Injected tube waterstops shall be installed in conformance with the manufacturer’s recommendations. Injection ports shall not be spaced greater than 25 feet. The joint surfaces shall be wire brushed and scraped as necessary to expose an uncontaminated surface. The joint shall then be cleaned with pressurized air to remove all residue and debris. Immediately prior to resin injection, the injection tubes shall be flushed with water to clean and moisten the full length of the tube. Resin injection shall be in accordance with the manufacturer’s recommendations. The injection tube shall be sealed and injection commenced on the next adjacent tube prior to the setting of the resin. 6. Prepare the joint surfaces, install primers or adhesives, and install expansive waterstops in accordance with the manufacturer’s instructions. C. Construction Joints 1. Make construction joints only at locations shown on the Drawings or as approved by the ENGINEER. Any additional or relocation of construction joints proposed by the CONTRACTOR, must be submitted to the ENGINEER for written approval. 2. Additional or relocated joints should be located where they least impair strength of the member. In general, locate joints within the middle third of spans of slabs, beams and girders. However, if a beam intersects a girder at the joint, offset the joint a distance equal to twice the width of the member being connected. Locate joints in walls and columns at the underside of floors, slabs, beams or girders 03250-6 City of Palo Alto House Hold Hazardous Waste Station Project and at tops of footings or floor slabs. Do not locate joints between beams, girders, column capitals, or drop panels and the slabs above them. Do not locate joints between brackets or haunches and walls or columns supporting them. 3. All joints shall be perpendicular to main reinforcement. Continue reinforcing steel through the joint as indicated on the Drawings. When joints in beams are allowed, provide a shear key and inclined dowels as approved by the ENGINEER. 4. Provide sealant grooves for joint sealant where indicated on the Drawings. 5. At all construction joints and at concrete joints designated on the Drawings to be "roughened", uniformly roughen the surface of the concrete to Concrete Surface Profile (CSP) 9 per ICRI Guideline 03732 with ¼-in minimum amplitude. This roughened surface may be accomplished by raking the plastic concrete or by bushhammering or chiseling hardened concrete surfaces or raking plastic concrete. Thoroughly clean joint surfaces of loose or weakened materials by waterblasting or sandblasting. Saturate the joints and adjacent concrete surfaces to at least 12-in past the joint with water 12 hours before and again immediately prior to concrete placement. 6. Galvanized metal stay-in-place forms shall not be used in the construction joints of any liquid-containing structures. 7. In lieu of the above method for bonding plastic concrete to hardened concrete, the following optional method may be used. Concrete must be allowed to set a minimum of 28 days. Use an epoxy bonding agent applied to roughened and cleaned surfaces of set concrete in strict accordance with manufacturer's recommendations. 8. Provide waterstops in all wall and slab construction joints in liquid containment structures and at other locations shown on the Drawings. 9. Keyways shall not be used in construction joints unless specifically shown on the Drawings or approved by the ENGINEER. ***END OF SECTION*** 03300-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 03300 CAST-IN-PLACE CONCRETE PART 1 GENERAL 1.01 SUMMARY A. Section Includes: Cast-in-place concrete. See the related sections for additional work and requirements. B. Related Sections. See Related Sections for additional requirements applicable to this Section (typical). 1. Section 03100 – Concrete Forms and Accessories. 2. Section 03200 – Concrete Reinforcement. 3. Section 03250 – Concrete Joints and Joint Accessories. 4. Section 03350 – Concrete Finishing. 1.02 REFERENCES A. American Society for Testing and Materials (ASTM): 1. ASTM C31 - Standard Practice for Making and Curing Concrete Test Specimens in the Field. 2. ASTM C33 - Standard Specification for Concrete Aggregates. 3. ASTM C39 - Standard Test Method for Compressive Strength of Cylindrical Concrete Specimens. 4. ASTM C42 - Standard Test Method for Obtaining and Testing Drilled Cores and Sawed Beams of Concrete. 5. ASTM C94 - Standard Specification for Ready-Mixed Concrete. 6. ASTM C143 - Standard Test Method for Slump of Hydraulic Cement Concrete. 7. ASTM C150 - Standard Specification for Portland Cement. 8. ASTM C157 - Standard Test Method for Length Change of Hardened Hydraulic-Cement Mortar and Concrete. 9. ASTM C171 - Standard Specification for Sheet Materials for Curing Concrete. 10. ASTM C173 - Standard Test Method for Air Content of Freshly Mixed Concrete by the Volumetric Method. 11. ASTM C231 - Standard Test Method for Air Content of Freshly Mixed Concrete by the Pressure Method. 12. ASTM C260 - Standard Specification for Air-Entraining Admixtures for Concrete. 03300-2 City of Palo Alto House Hold Hazardous Waste Station Project 13. ASTM C309 - Standard Specification for Liquid Membrane-Forming Compounds for Curing Concrete. 14. ASTM C494 - Standard Specification for Chemical Admixtures for Concrete. 15. ASTM C596 - Standard Test Method for Drying Shrinkage of Mortar Containing Hydraulic Cement. 16. ASTM C618 - Standard Specification for Coal Fly Ash and Raw or Calcined Natural Pozzolan for Use as a Mineral Admixture in Concrete. B. American Concrete Institute (ACI): 1. ACI 304R - Guide for Measuring, Mixing, Transporting and Placing Concrete. 2. ACI 305R - Hot Weather Concreting. 3. ACI 306.1 - Standard Specification for Cold Weather Concreting. 4. ACI 318 - Building Code Requirements for Structural Concrete. 5. ACI 350 - Code Requirements for Environmental Engineering Concrete Structures. C. Where reference is made to one of the above standards, the revision in effect at the time of bid opening shall apply. 1.03 SUBMITTALS A. Product Data: Submit to the ENGINEER, in accordance with Sections 01300, product data including the following: 1. Sources of cement, pozzolan, and aggregates. 2. Material Safety Data Sheets (MSDS) for all concrete components and admixtures. 3. Air-entraining admixture. Product data including catalogue cut, technical data, storage requirements, product life, recommended dosage, temperature considerations and conformity to ASTM standards. 4. Water-reducing admixture. Product data including catalogue cut, technical data, storage requirements, product life, recommended dosage, temperature considerations and conformity to ASTM standards. 5. High-range water-reducing admixture (superplasticizer). Product data including catalogue cut, technical data, storage requirements, product life, recommended dosage, temperature considerations, retarding effect, slump range and conformity to ASTM standards. Identify proposed locations of use. 6. Concrete mix design for each formulation of concrete proposed for use including constituent quantities per cubic yard, water-cementitious materials ratio, concrete slump, type and manufacturer of cement. See also the required test reports and certifications listed below. Provide either (a) or (b) below for each mix design proposed. 03300-3 City of Palo Alto House Hold Hazardous Waste Station Project a. Compression test results for proposed mixes. Include standard deviation data for each proposed concrete mix based on statistical records. b. The curve of water-cementitious materials ratio versus concrete cylinder strength for each formulation of concrete proposed based on laboratory tests. The cylinder strength shall be the average of the 28 day cylinder strength test results for each mix. Provide results of 7 and 14 day tests if available. 7. Sheet curing material. Product data including catalogue cut, technical data and conformity to ASTM C171 standard. 8. Liquid curing compound. Product data including catalogue cut, technical data, storage requirements, product life, application rate and conformity to ASTM C309 standard. Identify proposed locations of use. B. Samples 1. Fine and coarse aggregates if requested by the ENGINEER. C. Quality Assurance/Control 1. Test Reports a. Fine aggregates - sieve analysis, physical properties, and deleterious substance. b. Coarse aggregates - sieve analysis, physical properties, and deleterious substances. c. Cements - chemical analysis and physical properties for each type. d. Pozzolans - chemical analysis and physical properties. e. Proposed concrete mixes - compressive strength, slump, shrinkage, and air content. 2. Certifications a. Certify admixtures used in the same concrete mix are compatible with each other and the aggregates. b. Certify admixtures are suitable for use in contact with potable water after 30 days of concrete curing. c. Certify curing compound is suitable for use in contact with potable water after 30 days (non-toxic and free of taste or odor). 3. Work Plans a. Hot weather concreting. b. Cold weather concreting. 03300-4 City of Palo Alto House Hold Hazardous Waste Station Project 1.04 QUALITY ASSURANCE A. Reinforced concrete shall comply with ACI 318, ACI 350 and other stated requirements, codes and standards. The most stringent requirement of the codes, standards and this Section shall apply when conflicts exist. B. Only one source of cement and aggregates shall be used on any one structure. Concrete shall be uniform in color and appearance. C. Concrete meeting: A meeting will be held between the ENGINEER and the CONTRACTOR to review the detailed requirements of the CONTRACTOR's proposed concrete design mixes and to determine the procedures for producing proper concrete construction. The meeting shall be held no later than 30 days prior to the first concrete placement. All parties involved in concrete work shall attend the conference including the following: 1. CONTRACTOR’s superintendent and/or project manager; 2. CONTRACTOR's concrete supplier testing laboratory representative (optional as determined by the ENGINEER); 3. Concrete subcontractor; 4. Reinforcing steel subcontractor and detailer; 5. Concrete supplier; 6. Admixture manufacturer's representative(s). Meeting discussion topics will include, but not be limited to: methods of hot and cold weather concrete placement, concrete placement during rainy weather, cleanliness of rebar before placement of concrete, concrete mix design(s) and source of concrete materials, concrete shrinkage for key structures, waterstop placement, use of admixtures, concrete curing methods, concrete finishes (Section 03350), grouts (Section 03600), and rebar submittals. D. If, during the progress of the work, it is impossible to secure concrete of the required workability and strength with the materials being furnished, the ENGINEER may order such changes in proportions or materials, or both, as may be necessary to secure the desired properties. All changes so ordered shall be made at no additional cost to the OWNER. E. If, during the progress of the work, the materials from the sources originally accepted change in characteristics, the CONTRACTOR shall, at no additional cost to the OWNER, make new acceptance tests of aggregates and establish new design mixes. F. Testing of the following materials shall be furnished by CONTRACTOR to verify conformity with this Specification Section and the stated ASTM Standards. 1. Fine aggregates for conformity with ASTM C33 - sieve analysis, physical properties, and deleterious substances. 2. Coarse aggregates for conformity with ASTM C33 - sieve analysis, physical properties, and deleterious substances. 03300-5 City of Palo Alto House Hold Hazardous Waste Station Project 3. Cements for conformity with ASTM C150 - chemical analysis and physical properties. 4. Pozzolans for conformity with ASTM C618 - chemical analysis and physical properties. 5. Proposed concrete mix designs - compressive strength, slump, shrinkage, and air content. G. Field testing and inspection services will be provided by the CONTRACTOR. The cost of such work, except as specifically stated otherwise, will be paid by the CONTRACTOR. The CONTRACTOR shall be responsible for the cleanup and disposal of testing waste at the project site. Testing of the following items shall be by the CONTRACTOR to verify conformity with this Specification Section. 1. Concrete placements - compressive strength (cylinders), compressive strength (cores), slump, air content, and shrinkage. 2. Other materials or products that may come under question. H. All materials incorporated in the work shall conform to accepted samples and test reports. 1.05 DELIVERY, STORAGE AND HANDLING A. Cement: Store in weathertight buildings, bins or silos to provide protection from dampness and contamination and to minimize warehouse set. B. Aggregate: Arrange and use stockpiles in bunkers or other physical structures to avoid excessive segregation or contamination with other materials or with other sizes of like aggregates. Build stockpiles in successive horizontal layers not exceeding 3-ft in thickness. Complete each layer before the next is started. Do not use frozen or partially frozen aggregate. C. Sand: Arrange and use stockpiles in bunkers or other physical structures to avoid contamination. Allow sand to drain to a uniform moisture content before using. Do not use frozen or partially frozen aggregates. D. Admixtures: Store in closed containers to avoid contamination, evaporation or damage. Provide suitable agitating equipment to assure uniform dispersion of ingredients in admixture solutions which tend to separate. Protect liquid admixtures from freezing and other temperature changes which could adversely affect their characteristics. E. Pozzolan: Store in weathertight buildings, bins or silos to provide protection from dampness and contamination. F. Sheet Curing Materials: Store in weathertight buildings or off the ground and under cover. G. Liquid Curing Compounds: Store in closed containers. PART 2 PRODUCTS 2.01 MATERIALS A. General 1. The use of manufacturer's name and model or catalog number is for the purpose of establishing the standard of quality and general configuration required. 03300-6 City of Palo Alto House Hold Hazardous Waste Station Project 2. Like items of materials shall be the end products of one manufacturer in order to provide standardization for appearance, maintenance and manufacturer's service. 3. Materials shall comply with this Section and any applicable State or local requirements. B. Cement: Domestic portland cement complying with ASTM C150. Air entraining cements shall not be used. Cement brand shall be subject to approval by the ENGINEER and one brand shall be used on any one structure. The following cement type(s) shall be used: 1. Class A and Class B Concrete - Type II with the equivalent alkalies, as defined in Table 2 of ASTM C150, limited to a maximum of a 0.60% (low-alkali cement). 2. Class D Concrete - Type II, low-alkali cement with fly ash resulting in C3A being below 8 percent of total cementitious content. C. Fine Aggregate: Washed inert natural sand conforming to the requirements of ASTM C33. D. Coarse Aggregate: Well-graded crushed stone or washed gravel conforming to the requirements of ASTM C33. Grading requirements shall be as listed in ASTM C33 Table 2 for the specified coarse aggregate size number. Limits of Deleterious Substances and Physical Property Requirements shall be as listed in ASTM C33 Table 3 for severe weathering regions. Size numbers for the concrete mixes shall be as shown in Table 03300-1 herein. E. Water: Potable water free from injurious amounts of oils, acids, alkalis, salts, organic matter, or other deleterious substances. F. Admixtures: Admixtures shall be free of chlorides and alkalis (except for those attributable to water). When it is required to use more than one admixture in a concrete mix, the admixtures shall be from the same manufacturer. Admixtures shall be compatible with the concrete mix including other admixtures and shall be suitable for use in contact with potable water after 30 days of concrete curing. 1. Air-Entraining Admixture: The admixture shall comply with ASTM C260. Proportioning and mixing shall be in accordance with manufacturer's recommendations. 2. Water-Reducing Agent: The admixture shall comply with ASTM C494, Type A. Proportioning and mixing shall be in accordance with manufacturer's recommendations. 3. High-Range Water-Reducer (Superplasticizer): The admixture shall comply with ASTM C494, Type F and shall result in non-segregating plasticized concrete with little bleeding and with the physical properties of low water/cement ratio concrete. The treated concrete shall be capable of maintaining its plastic state in excess of 2 hours. Proportioning and mixing shall be in accordance with manufacturer's recommendations. 4. Admixtures causing retarded or accelerated setting of concrete shall not be used without written approval from the ENGINEER. When allowed, the admixtures shall combine retarding or accelerating with water reducing or high range water reducing admixtures. 03300-7 City of Palo Alto House Hold Hazardous Waste Station Project G. Pozzolan (Fly Ash). Pozzolan shall be Class C or Class F fly ash complying with ASTM C618 except the Loss on Ignition (LOI) shall be limited to 3 percent maximum. H. Sheet Curing Materials. Waterproof paper, polyethylene film or white burlap-polyethylene sheeting all complying with ASTM C171. I. Liquid Curing Compound. Liquid membrane-forming curing compound shall comply with the requirements of ASTM C309, Type 1-D (clear or translucent with fugitive dye) and shall contain no wax, paraffin, or oil. Where used on structures in contact with water, curing compound shall be NSF-61 approved and be certified for use in contact with potable water after 30 days (non-toxic and free of taste or odor). 2.02 MIXES A. Measuring Materials 1. Concrete shall be composed of portland cement, fine aggregate, coarse aggregate, water and admixtures as specified and shall be produced by a plant acceptable to the ENGINEER. All constituents, including admixtures, shall be batched at the plant except a high-range water-reducer may also be added in the field. 2. Measure materials for batching concrete by weighing in conformity with and within the tolerances given in ASTM C94 and ACI 304R except as otherwise specified. Scales shall have been certified by the local Sealer of Weights and Measures within 1 year of use. 3. Measure the amount of free water in fine aggregates within 0.3 percent with a moisture meter. Compensate for varying moisture contents of fine aggregates. Record the number of gallons of water as-batched on printed batching tickets. 4. Admixtures shall be dispensed either manually using calibrated containers or measuring tanks, or by means of an automatic dispenser approved by the manufacturer of the specific admixture. a. Charge air-entraining and chemical admixtures into the mixer as a solution using an automatic dispenser or similar metering device. b. Inject multiple admixtures separately during the batching sequence. B. Mix Design 1. Development of mix designs and testing shall be by an independent testing laboratory acceptable to the ENGINEER and engaged by the CONTRACTOR at no additional cost to the OWNER. These can be supplied by the concrete supplier and provided to the ENGINEER. 2. Select proportions of ingredients to meet the design strength and materials limits specified in Table 03300-1 and to produce concrete having proper placability, durability, strength, appearance and other required properties. Proportion ingredients to produce a homogenous mixture which will readily work into corners and angles of forms and around reinforcement without permitting materials to segregate or allowing excessive free water to collect on the surface. 3. The design mix shall be based on one of the following: 03300-8 City of Palo Alto House Hold Hazardous Waste Station Project a. Standard deviation shall be based on the modification factors for standard deviation tests contained in ACI 318. b. Trial mixtures developed by the design mix shall be based on standard deviation data of prior mixes with essentially the same proportions of the same constituents or, if such data is not available, be developed by a testing laboratory engaged by the CONTRACTOR and at no additional cost to the OWNER. The water content of the concrete mix, determined by laboratory testing, shall be based on a curve showing the relation between water cementitious ratio and 7 and 28 day compressive strengths of concrete made using the proposed materials. The curves shall be determined by four or more points, each representing an average value of at least three test specimens at each age. The curves shall have a range of values sufficient to yield the desired data, including the specified design strengths as modified below, without extrapolation. The water content of the concrete mixes to be used, as determined from the curve, shall correspond to strengths 16 percent greater than the specified design strengths. The resulting mix shall not conflict with the limiting values for maximum water cementitious ratio and net minimum cementitious content as specified in Table 03300-1. Acceptance of mixes based on standard deviation shall be based on the modification factors for standard deviation tests contained in ACI318. 4. Entrained air, as measured by ASTM C231, shall be as shown in Table 03300-1. If the air-entraining agent proposed for use in the mix requires testing methods other than ASTM C231 to accurately determine air content, make special note of this requirement in the admixture submittal. 5. Slump of the concrete as measured by ASTM C143, shall be as shown in Table 03300-1. If a high-range water-reducer (superplasticizer) is used, the slump indicated shall be that measured before superplasticizer is added. Plasticized concrete shall have a slump ranging from 7 to 10-in. 6. Proportion admixtures according to the manufacturer's recommendations. Two or more admixtures specified may be used in the same mix provided that the admixtures in combination retain full efficiency and have no deleterious effect on the concrete or on the properties of each other. TABLE 03300-1 CONCRETE MIX REQUIREMENTS Minimum Design Fine Coarse Cementitious Class Strength Cement Aggregate Aggregate Content (1) (2) (2) (3) (4) ____________________________________________________________________________ A 2500 C150 Type II C33 57 440 B 3000 C150 Type II C33 57 480 D 5000 C150 Type II C33 57 560 ___________________________________________________________________________ W/C AE Slump Class Ratio Fly Ash Range WR HRWR Range (5) (6)(7) (8) (9) Inches ____________________________________________________________________________ 03300-9 City of Palo Alto House Hold Hazardous Waste Station Project A 0.62 max. 15-20% (10) 3.5 to 5 Yes No 1-4 B 0.54 max. 15-20% (10) 3.5 to 5 Yes No 1-3 D 0.44 max. 15-20% (10) 3.5 to 5 Yes (11) 3-5 NOTES: (1) Minimum compressive strength in psi at 28 days (2) ASTM designation (3) Size Number in ASTM C33 (4) Cementitious content in lbs/cu yd (5) W/C is Water-Cementitious ratio by weight (6) AE is percent air-entrainment (7) AE for concrete slabs may be less than 3 percent (8) WR is water-reducer admixture (9) HRWR is high-range water-reducer admixture (10) Percentage of the total cement plus pozzolan content, by weight (11) HRWR is required at walls taller than 20 feet and optional at others C. Mixing and Transporting 1. Concrete shall be ready-mixed concrete. No hand-mixing will be permitted. Clean each transit mix truck drum and reverse drum rotation before the truck proceeds under the batching plant. Equip each transit-mix truck with a continuous, nonreversible, revolution counter showing the number of revolutions. 2. Ready-mix concrete shall be transported to the site in watertight agitator or mixer trucks loaded not in excess of their rated capacities as stated on the name plate. 3. Keep the water tank valve on each transit truck locked at all times. Any addition of water must be approved by the ENGINEER. Added water shall be incorporated by additional mixing of at least 35 revolutions. All added water shall be metered and the amount of water added shall be shown on each delivery ticket. 4. All central plant and rolling stock equipment and methods shall comply with ACI 318, ACI 304R and ASTM C94. 5. Select equipment of size and design to ensure continuous flow of concrete at the delivery end. Metal or metal-lined non-aluminum discharge chutes shall be used and shall have slopes not exceeding 1 vertical to 2 horizontal and not less than 1 vertical to 3 horizontal. Chutes more than 20-ft long and chutes not meeting slope requirements may be used if concrete is discharged into a hopper before distribution. 6. Retempering (mixing with or without additional cement, aggregate, or water) of concrete or mortar which has reached initial set will not be permitted. 7. Handle concrete from mixer to placement as quickly as practicable while providing concrete of required quality in the placement area. Dispatch trucks from the batching plant so they arrive at the work site just before the concrete is required, thus avoiding excessive mixing of concrete. 8. Furnish a delivery ticket for ready mixed concrete to the ENGINEER as each truck arrives. Each ticket shall provide a printed record of the weight of cement and each aggregate as batched individually. Use the type of indicator that returns for zero punch or returns to zero after a batch is discharged. Clearly indicate the weight of fine and coarse aggregate, cement and water in each batch, the quantity delivered, the time any water is added, and the numerical sequence of 03300-10 City of Palo Alto House Hold Hazardous Waste Station Project the delivery. Show the time of day batched and time of discharge from the truck. Indicate the number of revolutions of the truck mixer. Annotate each delivery ticket with the structure and component where the concrete was placed. 9. Temperature and Mixing Time Control a. In cold weather, do not allow the as-mixed temperature of the concrete and concrete temperatures at the time of placement in the forms to drop below 40 degrees F. b. If water or aggregate has been heated, combine water with aggregate in the mixer before cement is added. Do not add cement to mixtures of water and aggregate when the temperature of the mixture is greater than 90 degrees F. c. In hot weather, cool ingredients before mixing to maintain temperature of the concrete below the maximum placing temperature of 90 degrees F. If necessary, substitute well-crushed ice for all or part of the mixing water. d. The maximum time interval between the addition of mixing water and/or cement to the batch and the placing of concrete in the forms shall not exceed the values shown in Table 03300-2. TABLE 03300-2 MAXIMUM TIME TO DISCHARGE OF CONCRETE Air or Concrete Temperature (whichever is higher) Maximum Time Above 90 Degree F (32 Degree C) (Note 1) ........................................................... 60 minutes 80 to 90 Degree F (27 to 32 Degree C) ................................................................... 60 minutes 70 to 79 Degree F (21 to 26 Degree C) ................................................................... 60 minutes 40 to 69 Degree F (5 to 20 Degree C) ..................................................................... 90 minutes Note 1: In air temperatures above 90 degrees F, the temperature of concrete being placed shall not exceed 90 degrees F. If an approved high-range water-reducer (superplasticizer) is used to produce plasticized concrete, the maximum time interval shall not exceed 90 minutes. D. Concrete Appearance 1. Concrete mix showing either poor cohesion or poor coating of the coarse aggregate with paste shall be remixed. If this does not correct the condition, the concrete shall be rejected. If the slump is within the allowable limit, but excessive bleeding, poor workability, or poor finishability are observed, changes in the concrete mix shall be obtained only by adjusting one or more of the following: a. The gradation of aggregate. b. The proportion of fine and coarse aggregate. c. The percentage of entrained air, within the allowable limits. 03300-11 City of Palo Alto House Hold Hazardous Waste Station Project 2. Concrete for the work shall provide a homogeneous structure which, when hardened, will have the required strength, durability and appearance. Mixtures and workmanship shall be such that concrete surfaces, when exposed, will require no finishing. When concrete surfaces are stripped, the concrete, when viewed in good lighting from 10-ft away, shall be pleasing in appearance, and at 20-ft shall show no visible defects. 2.03 SOURCE QUALITY CONTROL A. Compression Tests: Provide testing of the proposed concrete mix or mixes to demonstrate compliance with the specified design strength requirements in conformity with Section 2.02B. B. Shrinkage Tests: Perform shrinkage tests on the design mix for Class D concrete. All specimens shall be cast in the laboratory. Concrete and not mortar specimens shall be used. The tests shall conform to ASTM C157 modified as follows: 1. Three 4”x4”x11” test specimens with 10” gage length shall be made. 2. Specimens shall be removed from molds at an age of 23+1 hours after trial batching, and placed immediately in water at 73oF+3o for at least 30 minutes. 3. Specimens shall be measured 30 minutes thereafter to determine the original length, and then submerged in saturated lime water at 73oF+3o. 4. Measurement to determine expansion expressed as a percentage of original length shall be made at age 7 days. The length at 7 days shall be made the base length for drying shrinkage calculations. 5. Specimens shall be stored in a humidity control room maintained at 73oF+3o and 50%+4% relative humidity for the remainder of the test. 6. Measurements to determine shrinkage expressed as a percentage of base length shall be made and reported separately for 7, 14, and 21 days of drying after 7 days of moist curing. 7. The average shrinkage at 21 days of air storage shall not exceed 0.040 percent. PART 3 EXECUTION 3.01 INSTALLATION A. Placing 1. The class of concrete shall be per Table 03300-3 or as shown on the Drawings. Place all concrete in accordance with the recommendations contained in ACI304R. Concrete shall not be placed when rainfall (or forecast rainfall) is sufficient to cause damage to the work. Concrete placement in progress shall be stopped when rainfall occurs unless the concrete is completely protected from rainfall damage. Verify that all formwork completely encloses concrete to be placed and is securely braced prior to concrete placement. Remove ice, excess water, dirt and other foreign materials from forms. Confirm that reinforcement and other embedded items are securely in place. Have competent workers at the location of the placement. Workers shall be able to ensure that reinforcing steel and embedded items remain in designated locations while concrete is being 03300-12 City of Palo Alto House Hold Hazardous Waste Station Project placed. Sprinkle semi-porous subgrades or forms to eliminate suction of water from the mix. Seal extremely porous subgrades in an approved manner. 2. Deposit concrete as near its final position as possible to avoid segregation due to rehandling or flowing. Place concrete continuously at a rate which ensures the concrete is being integrated with fresh plastic concrete. Do not deposit concrete which has partially hardened or has been contaminated by foreign materials or on concrete which has hardened sufficiently to cause formation of seams or planes of weakness within the section. If the section cannot be placed continuously, place construction joints as specified or as approved. 3. Pumping of concrete will be permitted. Use a mix design and aggregate sizes suitable for pumping and submit for approval. 4. Remove temporary spreaders from forms when the spreader is no longer useful. Temporary spreaders may remain embedded in concrete only if it is a non-water containing structure, when made of galvanized metal or concrete, and only if prior approval from the ENGINEER has been obtained. 5. Do not place concrete for supported elements until concrete previously placed in the supporting element (columns, slabs and/or walls) has reached adequate strength. 6. Where surface mortar is to form the base of a finish, especially surfaces designated to be painted, work coarse aggregate back from forms with a suitable tool to bring the full surface of the mortar against the form. Prevent the formation of excessive surface voids. 7. Slabs a. After suitable bulkheads, screeds and jointing materials have been positioned, the concrete shall be placed continuously between construction joints beginning at a bulkhead, edge form, or corner. Each batch shall be placed into the edge of the previously placed concrete to avoid stone pockets and segregation. b. Avoid delays in casting. If there is a delay in casting, the concrete placed after the delay shall be thoroughly spaded and consolidated at the edge of that previously placed to avoid cold joints. Concrete shall then be brought to correct level and struck off with a straightedge. Bullfloats or darbies shall be used to smooth the surface, leaving it free of humps or hollows. c. Where slabs are to be placed integrally with the walls below them, place the walls and compact as specified. Allow 1 hour to pass between placement of the wall and the overlying slab to permit consolidation of the wall concrete. Keep the top surface of the wall moist so as to prevent cold joints. 8. Formed Concrete a. Place concrete in forms using tremie tubes and taking care to prevent segregation. Bottom of tremie tubes shall preferably be in contact with the concrete already placed. Do not permit concrete to drop freely more than 4-ft. Place concrete for walls in 12 to 24-in lifts, keeping the surface horizontal. If plasticized concrete is used, the maximum lift thickness 03300-13 City of Palo Alto House Hold Hazardous Waste Station Project may be increased to 4-ft and the maximum free fall of concrete shall not exceed 4-ft. b. A minimum of 48 hours shall have elapsed between casting of adjacent wall sections at a vertical construction joint. B. Compacting 1. Consolidate concrete by vibration, puddling, spading, rodding or forking so that concrete is thoroughly worked around reinforcement, embedded items and openings and into corners of forms. Puddling, spading, etc, shall be continuously performed along with vibration of the placement to eliminate air or stone pockets which may cause honeycombing, pitting or planes of weakness. 2. All concrete shall be placed and compacted with mechanical vibrators. One vibrator shall be used for each 8 c.y. placed per hour. The type and size of the units shall be approved by the ENGINEER in advance of placing operations. No concrete shall be ordered until sufficient approved vibrators (including standby units in working order) are on the job. 3. A minimum frequency of 7000 rpm is required for mechanical vibrators. Insert and withdraw vibrators vertically at points from 18 to 30-in apart. At each insertion, vibrate sufficiently to consolidate concrete, generally from 5 to 15 seconds. Do not segregate concrete through overvibration. Keep a spare vibrator on the site during concrete placing operations. 4. Concrete Slabs: Concrete for slabs less than 8-in thick shall be consolidated with vibrating screeds; slabs 8-in and thicker shall be compacted with internal vibrators and (optionally) with vibrating screeds. Vibrators shall always be placed into concrete vertically and shall not be laid horizontally or laid over. 5. Walls and Columns: Internal vibrators (rather than form vibrators) shall be used unless otherwise approved by the ENGINEER. In general, for each vibrator needed to melt down the batch at the point of discharge, one or more additional vibrators must be used to densify, homogenize and perfect the surface. The vibrators shall be inserted vertically at regular intervals, through the fresh concrete and slightly into the previous lift, if any. 6. Amount of Vibration: Vibrators are to be used to consolidate properly placed concrete but shall not be used to move or transport concrete in the forms. Vibration shall continue until: a. Frequency returns to normal. b. Surface appears liquefied, flattened and glistening. c. Trapped air ceases to rise. d. Coarse aggregate has blended into surface, but has not disappeared. C. Curing 1. Protect all concrete work against injury from the elements and defacements of any nature during construction operations. 2. Curing Methods 03300-14 City of Palo Alto House Hold Hazardous Waste Station Project a. Curing Methods for Concrete Surfaces: Cure concrete to retain moisture and maintain specified temperature at the surface for a minimum of 7 days after placement. Curing methods to be used are as follows: 1) Water Curing: Keep entire concrete surface wet by ponding, continuous sprinkling or covered with saturated burlap. Begin wet cure as soon as concrete attains an initial set and maintain wet cure 24 hours a day. 2) Sheet Material Curing: Cover entire surface with sheet material. Securely anchor sheeting to prevent wind and air from lifting the sheeting or entrapping air under the sheet. Place and secure sheet as soon as initial concrete set occurs. 3) Liquid Membrane Curing: Apply over the entire concrete surface except for surfaces to receive additional concrete. Curing compound shall NOT be placed on any concrete surface where additional concrete is to be placed, where concrete sealers or surface coatings are to be used, or where the concrete finish requires an integral floor product. Curing compound shall be applied as soon as the free water on the surface has disappeared and no water sheen is visible, but not after the concrete is dry or when the curing compound can be absorbed into the concrete. Application shall be in compliance with the manufacturer's recommendations. b. Specified Applications of Curing Methods. 1) Slabs for Water Containment Structures: Water curing only. 2) Slabs on Grade and Footings (not used to contain water): Water curing, sheet material curing or liquid membrane curing. 3) Structural Slabs (other than water containment): Water curing or liquid membrane curing. 4) Horizontal Surfaces which will Receive Additional Concrete, Coatings, Grout or Other Material that Requires Bond to the substrate: Water curing. 5) Formed Surfaces: None if nonabsorbent forms are left in place 7 days. Water cure if absorbent forms are used. Sheet cured or liquid membrane cured if forms are removed prior to 7 days. Exposed horizontal surfaces of formed walls or columns shall be water cured for 7 days or until next placement of concrete is made. 6) Concrete Joints: Water cured or sheet material cured. 3. Finished surfaces and slabs shall be protected from the direct rays of the sun to prevent checking and crazing. D. Cold Weather Concreting: 1. "Cold weather" is defined as a period when for more than 3 successive days, the average daily outdoor temperature drops below 40 degrees F. The average daily 03300-15 City of Palo Alto House Hold Hazardous Waste Station Project temperature shall be calculated as the average of the highest and the lowest temperature during the period from midnight to midnight. 2. Cold weather concreting shall conform to ACI 306.1 and the additional requirements specified herein. Temperatures at the concrete placement shall be recorded at 12 hour intervals (minimum). 3. The CONTRACTOR shall discuss a cold weather work plan with the ENGINEER. The discussion shall encompass the methods and procedures proposed for use during cold weather including the production, transportation, placement, protection, curing and temperature monitoring of the concrete. The procedures to be implemented upon abrupt changes in weather conditions or equipment failures shall also be discussed. Cold weather concreting shall not begin until the work plan is acceptable to the ENGINEER. 4. During periods of cold weather, concrete shall be protected to provide continuous warm, moist curing (with supplementary heat when required) for a total of at least 350 degree-days of curing. a. Degree-days are defined as the total number of 24 hour periods multiplied by the weighted average daily air temperature at the surface of the concrete (e.g.: 5 days at an average 70 degrees F = 350 degree-days). b. To calculate the weighted average daily air temperature, sum hourly measurements of the air temperature in the shade at the surface of the concrete taking any measurement less than 50 degrees F as 0 degrees F. Divide the sum thus calculated by 24 to obtain the weighted average temperature for that day. 5. Salt, manure or other chemicals shall not be used for protection. 6. The protection period for concrete being water cured shall not be terminated during cold weather until at least 24 hours after water curing has been terminated. E. Hot Weather Concreting 1. "Hot weather" is defined as any combination of high air temperatures, low relative humidity and wind velocity which produces a rate of evaporation estimated in accordance with ACI 305R, approaching or exceeding 0.2 lbs/sqft/hr. 2. Concrete placed during hot weather, shall be batched, delivered, placed, cured and protected in compliance with the recommendations of ACI 305R and the additional requirements specified herein. a. Temperature of concrete being placed shall not exceed 90 degrees F and every effort shall be made to maintain a uniform concrete mix temperature below this level. The temperature of the concrete shall be such that it will cause no difficulties from loss of slump, flash set or cold joints. b. All necessary precautions shall be taken to promptly deliver, to promptly place the concrete upon its arrival at the job and to provide vibration immediately after placement. c. The ENGINEER may require the CONTRACTOR to immediately cover plastic concrete with sheet material. 03300-16 City of Palo Alto House Hold Hazardous Waste Station Project 3. The CONTRACTOR shall discuss with the ENGINEER a work plan describing the methods and procedures proposed to use for concrete placement and curing during hot weather periods. Hot weather concreting shall not begin until the work plan is acceptable to the ENGINEER. F. Removal of Forms 1. Form and shoring removal shall conform to the requirements specified in Section 03100. 3.02 FIELD QUALITY CONTROL A. The placing and curing of concrete shall be subject to the inspection of the ENGINEER at all times. The CONTRACTOR shall advise the ENGINEER of his/her readiness to proceed at least 2 working days prior to each concrete placement. The ENGINEER will inspect the preparations for concreting including the preparation of previously placed concrete, the reinforcing steel and the alignment, cleanliness and tightness of formwork. No placement shall be made without the inspection and acceptance of the ENGINEER. B. Sets of field control cylinder specimens will be taken by the OWNER (or Inspector) during the progress of the work, in compliance with ASTM C31. The number of sets of concrete test cylinders taken of each class of concrete placed each day shall not be less than one set per day, nor less than one set for each 150 cu yds of concrete nor less than one set for each 5,000 sq ft of surface area for slabs or walls. 1. A "set" of test cylinders consists of five cylinders: one to be tested at 7 days and two to be tested and their strengths averaged at 28 days. The fourth and fifth cylinders may be used for a special test at 3 days or to verify strength after 28 days if 28 day test results are low. Compressive strength tests shall comply with ASTM C39. 2. When the average 28 day compressive strength of the cylinders in any set falls below the specified design strength or below proportional minimum 7 day strengths (where proper relation between seven and 28 day strengths have been established by tests), proportions, water content, or temperature conditions shall be changed by the CONTRACTOR to achieve the required strengths. C. The CONTRACTOR shall cooperate in the making of tests by allowing free access to the work for the selection of samples, providing an insulated and closed, wood or metal curing box for specimens, affording protection to the specimens against injury or loss through the CONTRACTOR’s operations and furnish material and labor required for the purpose of taking concrete cylinder samples. All shipping of specimens will be paid for by the OWNER. The cleanup and disposal of test waste shall be the responsibility of the CONTRACTOR. D. Slump tests will be made in the field by the Special Inspector immediately prior to placing the concrete. Such tests shall be made in accordance with ASTM C143. Slump test shall be taken for each set of test cylinders defined above. If the slump is outside the specified range, the concrete shall be rejected. E. Air Content: Test for air content shall be made by the Special Inspector on fresh concrete samples. Air content test shall be taken for each set of test cylinders defined above. Air content for concrete made of ordinary aggregates having low absorption shall be made in compliance with either the pressure method complying with ASTM C231 or by the volumetric method complying with ASTM C173. 03300-17 City of Palo Alto House Hold Hazardous Waste Station Project F. Shrinkage (for concrete in liquid-containing structures) 1. Field test specimens shall be handled and tested by the Special Inspector as specified in Paragraph 2.03B. A set of test cylinders shall be taken from the first batch of concrete and any initial batch thereafter in which the source of concrete ingredients has changed. 2. The maximum concrete shrinkage for specimens cast in the field shall not exceed the trial batch maximum shrinkage requirement by more than 25 percent. 3. If the required shrinkage limitation is not met during construction, the CONTRACTOR shall take any or all of the following actions, at no additional cost to the OWNER, to achieve the specified shrinkage requirements. These actions may include changing the source of aggregates, cement and/or admixtures; reducing water content; washing of aggregate to reduce fines; increasing the number of construction joints; modifying the curing requirements; or other actions designed to minimize shrinkage or the effects of shrinkage. G. The ENGINEER may have cores taken from any questionable area in the concrete work such as construction joints and other locations as required for determination of concrete quality. The results of tests on such cores shall be the basis for acceptance, rejection or determining the continuation of concrete work. H. The CONTRACTOR shall cooperate in obtaining cores by allowing free access to the work and permitting the use of ladders, scaffolding and such incidental equipment as may be required. The CONTRACTOR shall repair all core holes. The work of cutting and testing the cores will be at the expense of the CONTRACTOR. 3.03 ADJUSTING A. Failure to Meet Requirements 1. Should the strengths shown by the test specimens made and tested in compliance with the previous provisions fall below the values given in Table 03300-1, the ENGINEER shall have the right to require changes in the mix design to apply to the remainder of the work. Furthermore, the ENGINEER shall have the right to require additional curing on those portions of the structure represented by the test specimens which failed. The cost of such mix design changes and additional curing shall be at no additional cost to the OWNER. In the event that such additional curing does not give the strength required, as evidenced by core and/or load tests, the ENGINEER shall have the right to require strengthening or replacement of those portions of the structure which fail to develop the required strength. The cost of all such core borings and/or load tests and any strengthening or concrete replacement required because strengths of test specimens are below that specified, shall be entirely at no additional cost to the OWNER. In such cases of failure to meet strength requirements the CONTRACTOR and ENGINEER shall confer to determine what adjustment, if any, can be made in compliance with Sections titled "Strength" and "Failure to Meet Strength Requirements" of ASTM C94. The "purchaser" referred to in ASTM C94 is the CONTRACTOR in this Section. 2. When the tests on control specimens of concrete fall below the specified strength, the ENGINEER will permit check tests for strengths to be made by means of typical cores drilled from the structure in compliance with ASTM C42 and C39. In the case of cores not indicating adequate strength, the ENGINEER, in addition to other recourses, may require, at no additional cost to the OWNER, load tests on 03300-18 City of Palo Alto House Hold Hazardous Waste Station Project any one of the slabs, beams, piles, caps, and columns in which such concrete was used. Tests need not be made until concrete has aged 60 days. 3. Should the 28-day strength of test cylinders fall below 60 percent of the required minimum 28 day strength, the concrete shall be rejected and shall be removed and replaced. B. Patching and Repairs 1. It is the intent of this Section to require quality work including adequate forming, proper mixture and placement of concrete and curing so completed concrete surfaces will require no patching. 2. Defective concrete as determined by the ENGINEER shall be repaired as specified in Section 03922 at no additional cost to the OWNER. 3. As soon as the forms have been stripped and the concrete surfaces exposed, fins and other projections shall be removed; recesses left by the removal of form ties shall be filled; and surface defects which do not impair structural strength shall be repaired. Clean all exposed concrete surfaces and adjoining work stained by leakage of concrete. 4. Immediately after removal of forms, remove plugs and break off metal ties. Promptly fill holes upon stripping as follows: Moisten the hole with water, followed by a 1/16-in brush coat of neat cement slurry mixed to the consistency of a heavy paste. Immediately plug the hole with a 1 to 1.5 mixture of cement and concrete sand mixed slightly damp to the touch (just short of "balling"). Hammer the grout into the hole until dense, and an excess of paste appears on the surface in the form of a spiderweb. Trowel smooth with heavy pressure. Avoid burnishing. 5. When patching exposed surfaces, the same source of cement and sand as used in the parent concrete shall be employed. Adjust color if necessary by addition of proper amounts of white cement. Rub lightly with a fine Carborundum stone at an age of 1 to 5 days if necessary to bring the surface down with the parent concrete. Do not damage or stain the surrounding parent concrete. Wash thoroughly to remove all rubbed matter. 3.04 SCHEDULE A. The following (Table 03300-3) are the general applications for the various concrete classes and design strengths: TABLE 03300-3 CONCRETE SCHEDULE Design Strength Class (psi) Description A 2,500 Concrete fill, duct and pipe encasements, and thrust blocks B 3,000 Concrete overlay slabs, pavements, sidewalk and curb 03300-19 City of Palo Alto House Hold Hazardous Waste Station Project D 5,000 Walls, footings, slabs on grade, suspended slab and beam systems, and all other structural concrete ***END OF SECTION*** 03350-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 03350 CONCRETE FINISHING PART 1 GENERAL 1.01 SUMMARY A. Section Includes: Concrete finishing and types of finishes B. Related Sections. See Related Sections for additional requirements applicable to this Section (typical). 1. Section 03100 – Concrete Forms and Accessories. 2. Section 03200 – Concrete Reinforcement. 3. Section 03300 – Cast-in-Place Concrete. 4. Section 09900 – Painting. 1.02 REFERENCES A. American Society for Testing and Materials (ASTM): 1. ASTM C33 - Standard Specification for Concrete Aggregates. 2. ASTM C309 – Specification for Liquid Membrane-Forming Compounds for Curing Concrete. B. Where reference is made to one of the above standards, the revision in effect at the time of bid opening shall apply. 1.03 SUBMITTALS A. Product Data: Submit to the ENGINEER, in accordance with Section 01300, product data showing materials of construction and details of installation for: 1. Concrete sealer: Submit confirmation that the sealer is compatible with other finishes that will be applied to the surfaces. 1.04 QUALITY ASSURANCE A. Pre-Installation Meetings 1. The CONTRACTOR shall make available at no additional cost to the OWNER, upon 72 hours notification, the services of a qualified field representative of the manufacturer of curing compound or sealer to instruct the user on the proper application of the product under prevailing job conditions. B. For concrete which will receive additional applied finishes or materials, the surface finish specified is required for the proper application of the specified manufacturer's products. Where alternate products are approved for use, determine if changes in finish are required and provide the proper finish to receive these products. 03350-2 City of Palo Alto House Hold Hazardous Waste Station Project C. Changes in finish made to accommodate products different from those specified shall be performed at no additional cost to the OWNER. Submit the proposed new finish and their construction methods to the ENGINEER for approval. PART 2 PRODUCTS 2.01 MATERIALS A. Concrete sealer shall comply with ASTM C309, Type 1, Class A or B. Concrete sealer shall be compliant with State of California VOC regulations. Concrete sealer shall be Spartan-Cote WB Cure-Seal Hardener by Burke Co., San Mateo, CA; Kure-N-Seal WB by Sonneborn, Minneapolis, MN; or equal. PART 3 EXECUTION 3.01 PREPARATION A. Formed Surfaces 1. Forms shall not be removed before the requirements of Section 03300 have been satisfied. 2. Exercise care to prevent damaging edges or obliterating the lines of chamfers, rustications or corners when removing the forms or performing any other work adjacent thereto. 3. Clean all exposed concrete surfaces and adjoining work stained by leakage of concrete. Surfaces to remain exposed showing white surface deposits (calcium carbonate, etc.) shall be cleaned of such deposits until a uniform gray color is achieved. 4. Cure concrete as specified in Section 03300, unless otherwise noted by the ENGINEER. Modify curing methods to be compatible with the written instructions of special concrete coating manufacturers. 03350-3 City of Palo Alto House Hold Hazardous Waste Station Project B. Slabs 1. Immediately after floor or slab placement, screed concrete to the grades and surfaces shown on the Drawings. Complete screeding before any excess moisture or bleeding water is present on the surface. a. Level floors and slabs to a tolerance of plus or minus 1/8-in when checked with a 10-ft straightedge placed anywhere on the slab in any direction. b. Pitch floors uniformly toward low points, sumps, or drains and as shown on the Drawings, such that there are no low spots left undrained. c. At dished floor drains, depress drain inlet one inch, and taper the one inch depression over a two foot radius, unless indicated otherwise. c. Failure to meet either of the above requirements shall be cause for removal, grinding, or other correction, as directed by the ENGINEER. 2. Immediately after final screeding, evenly sprinkle the surface with a dry cement/sand shake in the proportion of two sacks of portland cement to 350 lbs of coarse natural concrete sand at the rate of approximately 500 lbs /1,000 sq ft of floor. Do not sprinkle neat, dry cement on the surface. a. The application of the cement/sand shake may be eliminated at the discretion of the ENGINEER, if the base slab concrete exhibits adequate fattiness and homogeneity and the need is not indicated. 3. Immediately after sprinkling, bull float the surface, filling all surface voids and slightly embedding the coarse aggregate. 4. After bull floating, defer additional finishing operations until the concrete has stiffened sufficiently to sustain foot pressure with an indentation of not more than 1/4-in. 5. After all bleed water and excess moisture has left the surface, edge and joint concrete as specified or shown. a. Edge concrete sidewalks, driveways, and steps. b. Do not edge floor slabs that will be covered with tile or carpet unless noted on the Drawings. Slab edges at joints may be lightly stoned after forms are stripped and before adjacent placements are made in such areas. c. Place tooled joints using a straightedge at locations shown on the Drawings. d. Where acceptable to the ENGINEER, saw-cut contraction joints with a power blade 4 to 12 hours after slab placement and finishing. 6. Water shall not be used to supplement hand or power troweling. 03350-4 City of Palo Alto House Hold Hazardous Waste Station Project 3.02 CONSTRUCTION A. Rough-Form Finish 1. Immediately after stripping forms and before concrete has changed color, carefully remove all fins and projections. Clean surfaces of tie holes. 2. Promptly fill holes left by tie cones and repair defects as specified in Section 03100 and 03300. B. Sacked Finish 1. Provide rough-form finish as specified. While the wall is still damp apply a thin coat of medium consistency neat cement slurry by means of bristle brushes to provide a bonding coat within all pits, air holes or blemishes in the parent concrete. Avoid coating large areas of the finished surfaces with the slurry at one time. 2. Before the slurry has dried or changed color, apply a dry (almost crumbly) grout proportioned by volume and consisting of 1 part cement to 1-1/2 parts of clean masonry sand having a fineness modulus of approximately 2.3 and complying with the gradation requirements of ASTM C33 for such a material. Uniformly apply grout by means of damp pads of coarse burlap approximately 6-in square used as a float. Scrub grout into the pits and air holes to provide a dense mortar in all imperfections. 3. Allow the mortar to partially harden for 1 or 2 hours depending upon the weather. If the air is hot and dry, keep the wall damp during this period using a fine, fog spray. When the grout has hardened sufficiently so it can be scraped from the surface with the edge of a steel trowel without damaging the grout in the small pits or holes, cut off all that can be removed with a trowel. 4. Allow the surface to dry thoroughly and rub it vigorously with clean dry burlap to completely remove any dried grout. No visible film of grout shall remain after this rubbing. The entire cleaning operation for any area must be completed the day it is started. Do not leave grout on surfaces overnight. Allow sufficient time for grout to dry after it has been cut off with the trowel so it can be wiped off clean with the burlap. 5. On the day following the repair of pits, air holes and blemishes, the walls shall again be wiped off clean with dry, used pieces of burlap containing old hardened mortar which will act as a mild abrasive. After this treatment, there shall be no built-up film remaining on the parent surface. If, however, such a film is present, a fine abrasive stone shall be used to remove all such material without breaking through the surface film of the original concrete. Such scrubbing shall be light and sufficient only to remove excess material without changing the texture of the concrete. 6. A thorough wash-down with stiff bristle brushes shall follow the final bagging or stoning operation. No extraneous materials shall remain on the surface of the wall. The wall shall be sprayed with a fine fog spray periodically to maintain a continually damp condition for at least 3 days after the application of the repair grout. 03350-5 City of Palo Alto House Hold Hazardous Waste Station Project C. Floated Finish 1. Float the concrete surface when the water sheen has disappeared and the concrete has hardened sufficiently to support a power float without its digging into or disrupting the surface or a finisher and knee boards with no more than 1/4-in indentation. Start floating along walls and around columns, and in areas most exposed to sun or wind, and then move systematically across the surface leaving a matte finish. a. Power floats shall be heavy, revolving disk type power compacting machines capable of providing a 200 lb compaction force distributed over a 24-in diameter disk. b. Troweling machines equipped with float (shoe) blades that are slipped over the trowel blades may be used for floating. However, floating with a troweling machine equipped with normal trowel blades will not be permitted. The use of any floating or troweling machine, which has a water attachment for wetting the concrete surface during finishing, will not be permitted. c. In lieu of power floating, small areas may be hand floated. While the concrete is still green, but sufficiently hardened to support a finisher and kneeboards with no more than 1/4-in indentation, wood float the surface to a true, even plane with no coarse aggregate visible. Use sufficient pressure on the wood floats to bring moisture to the surface. 2. Restore edging or jointing removed by floating. Maintain joint uniformity and line. D. Broom Finish 1. Screed and float concrete slabs as specified in the preceding paragraphs. When the concrete has stiffened sufficiently to maintain small surface indentations, draw a bristle broom lightly across the surface in the direction of drainage, or, in the case of walks and stairs, perpendicular to the direction of traffic to provide a non-slip surface. E. Steel Trowel Finish 1. Screed and float concrete as described in the preceding paragraphs. Immediately after floating, steel trowel to a perfectly smooth hard even finish free from high or low spots or other defects. Provide a minimum of two trowelings unless otherwise specified or noted. For surfaces to receive the traffic-bearing or other special coatings, trowel the surface to meet the recommendations of the coating manufacturer for best performance of their products. Complete the first troweling keeping the trowel blade as flat against the surface as possible. Increase the pitch or tilt between the trowel blade and the surface for each successive troweling. Permit the concrete to harden slightly between successive trowelings. 2. Restore edging or jointing removed by floating. Maintain joint uniformity and line. F. Broom Finish on Basin Slabs with Concrete Fill Overlay 1. Screed and rough-finish slabs to grades. Provide a broomed finish with grooves aligned toward drain. Finishing tolerance shall be plus or minus 1/4-in when checked with a 10-ft straightedge. 03350-6 City of Palo Alto House Hold Hazardous Waste Station Project 2. Before placing grout, clean surface of debris, dust, and loose concrete, and prepare as indicated in Section 03600. G. Concrete Sealer 1. Prepare and seal surfaces indicated to receive a sealer as follows: a. Finish concrete as specified in the preceding paragraphs and as scheduled herein. Surface conditions before application shall conform to the recommendations of the sealer manufacturer. b. Newly Placed Concrete: Surface must be sound and properly finished. Surface is application-ready when it is damp but not wet and can no longer be marred by walking worker. c. Newly-Cured Bare Concrete: Level any spots gouged out by trades. Remove all dirt, dust, droppage, oil, grease, asphalt and foreign matter. Cleanse with caustics and detergents as required. Rinse thoroughly and allow to dry to the conditions recommended by the sealer manufacturer. d. Aged Concrete: Restore surface soundness by patching, grouting, filling cracks and holes, etc. Surface must also be free of any dust, dirt and other foreign matter. Use power tools and/or strippers to remove any incompatible sealers or coatings. Cleanse as required, following the procedure indicated under cured concrete. e. Methods: Comply with the manufacturer’s recommendations to apply sealer so as to form a continuous, uniform film by spray, soft-bristle pushbroom, long-nap roller or lambswool applicator. f. Applications: 1) Two coats are required for curing concrete. Apply first coat evenly and uniformly as soon as possible after final finishing at the rate of 200 to 400 sq ft per gallon. Apply second coat when all trades are completed and structure is ready for occupancy at the rate of 400 to 600 sq ft per gallon. 2) Two coats are required to meet guarantee and to seal and dustproof. For sealing new concrete, both coats shall be applied full-strength. On aged concrete, when renovating, dustproofing and sealing, the first coat should be thinned 10 to 15 percent with reducer per manufacturer's directions. 3.03 APPROVAL OF FINISHES A. All concrete surfaces, when finished, will be inspected by the ENGINEER. B. Surfaces which do not meet the requirements in this Section shall be refinished or reworked. C. After finishing horizontal surfaces, regardless of the finishing procedure specified, the concrete shall be cured in compliance with Section 03300 unless otherwise directed by the ENGINEER. 03350-7 City of Palo Alto House Hold Hazardous Waste Station Project 3.04 SCHEDULES A. Concrete shall be finished as specified either to remain as natural concrete or to receive an additional applied finish or material under another Section. B. Concrete for the following conditions shall be finished as noted on the Drawings. If not noted on the Drawings concrete shall be finished as follows: 1. Concrete to receive dampproofing or waterproofing: Rough-form finish. See Paragraph 3.02A. 2. Concrete not exposed to view in the finished work, and not scheduled to receive an additional applied finish or material: Rough-form finish. See Paragraph 3.02A. 3. Exterior vertical concrete above grade exposed to view (and to 12-in below grade): Sacked finish. See Paragraph 3.02B. 4. Interior overhead and vertical concrete exposed to view except in water containment areas and except where scheduled to be painted: Sacked finish. See Paragraph 3.02B. 5. Interior overhead and vertical concrete exposed to view and scheduled to be painted: Rough-form finish. See paragraph 3.02A. 6. Vertical and overhead concrete in water containment areas: Sacked finish on surfaces exposed to view and extending to two feet below normal operating water level; rough-form finish on remainder of submerged areas. See Paragraphs 3.02B and 3.02A. 7. Interior or exterior horizontal concrete exposed to view and not scheduled to receive an additional finish: steel-trowel finish. See Paragraph 3.02E. 8. Concrete for exterior walks, interior and exterior stairs: Broomed finish perpendicular to direction of traffic. See Paragraph 3.02D. 9. Concrete slabs on which process liquids flow or in contact with sludge: Steel trowel finish. See Paragraph 3.02E. 10. Concrete to receive floor sealer: See Paragraph 3.02G. 11. Concrete to receive an applied coating: Refer to manufacturer’s written directions and on-site direction by manufacturer’s representative. ***END OF SECTION*** DIVISION 5 METALS 05120-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 05120 STRUCTURAL STEEL PART 1 GENERAL 1.01 SUMMARY A. Section Includes: 1. Structural steel shapes and plates. 2. Structural tube. 3. Welding. 4. Structural steel accessories. B. Related Sections. See Related Sections for additional requirements applicable to this Section (typical). 1. Section 05500 – Metal Fabrications. 2. Section 09900 – Painting. 1.02 REFERENCES A. American Institute of Steel Construction (AISC): 1. Code of Standard Practice for Structural Steel Buildings and Bridges (AISC 303) 2. Specification for Structural Steel Buildings (ANSI/AISC 360-05) 3. Steel Construction Manual, Thirteenth Edition B. American Society for Testing and Materials (ASTM): 1. ASTM A36 - Standard Specification for Carbon Structural Steel 2. ASTM A53 - Standard Specification for Pipe, Steel, Black and Hot-Dipped, Zinc-Coated, Welded and Seamless 3. ASTM A123 - Standard Specification for Zinc (Hot-Dipped Galvanized) Coatings on Iron and Steel Products 4. ASTM A153 - Standard Specification for Zinc Coating (Hot-Dip) on Iron and Steel Hardware 5. ASTM A307 - Standard Specification for Carbon Steel Bolts and Studs, 60,000 psi Tensile Strength 6. ASTM A325 - Standard Specification for Structural Bolts, Steel, Heat Treated, 120/105 ksi Minimum Tensile Strength 7. ASTM A500 - Standard Specification for Cold-Formed Welded and Seamless Carbon Steel Structural Tubing in Rounds and Shapes 05120-2 City of Palo Alto House Hold Hazardous Waste Station Project 8. ASTM A992 – Standard Specification for Structural Steel Shapes. 9. ASTM B695 - Standard Specification for Coatings of Zinc Mechanically Deposited on Iron and Steel. 10. ASTM F1554 – Standard Specification for Anchor Bolts, Steel, 36, 55, and 105-ksi Yield Strength. C. American Welding Society (AWS): 1. AWS A5.1 - Specification for Carbon Steel Electrodes for Shielded Metal Arc Welding. 2. AWS D1.1 - Structural Welding Code Steel. D. Research Council on Structural Connections of the Engineering Foundation (RCSCEF): 1. Specification for Structural Joints using ASTM A325 or ASTM A490 Bolts. E. Where reference is made to one of the above standards, the revision in effect at the time of bid opening shall apply. 1.03 SUBMITTALS A. Shop Drawings 1. Submit to the ENGINEER erection drawings, detailed shop drawings, schedules and data for all structural steel. Approval will be for strength only and shall not relieve the CONTRACTOR of responsibility for proper fit of members, of connections not detailed on the Drawings, or for supplying all material required by the Contract Documents. Mark numbers painted on the shop assembled pieces of steel shall be the same mark numbers used on the detailed shop and erection drawings. B. Quality Assurance/Control Submittals 1. Certified mill test reports for the structural steel and the bolting materials. 2. Certifications that welders are qualified, in accordance with AWS D1.1 for each process, position, and joint configuration, on the shop and field welding procedures to be used. 3. Written Welding Procedure Specifications (WPS’s) in accordance with AWS D1.1 for each different welded joint proposed for use whether prequalified or qualified by testing. 4. Electrode manufacturer data. 05120-3 City of Palo Alto House Hold Hazardous Waste Station Project 1.04 QUALITY ASSURANCE A. Structural steel shall be in accordance with the AISC Code of Standard Practice for Structural Steel Buildings and Bridges and the Specification for Structural Steel Buildings, unless otherwise specified herein. B. Welding shall be done by certified welders and shall be in accordance with AWS D1.1 unless otherwise specified herein or in the AISC Standard. 1. WPS’s for each joint type shall indicate proper AWS qualification and be available where welding is performed. 1.05 DELIVERY, STORAGE AND HANDLING A. Deliver materials promptly so as to cause no delay with other parts of the work. B. Store materials on skids and not on the ground. Pile and block materials so that they will not become bent or otherwise damaged. Do not allow metals to stain concrete. C. Handle materials with cranes or derricks as far as practicable. Do not dump steel off cars or trucks nor handle in any other manner likely to cause damage. PART 2 PRODUCTS 2.01 MATERIALS A. Structural wide flange shapes: ASTM A992. B. Other structural shapes, plates, rods and bars unless otherwise noted: ASTM A36. C. Structural tube: ASTM A500, Grade B. D. Structural pipe: ASTM A53, Type S, Grade B. E. Welding electrodes: AWS A5.1, E70XX. F. High strength steel bolts, nuts and washers: ASTM A325, unless noted otherwise. G. Cast-in anchor bolts: ASTM F1554, Grade A36 minimum. H. Shop primer: As specified in Section 09910. I. Galvanizing: Zinc with 0.05 percent (minimum) nickel added. J. Galvanized surface primer: 95 percent zinc dust, organic vehicle primer. 2.02 FABRICATION A. Match-mark materials for field assembly. Ream unmatched holes in shop assembly of field connections. Reject and replace with new pieces any piece weakened by reaming to a point where the strength of the joint is impaired. B. Welding of parts shall be done only where shown on the Drawings or specified herein and by welders and welding operators qualified for the procedures used. 05120-4 City of Palo Alto House Hold Hazardous Waste Station Project 2.03 FINISHES A. Prepare and shop prime paint non-galvanized members as specified in Section 09900. Do not prime paint faying surfaces of slip critical connections. Where fireproofing is indicated on the Drawings, do not shop prime paint steel. B. Galvanize members and their attachments exposed in whole or part to the weather. Galvanize other members as indicated on the Drawings. Galvanizing shall be done after fabrication and in accordance with ASTM A123. Hardware galvanizing shall be in accordance with ASTM A153. Thoroughly clean, pickle, flux and immerse members in bath of molten zinc until their temperature becomes the same as the bath. Coating shall be 2-oz per sq ft. 2.04 FABRICATION FOR ARCHITECTURALLY EXPOSED STRUCTURAL STEEL (AESS) A. Fabricate and assemble AESS in the shop to the greatest extent possible. Locate field joints in AESS assemblies at concealed locations or as approved by the ENGINEER. Detail AESS assemblies to minimize field handling and expedite erection. B. Fabricate AESS with exposed surfaces smooth and square. Use special care in handling and shipping of AESS both before and after shop painting. C. In addition to special care used to handle and fabricate AESS, employ the following fabrication techniques. 1. Fabrication Tolerance: Fabricate steel to one half the normal tolerance as specified in the Code of Standard Practice section 10. 2. Welds ground smooth: Fabricator shall grind welds of AESS smooth. For groove welds, the weld shall be made flush to the surfaces each side and be within + 1/16", -0" of plate thickness. 3. Contouring and blending of welds: Where fillet welds are indicated to be ground contoured, or blended, oversize welds as required and grind to provide a smooth transition. 4. Continuous Welds: Where welding is noted on the Drawings, provide continuous welds of a uniform size and profile. 5. Minimize Weld Show Through: At locations where welding on the far side of an exposed connection occurs, grind distortion and marking of the steel to a smooth profile with adjacent material. 6. Coping and Blocking Tolerance: Maintain a uniform gap of 1/8" ± 1/32 at all copes and blocks. 7. Joint Gap Tolerance: Maintain a uniform gap of 1/8" ± 1/32 8. Piece Marks Hidden: Fabricate such that piece marks are fully hidden in the final structure or made with such media to permit full removal after erection. 9. Mill Mark Removal: Fabricator shall deliver steel with no mill marks (stenciled, stamped, raised etc) in exposed locations. Mill marks shall be omitted by cutting of mill material to appropriate lengths where possible. Where not possible, the fabricator may fill and/or grind to a surface finish satisfactory to the ENGINEER. 05120-5 City of Palo Alto House Hold Hazardous Waste Station Project 10. Grinding of sheared edges: Fabricator shall grind all edges of sheared, punched or flame cut steel. PART 3 EXECUTION 3.01 INSTALLATION A. Furnish and install temporary bracing to provide stability during erection and to prevent distortion or damage to the framing due to wind, seismic, or erection forces. Remove temporary bracing when erection is complete. B. Use drift pins only to bring members into position and not to enlarge or distort holes. C. Make all steel to steel connections by high strength bolting except where field welding is shown or specified. Provide not less than two 3/4-in bolts per connection and use not less than 1/4-in thick clip angles. D. Tighten bolted connections designated as bearing-type connections to the snug tight condition. Tighten all other bolted connections to full pretension by turn-of-nut or calibrated wrench tightening. E. Field welding shall be done only where shown or specified and only by welders qualified for the procedures used. Weld only in accordance with approved WPS’s which are to be available to welders and inspectors during the production process. No welding shall be done when surfaces are wet, exposed to rain or wind, or when welders are exposed to inclement conditions that will hamper good workmanship. F. Each bolting crew and welder shall be assigned an identification mark. This mark shall be made at each completed connection with a paint stick. G. After erection, prime paint abrasions, field welds and unprimed surfaces, using shop primer except surfaces designated to be unpainted or surfaces in contact with concrete. H. After erection, prime paint abrasions and field welds on galvanized surfaces with galvanized surface primer. 3.02 FIELD QUALITY CONTROL A. The CONTRACTOR shall allow the ENGINEER free access to the work. Notify the ENGINEER in writing 4 working days in advance of high strength bolting or field welding operations. B. High strength bolting will be inspected visually. All high strength bolts shall have the turned portion marked with reference to the steel being connected after the nut has been made snug and prior to final tightening. Retighten rejected bolts or remove and provide new bolts. In cases of disputed bolt installations, the bolts in question shall be checked using a calibrated wrench certified by an independent testing laboratory approved by the ENGINEER. The certification shall be at no additional cost to the OWNER. C. Field welding will be inspected visually and by non-destructive testing by AWS certified welding inspectors provided by an Independent Testing Agency. This work will be paid for by the OWNER. Testing procedures will include ultrasonic testing. Comply with all requests of inspectors to correct deficiencies. D. The fact that steel work has been accepted at the shop and mill will not prevent its final rejection at the site, before or after erection, if it is found to be defective. 05120-6 City of Palo Alto House Hold Hazardous Waste Station Project E. Remove rejected steel work from the site within 10 working days after notification of rejection. ***END OF SECTION*** 05500-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 05500 METAL FABRICATIONS PART 1 GENERAL 1.01 SUMMARY A. Section Includes: 1. Anchors, bolts, and fastening devices. 2. Miscellaneous steel. 3. Miscellaneous stainless steel. 4. Miscellaneous aluminum. B. Related Sections. See Related Sections for additional requirements applicable to this Section (typical). 1. Section 03250 – Concrete Joints and Joint Accessories. 2. Section 05120 – Structural Steel. 3. Section 09900 – Painting. 1.02 REFERENCES A. Aluminum Association (AA): 1. ASD-1 Aluminum Standards and Data. 2. Specifications for Aluminum Structures. B. American Institute of Steel Construction (AISC): 1. Manual of Steel Construction – Thirteenth Edition. C. American Society for Testing and Materials (ASTM): 1. ASTM A36 - Standard Specification for Carbon Structural Steel. 2. ASTM A53 - Standard Specification for Pipe, Steel, Black and Hot-Dipped, Zinc-Coated, Welded and Seamless. 3. ASTM A108 - Standard Specification for Steel Bars, Carbon, Cold Finished, Standard Quality. 4. ASTM A123 - Standard Specification for Zinc (Hot-Dip Galvanized) Coatings on Iron and Steel Products. 5. ASTM A153 - Standard Specification for Zinc Coating (Hot-Dip) on Iron and Steel Hardware. 05500-2 City of Palo Alto House Hold Hazardous Waste Station Project 6. ASTM A167 - Standard Specification for Stainless and Heat-Resisting Chromium-Nickel Steel Plate, Sheet and Strip. 7. ASTM A193 - Standard Specification for Alloy-Steel and Stainless Steel Bolting Materials for High-Temperature Service. 8. ASTM A276 - Standard Specification for Stainless Steel Bars and Shapes. 9. ASTM A283 - Standard Specification for Low and Intermediate Tensile Strength Carbon Steel Plates. 10. ASTM A307 - Standard Specification for Carbon Steel Bolts and Studs, 60,000 Psi Tensile Strength. 11. ASTM A312 – Specification for Seamless and Welded Austenitic Stainless Steel Pipe. 12. ASTM A325 - Standard Specification for Structural Bolts, Steel, Heat Treated, 120/105 ksi Minimum Tensile Strength. 13. ASTM A366 - Standard Specification for Steel, Sheet, Carbon, Cold-Rolled, Commercial Quality. 14. ASTM A500 - Standard Specification for Cold-Formed Welded and Seamless Carbon Steel Structural Tubing in Rounds and Shapes. 15. ASTM A563 - Standard Specification for Carbon and Alloy Steel Nuts. 16. ASTM A992 – Standard Specification for Structural Steel Shapes. 17. ASTM F436 - Standard Specification for Hardened Steel Washers. 18. ASTM F594 - Standard Specification for Stainless Steel Nuts. 19. ASTM F1554 – Standard Specification for Anchor Bolts, Steel, 36, 55, and 105-ksi Yield Strength. D. American National Standards Institute (ANSI): 1. ANSI B18.22.1 - Plain Washers. E. American Welding Society (AWS): 1. AWS D1.1 - Structural Welding Code – Steel. 2. AWS D1.2 - Structural Welding Code – Aluminum. 3. AWS D1.6 - Structural Welding Code - Stainless Steel. 4. AWS A2.0 - Standard Welding Symbols. F. Society for Protective Coatings (SSPC): 1. SSPC SP-1 - Surface Preparation Specification No. 1 Solvent Cleaning. 2. SSPC SP-2 - Surface Preparation Specification No. 2 Hand Tool Cleaning. 05500-3 City of Palo Alto House Hold Hazardous Waste Station Project 3. SSPC SP-3 - Surface Preparation Specification No. 3 Power Tool Cleaning. 4. SSPC SP-6 - Surface Preparation Specification No. 6 Commercial Blast Cleaning. 5. SSPC SP-10 - Surface Preparation Specification No. 10 Near-White Blast Cleaning. 1.03 SUBMITTALS A. Prior to fabrication, submit to the ENGINEER, in accordance with Section 01300, shop drawings, erection or setting drawings, product data, etc, showing methods of assembly, anchorage and connection to other members. Indicate welded connections in accordance with AWS A2.0. Shop drawings are required for all items included under this Section. B. Metal fabrication submittals greater than 30 sheets will take longer than 30 days for review by the ENGINEER. C. Submit samples as requested by the ENGINEER during the course of construction. 1.04 QUALITY ASSURANCE A. Coordinate completely the work of this Section with the work of other Sections. Verify at the site both the dimensions and work of other trades adjoining items of work before fabrication and installation of the items specified. B. Furnish to the pertinent trades all items that are to be built into the work of other Sections. C. Field welding shall be done by certified welders and shall be in accordance with the appropriate AWS Specification. 1. Qualify welders in accordance with the appropriate AWS for each process, position, and joint configuration. 2. WPS’s for each joint type shall indicate proper AWS qualification and be available where welding is performed. 1.05 DELIVERY, STORAGE AND HANDLING A. Deliver items to be incorporated into the work of other trades in sufficient time to be checked prior to installation. B. Delivery anchorage devices with setting drawings, templates and instructions for installation. C. Store delivered items off the ground and protected from dirt and weather. D. Repair items which have become damaged or corroded to the satisfaction of the ENGINEER prior to incorporating them into the work. PART 2 PRODUCTS 2.01 MATERIALS A. Steel 05500-4 City of Palo Alto House Hold Hazardous Waste Station Project 1. Structural steel wide flange shapes: ASTM A992. 2. Other structural steel shapes, plates, bars and rods: ASTM A36. 3. Steel sheets: ASTM A366. 4. Welded and seamless steel pipe: ASTM A53, Type S, Grade B Schedule 40. Use standard malleable iron fittings, galvanized for exterior work. 5. Welded and seamless rectangular steel tubing: ASTM A500, Grade B. 6. Cast-in anchor bolts: ASTM F1554, Grade 36. 7. High strength bolts, nuts and washers for structural steel: a. Elevated temperature exposures: ASTM A325, Type I. b. General application: ASTM A325, Type I or II. 8. Headed Anchor Studs: Nelson Type H4L or S3L by Nelson Stud Welding Company or equal. 9. Welding Materials AWS D1.1. 10. Galvanizing: a. General: ASTM A123. b. Hardware: ASTM A153. c. Assembled steel products: ASTM A123. 11. Shop and Touch-up Primer: SSPC Paint 15 Type I red oxide. B. Stainless Steel 1. Plates, bars and structural shapes: a. Exterior, submerged or industrial use: ASTM A167, Type 316. b. Interior and architectural use: ASTM A167, Type 304. 2. Pipes: ASTM A312. 3. Bolts, nuts and washers ASTM: A276, Type 316 or Type 304. C. Aluminum Framing 1. Aluminum structural shapes and plates: Alloy 6061-T6. 2. Extruded aluminum pipe: Alloy 6063-T6. 3. Stainless steel fasteners: ASTM A276, Type 316 or Type 304. D. Anchors, Bolts, and Fastening Devices 05500-5 City of Palo Alto House Hold Hazardous Waste Station Project 1. Furnish anchors, bolts, fasteners, etc, as necessary for installation of the work or for securing the work of other Sections to in-place construction. 2. The bolts used to attach the various members to the anchors shall be the sizes shown or required. Attach aluminum and stainless steel to concrete or masonry by means of stainless steel bolts. Attach iron or steel with steel bolts unless otherwise specifically noted. 3. Bolt heads and nuts shall be hex type unless noted otherwise. 4. For structural purposes, unless otherwise noted, drilled-in concrete anchors shall be adhesive type or expansion type anchor bolts. Drilled-in anchors shall have ICC certified permissible values. a. Concrete adhesive anchors shall be a two-part stud and cartridge resin anchoring system certified for use in cracked concrete. Stud assembly spacing and minimum embedment shall be as shown on the Drawings. The assembly shall include all-thread anchor rod with nut and washer, or deformed reinforcing steel complying with the requirements of Section 03200. Provide manufacturer’s recommended drive units and adaptors for installing studs. Install anchors in full compliance with the manufacturer’s recommendations. Adhesive anchors for use in concrete shall be Hilti HIT-RE 500-SD by Hilti, Inc., Tulsa, OK; Epcon G5 by ITW Red Head, Addison, Illinois; Simpson SET-XP by Simpson Strong-Tie Company, Inc., Pleasanton, CA; or approved equal. b. Concrete expansion anchors shall be wedge type anchors certified for use in cracked concrete. Type 316 stainless steel expansion anchors shall be used where they will be submerged or exposed to the weather or where stainless steel expansion anchors are required. Zinc plated carbon steel anchors shall be used at all other locations, unless noted otherwise. When the length or embedment of the bolt is not noted on the Drawings, provide length sufficient to place the wedge and expansion sleeve portion of the bolt at least 1-in behind the reinforcing steel within the concrete. Install anchors in full compliance with the manufacturer’s recommendations. Expansion anchors for use in concrete shall be Hilti, Kwik-Bolt TZ by Hilti, Inc., Tulsa, OK; Simpson Strong-Bolt Wedge Anchor for Cracked and Uncracked Concrete by Simpson Strong-Tie Company, Inc., Pleasanton, CA; Redhead Trubolt + Wedge Anchor by ITW Red Head, Addison, Illinois; or approved equal. c. Masonry adhesive anchors shall be Hilti HIT HY 150 MAX by Hilti, Inc., Tulsa, OK; Simpson SET by Simpson Strong-Tie Company, Inc., Pleasanton, CA; or approved equal. d. Masonry expansion anchors shall be Hilti Kwik-Bolt 3 by Hilti, Inc., Tulsa, OK; Simpson Wedge-All Anchors by Simpson Strong-Tie Company, Inc., Pleasanton, CA; or approved equal. 5. Headed anchor studs shall be flux ended, welded to plates or other embeds as shown on the Drawings. Studs shall be made from cold drawn steel Grades C-1010 through C-1020 per ASTM A108 and shall be welded per the manufacturer's recommendations. Headed anchor studs shall be Nelson Stud Welding Company, Loraine, OH - Type H4L or S3L, or equal. 2.02 FABRICATION 05500-6 City of Palo Alto House Hold Hazardous Waste Station Project A. Form all miscellaneous metal work true to detail, with clean, straight, sharply defined profiles, and smooth surfaces of uniform color and texture. Provide fabrications free from defects impairing strength or durability. Drill or punch holes and smooth edges. Ease exposed edges to a small, uniform radius. Fabricate supplementary pieces necessary to complete each item though such pieces are not definitely shown or specified. B. Supply components required for anchorage of fabrications. Connections and accessories shall be of sufficient strength to safely withstand stresses and strains to which they will be subjected. Steel accessories and connections to steel or cast iron shall be steel, unless otherwise specified. Threaded connections shall be made so that the threads are concealed by fitting. C. Welded joints shall be rigid and continuously welded or spot welded as specified or shown. Dress the face of welds flush and smooth. Continuously weld and grind smooth welds that will be exposed. Exposed joints shall be close fitting and jointed where least conspicuous. Conceal fastenings where practical. Punch or drill for temporary field connections and for attachment of the work of other trades. D. Welding of parts shall be in compliance with the latest edition of the AWS structural welding code for steel (D1.1); aluminum (D1.2) or stainless steel (D1.6) as appropriate, and shall only be done where shown, specified, or permitted by the ENGINEER. Welding shall be performed only by welders certified to perform the required welding in compliance with the requirements of the AWS Code. Component parts of built-up members to be welded shall be adequately supported and clamped or held by other adequate means to hold the parts in proper relation for welding. E. Castings shall be of good quality, strong, tough, even-grained, smooth, free from scale, lumps, blisters, sand holes and defects of any kind which render them unfit for the service for which they are intended. Thoroughly clean castings. Castings may be subjected to a hammer inspection in the field by the ENGINEER. All finished surfaces shown on the Drawings and/or specified herein shall be machined to a true plan surface allowing pieces to seat at all points without rocking. Make allowances in the patterns so that thicknesses specified or shown will not be reduced in obtaining finished surfaces. Castings will not be acceptable if the actual weight is less than 95 percent of the theoretical weight computed from the dimensions shown. Provide facilities for weighing castings in the presence of the ENGINEER and show true weights, certified by the supplier. F. Shop painting will not be required for galvanized metal, stainless steel, aluminum, copper, brass and bronze unless specifically specified. G. Thoroughly clean steel fabrications of all loose mill scale, rust, grease or oil, moisture, dirt, or other foreign matter. 1. Remove scale, rust and other deleterious materials before shop coat of paint is applied. 2. Clean off heavy rust and loose mill scale in accordance with SSPC SP-2, SSPC SP-3 or SSPC SP-6. 3. Remove oil, grease and similar contaminants in accordance with SSPC SP-1. H. Fabricate miscellaneous aluminum shapes and plates as shown. Furnish welded and mitered angle frames and other fabrications complete with welded anchors attached. Structural shapes and extruded items shall comply with the dimensions on the Drawings within the tolerances published by the Aluminum Association. Weld aluminum work on 05500-7 City of Palo Alto House Hold Hazardous Waste Station Project the unexposed side when possible in order to prevent pitting or discoloration of exposed aluminum surfaces. 2.03 FINISHES A. Steel 1. Items in areas which are not exposed to weather or moisture, shall have exposed surfaces painted with a shop coat of primer compatible with the finish coatings specified in Section 09900, after fabrication but before shipping. Apply two shop coats of primer to surfaces that will be inaccessible after erection. a. Remove scale, rust and other deleterious material before shop coat of paint is applied. Clean off heavy rust and loose mill scale in accordance with SSPC-2, SSPC-3 or SSPC-6. Remove oil, grease and similar contaminants in accordance with SSPC SP-1. b. Immediately after surface preparation, brush or spray on metal primer paint, applied in accordance with manufacturer's instructions and at rate to provide a uniform dry film thickness of 3.0 mils per coat applied. Use painting methods which will result in full coverage of joints, corner, edges and all exposed surfaces. c. As soon as possible after erection, touch up any scraped, abraded or unpainted surfaces using primer as specified for shop coats. 2. Items exposed to weather, submerged in water or subject to splashing, or located in corrosive environments shall be hot dip galvanized after fabrication unless otherwise noted on the Drawings or specified. a. Following all manufacturing operations, items to be galvanized shall be thoroughly cleaned, pickled, fluxed and completely immersed in a bath of molten zinc. The resulting coating shall be adherent and shall be the normal coating to be obtained by immersing the items in a bath of molten zinc and allowing them to remain in the batch until their temperature becomes the same as the bath. Coating shall be not less than 2 oz/sq ft of surface. b. Where field welding of galvanized material is necessary, welds shall be wire brushed clean and immediately regalvanized in the field using galvanizing compound or coating. Materials shall comply with local regulations controlling use of volatile organic compounds. B. Stainless Steel 1. Mill Finish C. Aluminum 1. All exposed aluminum surfaces shall have fabricator's standard mill finish unless otherwise specified. PART 3 EXECUTION 3.01 INSTALLATION - GENERAL 05500-8 City of Palo Alto House Hold Hazardous Waste Station Project A. Install all items finished except items to be embedded in concrete which shall be installed under Division 3. B. Items to be attached to concrete after such work is completed shall be installed in compliance with the details shown. Furnish to appropriate trades all anchors, sockets, or fastenings required for securing work to other construction. C. Set metal work level, true to line and plumb as indicated. D. Weld field connections and grind smooth where practicable. Clean and strip primed, steel items to bare metal where site welding is required. Conceal fastenings where practicable. 1. Weld only in accordance with approved WPS’s which are to be available to welders and inspectors during the production process. E. Secure metal to wood with lag screws or bolts, of adequate size, with appropriate washers and nuts. F. Touch-up abrasions to finish or primer coatings immediately after erection and prior to both final coating and final acceptance. G. Break contact between dissimilar metals as shown on the Drawings or as specified in Paragraph 3.01H below. H. Field-apply coatings for installation of metal fabrications according to the following schedule. (For embedded items, coat the embed.) 1. All steel surfaces in contact with exposed concrete shall receive a protective coating of an approved heavy bitumastic troweling mastic applied in compliance with the manufacturer's instructions prior to installation. 2. Where aluminum contacts a dissimilar metal, apply a heavy brush coat of zinc-chromate primer followed by two coats of aluminum metal and masonry paint to the dissimilar metal. 3. Where aluminum contacts concrete, apply a heavy coat of zinc chromate primer to the surface of the aluminum. 4. Where aluminum contacts wood, apply two coats of aluminum metal and masonry paint to the wood. 3.02 FIELD QUALITY CONTROL - INSPECTION A. Notify the ENGINEER in writing 4 working days in advance of high strength bolting or field welding operations. B. High strength bolting will be inspected visually. All high strength bolts shall have the turned portion marked with reference to the steel being connected after the nut has been made snug and prior to final tightening. Retighten rejected bolts or remove and provide new bolts. In cases of disputed bolt installations, the bolts in question shall be checked using a calibrated wrench certified by an independent testing laboratory approved by the ENGINEER. The certification shall be at no additional cost to the OWNER. C. Field welding will be inspected visually and by non-destructive testing by AWS certified welding inspectors provided by an Independent Testing Agency. This work will be paid for by the OWNER. Testing procedures will include ultrasonic testing. CONTRACTOR shall comply with all requests of inspectors to correct deficiencies. 05500-9 City of Palo Alto House Hold Hazardous Waste Station Project D. The fact that steel work has been accepted at the shop and mill will not prevent its final rejection at the site, before or after erection, if it is found to be defective. E. Remove rejected steel work from the site within 10 working days after notification of rejection. ***END OF SECTION*** DIVISION 9 FINISHES 09900-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 09900 ARCHITECTURAL PAINTING PART 1 GENERAL 1.01 SUMMARY A. Provide painting for all Architectural elements relating to the building’s structure and envelope as shown on the Drawings and specified herein. The type of material to be used and the number of coats to be applied are listed in the "Painting Schedule" in Part 3.00 of this Section of these Specifications. The term "paint", as used herein, included enamels, epoxies, paints, sealers, fillers, emulsions, and other coatings, whether used as prime, intermediate, or finish coats. 1.02 RELATED WORK A. Surface Preparation and Shop Prime Painting for equipment is included in Sections 09901 of these specifications. B. Field Painting for equipment is and 09902 of these specifications. 1.03 GENERAL REQUIREMENTS A. This Section shall be performed in accordance with the General Conditions, Supplementary Conditions and all Sections in Division 1 of these Specifications. These documents must be read with the other Contract Documents and Sections as a whole to complete the intent of the contract. 1.04 SUBMITTALS A. The CONTRACTOR shall submit to the ENGINEER, as provided in Sections 01300 and 01340, reports of tests of individual materials to indicate that the materials meet these specifications, prior to the materials being used in the Work. 1.05 AIR POLLUTANT CONTROL REQUIREMENTS A. VOC Limits: 1. Architectural paints and coatings shall comply with VOC limits in Table 1 of the ARB Architectural Coatings Suggested Control Measure, as shown in Table 5.504.4.3 of the 2010 California Green Building Standards Code, unless more stringent local limits apply. 2. The VOC content limit for coatings that do not meet the definitions for the specialty coatings categories listed in Table 5.504.4.3 shall be determined by classifying the coating as a Flat, Nonflat or Nonflat-High Gloss coating, based on its gloss, as defined in Subsections 4.21, 4.36 and 4.37 of the 2007 California Air Resources Board, Suggested Control Measure, and the corresponding Flat, Nonflat or Nonflat-High Gloss VOC limit in Table 5.504.4.3 shall apply. B. Aerosol Paints and Coatings. 1. Aerosol paints and coatings shall meet the PWMIR Limits for ROC in Section 94522(a)(3) and other requirements, including prohibitions on use of certain toxic compounds and ozone depleting substances, in Sections 94522(c)(2) and (d)(2) of California Code of Regulations, Title 17, commencing with Section 94520; and in areas 09900-2 City of Palo Alto House Hold Hazardous Waste Station Project under the jurisdiction of the Bay Area Air Quality Management District additionally comply with the percent VOC by weight of product limits of Regulation 8 Rule 49. 1.05 MOCK-UPS A. Full-coat finish Sample of each type of coating, color, and substrate, applied where directed. 1.06 PROJECT CONDITIONS A. The General CONTRACTOR is responsible to ensure all materials used in this Section meet current California V.O.C. (volatile organic compounds/chemicals) Regulations. The ENGINEER shall be immediately notified of all V.O.C. conflicts. Work shall not proceed until conflicts are resolved. 1.07 EXTRA STOCK A. Upon completion of this portion of the Work, deliver to the OWNER an extra stock of one gallon of each color and gloss used in each coating material used, with all such extra stock tightly sealed in clearly labeled containers. PART 2 PRODUCTS 2.01 PAINT MATERIALS A. Manufacturer: 1. All paint materials selected for coating systems for each type of surface shall be the product of a single manufacturer. 2. Paint materials listed herein, unless otherwise designated in the "Painting Schedule", are the product of Kelly Moore and require no further approval as to manufacturer or catalog number. 3. Equivalent products of other major paint manufacturers may be used subject to approval by the ENGINEER of the materials list and manufacturers' recommendations required to be submitted under Article 1.03 above. Equivalent product manufacturers must provide a manufacturers product reference guide demonstrating the equivalence of the product substituted to the one specified. B. Compatibility: 1. All paint materials and equipment shall be compatible in use; finish coats shall be compatible with prime coats; prime coats shall be compatible with the surface to be coated; all tools and equipment shall be compatible with the coating to be applied. 2. Thinners, when used, shall be only those thinners recommended for that purpose by the manufacturer of the material to be thinned. PART 3 EXECUTION 3.01 PREPARATION OF SURFACES, GENERAL A. Prior to all surface preparation and painting operations, completely mask, remove or otherwise adequately protect all hardware, accessories, machined surfaces, plates, lighting 09900-3 City of Palo Alto House Hold Hazardous Waste Station Project fixtures, and similar items in contact with painted surfaces but not scheduled to receive paint. B. Spot prime all exposed nails and other metals which are to be painted with emulsion paints, using a primer recommended by the manufacturer of the coating system. C. Before applying paint or other surface treatment, thoroughly clean all surfaces involved. Schedule all cleaning and painting so that dust and other contaminants from the cleaning process will not fall on wet, newly painted surfaces. 3.02 PREPARATION OF METAL SURFACES A. Galvanized metal: 1. Clean all surfaces thoroughly with solvent until they are completely free from dirt, soil, and grease. 2. Thoroughly treat the cleaned surface with phosphoric acid etch. 3. Remove all excess etching solution and allow to dry completely before application of paint. B. Other metals: 1. Thoroughly clean all surfaces until they are completely free from dirt, oil, grease and old paint. 2. Allow to dry thoroughly before application of paint. 3.03 PAINT APPLICATION A. General: 1. Paint all surfaces, except glass, flat concrete, and similar items, not prefinished and not called out as unfinished. 2. Paint all grilles and other prefinished items where the factory prefinish is not in accordance with the Painting Schedule and color selection or where a prefinished item is not the same color as the adjacent surface. Paint to match adjacent surface. B. Drying: 1. Allow sufficient drying time between coats. 2. Modify the period as recommended by the material manufacturer to suit adverse weather conditions. C. Environmental conditions: 1. Comply with the manufacturer's recommendations as to environmental conditions under which the coating systems may be applied. 2. Do not apply paint in areas where dust is being generated. D. Defects: 1. Sand and dust between coats to remove all defects visible to the unaided eye from a distance of five feet. 09900-4 City of Palo Alto House Hold Hazardous Waste Station Project E. Color of undercoats 1. Slightly vary the color of succeeding coats. 3.04 INSPECTION A. Do not apply additional coats until completed coat has been inspected and approved by the ENGINEER. B. Only inspected and approved coats of paint will be considered in determining the number of coats applied. 3.05 RE-INSTALLATION OF REMOVED ITEMS A. Following completion of painting in each space, promptly reinstall all items removed for painting, using only workmen skilled in the particular trade. 3.06 CLEANING UP A. During progress of the Work, do not allow the accumulation of empty containers or other excess items except in areas specifically set aside for that purpose. Prevent accidental spilling of paint materials and, in event of such spill, immediately remove all spilled material and the waste or other equipment used to clean up the spill, and wash the surfaces to their original undamaged condition, all at no additional cost to the OWNER. B. Upon completion of this portion of the Work visually inspect all surfaces and remove all paint and traces of paint from surfaces not scheduled to be painted. 3.07 PAINTING SCHEDULE Apply the following finishes to the areas designated: Steel Framing: To match MBCI “Spruce” Purlins and Underside of Roof Panels: To match MBCI “Polar White” Roof Panels and Gutters: To match MBCI “Almond” ***END OF SECTION*** 09902-1 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal SECTION 09902 FIELD PAINTING AND COATING PART 1 GENERAL 1.01 SUMMARY OF SECTION A. The work of this section consists of furnishing all materials, labor, equipment, and incidentals required and performing all the painting necessary to complete this Contract in its entirety. B. It is the intent of these specifications to paint all interior concrete where scheduled, exposed miscellaneous metal, pipe, fittings, supports, valves, equipment, and all other work obviously required to be painted unless otherwise specified. Minor items omitted in the schedule of work shall be included in the work of this Section where they come within the general intent of the specifications as stated herein. C. The following surfaces or items are not required to be painted: 1. Portions of metal, other than aluminum, embedded in concrete. This does not apply to the back face of items mounted to concrete or masonry surfaces, which shall be painted before erection. Aluminum to be embedded in or in contact with concrete or masonry shall be coated to prevent electrolysis. 2. Stainless steel. 3. Fencing. 4. Concealed surfaces of pipe or crawl spaces. 5. Masonry 6. Exterior concrete, unless otherwise specified, and heavy-duty concrete topping. 7. Finish hardware, except door closers that are not finished. 8. Manhole frames and covers. 9. Fiberglass. 10. Packing glands and other adjustable parts, and nameplates and data plates of mechanical equipment. 1.02 RELATED WORK A. Painting is included in Section 09900. B. Surface Preparation and Shop Prime Painting is included in Section 09901. 1.03 REFERENCES A. American Association of State Highway and Transportation Officials (AASHTO) B. American Society for Testing and Materials (ASTM) 1. ASTM C150 - Standard Specification for Portland Cement 09902-2 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal 2. ASTM D4258 - Standard Practice for Surface Cleaning Concrete for Coating C. National Sanitation Foundation (NSF) 1. Standard 61 D. Occupational Safety and Health Act (OSHA) 1. Air Pollution Control Rules 2. Color Coding E. Steel Structures Painting Council (SSPC) 1. SSPC SP 1 - Surface Preparation Specification - Solvent Cleaning 2. SSPC SP 2 - Surface Preparation Specification - Hand Tool Cleaning 3. SSPC SP 3 - Surface Preparation Specification - Power Tool Cleaning 4. SSPC SP 6 - Commercial Blast Cleaning 5. SSPC SP 10 - Near White Metal Blast Cleaning F. California Building Code, 2001 Edition G. Where reference is made to one of the preceding standards, the revision in effect at the time of bid opening shall apply unless otherwise indicated. 1.04 SUBMITTALS A. Submit to the ENGINEER for review in accordance with Section 01300 shop drawings, working drawings, and product data including manufacturer's specifications and data on the proposed paint systems and detailed surface preparation, application procedures and dry film thickness. Certify that the systems submitted meet all applicable volatile organic carbon regulations. Equivalent systems are to be submitted at no additional costs to meet any new regulations. B. Submit to the ENGINEER for review in accordance with Section 01300 color cards, including standard and special colors, for initial color selections. C. Schedule of Painting Operations: Submit to the ENGINEER for review a complete Schedule of Painting Operations within 90 days after the Notice to Proceed. This Schedule is imperative so that the various fabricators may be notified of the proper shop prime coat to apply. Properly notify and coordinate the fabricators' surface preparation and painting operations with these specifications. This Schedule shall include for each surface to be painted, the brand name, the percent volume of solids, the coverage, and the number of coats the CONTRACTOR proposes to use in order to achieve the specified dry film thickness and color charts. When the Schedule has been approved, apply all material in strict accordance with the approved Schedule and the manufacturer's instructions. Wet and dry paint film gauges shall be made available to the ENGINEER to verify the proper application while work is in progress. 1.05 SPARE MATERIAL A. Furnish one unopened gallon can of each type and each color of paint used. 09902-3 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal 1.06 PRE-PAINTING CONFERENCE A. Well in advance of commencement of painting operations, but after major equipment has been delivered, a pre-painting conference shall be held. All parties with an interest in the painting work shall attend, including the CONTRACTOR, the Manufacturer, the Owner, the ENGINEER, and the painting subCONTRACTOR. The CONTRACTOR shall contact each party and arrange the meeting. B. The conference shall include an inspection of the areas to be painted by all parties and a discussion of the conformance of each area with the specifications. Important issues such as environmental conditions, climate control systems, original primer, dry film thickness, and monitoring the number of coats that have been field applied shall be discussed and problems shall be resolved. C. A written record of the meeting shall be submitted to the ENGINEER. PART 2 PRODUCTS 2.01 MATERIALS A. All painting materials shall be fully equal to those manufactured by the Tnemec Company Inc., Carboline Company, ICI Paints, Sherwin-Williams Company, Ameron Paint Company, and PPG Industries. The painting schedule has been prepared on the basis of Tnemec, Carboline, ICI Paints, Sherwin-Williams, Ameron, and PPG Industries products and recommendations for applications. No brand other than those named will be considered for approval unless the brand and type of paint proposed for each item in the following schedule together with sufficient data substantiated by certified tests conducted at no expense to the Owner, to demonstrate its equality to the paint(s) named, is submitted in writing to the ENGINEER for approval within 30 days after the signing of the Notice to Proceed. The type and number of tests performed shall be subject to the ENGINEER's approval. Color availability to match those colors specified will also be considered as an important property for equality. B. All painting materials shall be delivered to the mixing room in unbroken containers, bearing the manufacturer's brand, date of manufacture, and name. They shall be used without adulteration and mixed, thinned, and applied in strict accordance with manufacturer's directions for the applicable materials and surface and with the ENGINEER's approval before using. C. Shop priming shall be done with primers that are guaranteed by the manufacturer to be compatible with the finish paints to be used. Refer to Section 09901 for special primers. D. No paint containing lead will be allowed. Oil shall be pure boiled linseed oil. E. Work areas will be designated by the ENGINEER for storage and mixing of all painting materials. Materials shall be in full compliance with the requirements of pertinent codes and fire regulations. Proper containers outside of the buildings shall be provided and used for painting wastes, and no plumbing fixture shall be used for this purpose. F. All recommendations of the paint manufacturer in regard to the health and safety of workmen shall be followed. 2.02 PAINTING SYSTEMS A. All colors will be selected by the ENGINEER from color charts submitted by the CONTRACTOR. 09902-4 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal B. The following surfaces shall have the types of paint scheduled below applied at the dry film thickness (DFT) in mils per coat noted. Some colors will require an additional coat from what is listed to get the proper color coverage. 1. Nonsubmerged ferrous metals a. Tnemec 1 Coat: 69-Color Hi-Build Epoxoline II (4 - 6 DFT) 1 Coat: 73-Color Endura-Shield (2 - 5 DFT) b. Carboline 1 Coat: 890 (4 DFT) 1 Coat: 133HB (3 - 4 DFT) c. ICI Paints 1 Coat: Intergard 750HS (5 DFT) 1 Coat: Interthane 990HS or Interthane 870HS (2 DFT) or 1 Coat: Glid-Guard Corrosion Resistant HS Epoxy 5466/5469 (4 - 6 DFT) 1 Coat: Glid-Guard High Solids Urethane 5410 Series (2 - 5 DFT) d. Sherwin-Williams 1 Coat: Recoatable Epoxy Primer, B62 Series (5 DFT) 1 Coat: Hi Solids Polyurethane, B65 Series (2.5 DFT) e. Ameron 1 Coat: Amercoat 385 (4 DFT) 1 Coat: Amercoat 450 HS (2.5 DFT) f. PPG Industries 1 Coat: Direct To Rust 97-114/149 series 1 Coat: High Build Pitthane˜ 97-840/UC55575 2. Galvanized, and non-ferrous metal a. Tnemec 1 Coat: 69-Color Hi-Build Epoxoline II (2 - 3 DFT) 1 Coat: 74-Color Endura-Shield (2 - 3 DFT) b. Carboline 1 Coat: 890 (2 - 3 DFT) 1 Coat: 133HB (3 - 4 DFT) c. ICI Paints 1 Coat: Intergard 447 (5 DFT) 1 Coat: Interthane 990HS or Interthane 870HS (2 DFT) or 1 Coat: Glid-Guard Corrosion Resistant HS Epoxy 5466/5469 (3 - 5 DFT) 1 Coat: Glid-Guard High Solids Urethane 5410 Series (3 - 5 DFT) d. Sherwin-Williams 1 Coat: Heavy Duty Epoxy, B67 Series (2 - 3 mils DFT) 1 Coat: Hi-Solids Polyurethane, B65 Series (2.5 DFT) e. Ameron 1 Coat: Amercoat 385 (4 DFT) l Coat: 450 HS (2.5 DFT) 09902-5 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal f. PPG Industries 1 Coat: Direct To Rust 97-144/149 series 1 Coat: High Build Pitthane 97-840/UC55575 3. Submerged Steel and Protective coatings for submerged applications must be listed by NSF international as certified for potable water contact in accordance with ANSI/NSF Std. 61, Section 5, Protective (Barrier) Materials. a. Tnemec 2 Coats: FC20-1255 and WH02 Pota-Pox Plus (6 DFT per coat) b. Carboline 2 Coats: 891 (6 DFT per coat) c. ICI Paints 1 Coat: Interline 785 (6 DFT) 1 Coat: Interline 785 (6 DFT) or 2 Coats: Glid-Guard Potable Water Epoxy 5230 Series (5 DFT per coat) d. Sherwin-Williams 2 Coats: Potable Water Epoxy (4 - 6 DFT per coat) e. Ameron 2 Coats: Amercoat 395 (6 DFT per coat) f. PPG Industries None: No Product Available 4. Insulated Pipe (Block Insulation: Same systems only 3 coats at 2 - 3 DFT per coat) a. Tnemec 2 Coats: 6-Color Tneme-cryl (2 - 3 DFT per coat) b. Carboline 2 Coats: 3359 (3 DFT per coat) c. ICI Paints 2 Coats: Intercryl 530 WB (3 DFT per coat) or 2 Coats: Lifemaster Pro HB Acrylic Coating 5440 (2 - 5 DFT per coat) d. Sherwin-Williams 2 Coats: DTM Acrylic Gloss or Semi-Gloss, B66 Series (2 - 3 DFT per coat) e. Ameron 2 Coats: Amerguard 220 (3 DFT per coat) f. PPG Industries 1 Coat: Pitt-Tech DTM 90-712 1 Coat: Pitt-Tech DTM 90-Line (satin/gloss) 5. Plastic and PVC Piping - (Sanding mandatory) a. Tnemec 1 Coat: 69-Color Hi-Build Epoxoline II (3 - 4 DFT) 09902-6 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal 1 Coat: 73-Color Endura Shield (2 - 3 DFT) (exterior only) b. Carboline 1 Coat: 890 (4 DFT) 1 Coat: 133HB (2.5 DFT) (exterior only c. ICI Paints 1 Coat: Intergard 750HS (3 - 5 DFT) 1 Coat: Interthane 870HS (4 DFT) (exterior only or 1 Coat: Glid-Guard HS Epoxy 5430 Series (4 DFT) 1 Coat: Glid-Guard HS Urethane 5410 Series (3 DFT) (exterior only d. Sherwin-Williams 1 Coat: Macopoxy 920 Pre-Prime, B58 Series (3 - 4 DFT per coat) 1 Coat: Hi-Solids Polyurethane, B65 Series (2.5 DFT) (exterior only e. Ameron 1 Coat: 385 (4 DFT) 1 Coat: 450 HS (2.5 DFT) (exterior only f. PPG Industries 1 Coat: Direct to Rust 97-144/149 1 Coat: High Build Pitthane 97-840/UC55575 (exterior only 6. Protective coatings for interior wet applications must be listed by NSF international as certified for potable water contact in accordance with ANSI/NSF Std. 61, Section 5, Protective (Barrier) Materials. Trowels or squeegee apply a filler coat similar to Tnemec 63-1500 (fill voids for holes deeper than ¼-in) for surface preparation after brush off basting concrete. a. Tnemec 1 Coat: N140 (1255 Beige) (4-6 DFT) 1 Coat: N140 (AA83 Tank White) (4-6 DFT) 1 Coat: N140 Pota Pox Plus II (4-6 DFT) b. Carboline 2 Coats: 891 (4-6 DFT per coat) c. ICI Paints 2 Coats: Interline 785 (5 DFT per coat) or 2 Coats: Glid-Guard Potable Water Epoxy 5230 Series (5 DFT per coat) d. Sherwin-Williams 2 Coats: Potable Water Epoxy (4-6 DFT per coat) e. Ameron 2 Coats: Amercoat 395 (5 DFT per coat) f. PPG Industries None: No Product Available C. Any surfaces not specifically named in the Schedule and not specifically accepted shall be prepared, primed and painted in the manner and with materials consistent with these specifications. The ENGINEER shall select which of the manufacturer's products, whether the type is indicated herein or not, shall be used for such unnamed surfaces. No extra payment shall be made for this painting. 09902-7 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal 2.03 COLOR CODING FOR PIPES AND EQUIPMENT A. When color coding is specified, it shall consist of color code painting and identification of all exposed conduits, trough items, and pipelines for the transport of gases, liquid, and semi-liquids including all accessories such as valves, insulated pipe coverings, fittings, junction boxes, bus bars, connectors, and all operating accessories that are integral to the whole functional mechanical pipe and electrical conduit system. Colors shall be as noted in the Paint and Color Coding Schedules attached at the end of this Section. B. All hangers and pipe support floor stands shall be painted the same color and with the same paint as the pipe it supports. The system shall be painted up to but not including the flanges attached to the mechanical equipment nor the flexible conduit connected to electrical motors. When more than one pipe system is supported on the same bracket, the bracket shall be painted the same color as the adjacent wall or ceiling. Colors shall be as noted in the Paint and Color Coding Schedule. C. All systems that are an integral part of the equipment, that is, originating from the equipment and returning to the same piece of equipment, shall be painted between and up to but not including, the fixed flanges or connections on the equipment. D. The color code establishes, defines, and assigns a definite color for each category of pipe. Pipelines that are not listed on the Schedule of Color Code Paints shall be assigned a color by the ENGINEER and shall be treated as an integral part of the Contract. E. Banding for pipes shall be as specified in the Paint and Color Coding Schedule. Bands shall be 2-in wide and located on each end of the pipe title, at 2-ft from the title bands, and at wall penetrations. 2.04 LETTERING OF TITLES A. Each pipe system shall be labeled with the name of the materials in each pipeline and alongside this an arrow indicating the direction of flow of liquids. Titles shall be as so described in attached schedule. Titles shall not be located more than 20-LF apart and shall also appear directly adjacent to each side of any wall the pipeline breaches, adjacent to each side of the valve regulator, flowcheck, strainer cleanout, and all pieces of equipment. B. Titles shall identify the contents by complete name. Identification title locations shall be determined by the ENGINEER, but in general they shall be placed where the view is unobstructed and on the two lower quarters of pipe or covering where they are overhead. Title should be clearly visible from operating positions especially those adjacent to control valves. C. Titles on equipment shall be applied at eye level on machines where possible or at the upper most broad vertical surface of low equipment. Where more than one piece of the equipment item to be titled exists, the items shall be numbered consecutively as indicated on the mechanical drawings or as directed by the ENGINEER; for example Pump No. 1, Pump No. 2, etc. Titles shall be composed and justified on the left hand side as follows: Pump No. 1 D. Application of titles 1. The color of the titles shall be black or white, as approved, to best contrast with the color of the pipes and equipment and shall be stencil applied. 2. Stencil text is to be in ALL CAPS worded exactly as shown in the Schedule. Titles are to be printed in a single line. 09902-8 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal 3. Letter sizes Outside Diameter of Pipe or Covering (in) Size of Legend Letters (in) to 1 ¼ 1 to 2 ½ 2 to 6 1 8 to 10 2 More than 10 3 Equipment titles are to be 2-in high. 4. Arrow sizes. Where "a" is equal to have outside diameter of pipe or covering, the arrow shaft shall be 2 "a" long by 1 "a" wide. The arrowhead shall be an equilateral triangle with sides equal to "a." Maximum "a" dimension shall be 6-in. 5. When using direction arrows, point arrowhead away from pipe markers and in direction of flow. If flow can be in both directions, use a double-headed directional flow. 2.05 METAL TAGS A. For pipelines smaller than 1 in. in diameter, securely fasten metal tags, 2 in. by 1 in. of Birmingham or Stubs 17-gauge brass with lettering etched and filled with enamel. Tags shall be approved by the ENGINEER. 2.06 FABRICATED EQUIPMENT A. Unless otherwise indicated, all fabricated equipment shall be shop primed and shop or field finished. B. All items to be shop primed shall be thoroughly cleaned of all loose material prior to priming. If, in the opinion of the ENGINEER, any prime coating shall have been improperly applied or if material contrary to these specifications shall have been used, that coating shall be removed by sandblasting to white metal and reprimed in accordance with these specifications. C. All shop prime coats shall be of the correct materials and applied in accordance with these specifications. Remove any prime coats not in accordance with these specifications by sandblasting and apply the specified prime coat at no additional cost to the Owner. D. Shop primed surfaces shall be cleaned thoroughly and damaged or bare spots retouched with the specified primer before the application of successive paint coats in the field. E. Be responsible for and take whatever steps are necessary to properly protect the shop prime and finish coats against damage from weather or any other cause. F. A shop finish coat shall be equal in appearance and protection quality to a field applied finish coat. If, in the opinion of the ENGINEER, a shop finish coat does not give the appearance and protection quality of other work of similar nature, prepare the surfaces and apply the coat or coats of paint as directed by the ENGINEER to accomplish the desired appearance and protection quality. Submit to the ENGINEER substantial evidence that the standard finish is compatible with the specified finish coat. G. Wherever fabricated equipment is required to be sandblasted, protect all motors, drives, bearings, gears, etc., from the entry of grit. Any equipment found to contain grit shall be promptly and thoroughly cleaned. 09902-9 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal PART 3 EXECUTION 3.01 PREPARATION OF SURFACES A. All surfaces to be painted shall be prepared as specified herein or in Section 09901 and shall be dry and clean before painting. Special care shall be given to thoroughly clean interior concrete and concrete block surfaces of all marks before application of finish. B. All metal welds, blisters, etc., shall be ground and sanded smooth in accordance with SSPC SP 10. All pits and dents shall be filled and all imperfections shall be corrected so as to provide a smooth surface for painting. All rust, loose scale, oil, grease, and dirt shall be removed by use of approved solvents, wire brushing, or sanding. C. Concrete surfaces shall have been finished as specified in Division 3. Report unsatisfactory surfaces to the ENGINEER. Concrete shall be free of dust, oil, curing compounds, and other foreign matter, conforming to ASTM D4258. D. All submerged concrete shall be brush off blast cleaned. Open all bag holes and air entrained holes with minimum aggregate exposure. Provide a uniform surface profile similar to #100 grit sandpaper. E. All plastic pipe surfaces shall be lightly sanded before painting. F. Wood surfaces shall be dry. Sand to obtain a smooth surface. All encrustations shall be removed. G. Exposed Pipe: Bituminous coated pipe shall not be used in exposed locations. Pipe that shall be exposed after project completion shall be primed in accordance with the requirements herein. Any bituminous-coated pipe that is inadvertently installed in exposed locations shall be sandblasted clean before priming and painting. After installation all exterior, exposed flanged joints shall have the gap between adjoining flanges sealed with a single component polysulfide sealant to prevent rust stains. H. Primed or Previously Painted Surfaces and Nonferrous Surfaces: All coated surfaces shall be cleaned prior to application of successive coats. All nonferrous metals not to be coated shall be cleaned. This cleaning shall be done in accordance with SSPC SP 1, Solvent Cleaning. I. Shop-Finished Surfaces: All shop-coated surfaces shall be protected from damage and corrosion before and after installation by treating damaged areas immediately upon detection. Abraded or corroded spots on shop-coated surfaces shall be "Hand Cleaned" and then touched up with the same materials as the shop coat. All shop-coated surfaces that are faded, discolored, or that require more than minor touch-up in the opinion of the ENGINEER shall receive new surface preparation before being repainted. Cut edges of galvanized sheets and exposed threads and cut ends of galvanized piping, electrical conduit, and metal pipe sleeves that are not to be finished painted, shall be "Solvent Cleaned" and primed with zinc dust-zinc oxide metal primer. J. Zinc-Copper Alloy Surfaces: These surfaces to be painted shall be "Solvent Cleaned" and treated as hereinafter specified. Such surfaces not to be painted shall be "Solvent Cleaned." K. Aluminum embedded or in contact with concrete must be painted according to the schedule for aluminum in contact with dissimilar materials. L. Galvanized steel and stainless steel surfaces shall be cleaned in accordance with SSPC- SP-1. Such surfaces designated not to be painted shall be cleaned to this standard. 09902-10 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal 3.02 WORKMANSHIP A. General 1. Primer (spot) and paint used for a particular surface shall, in general, be as scheduled for that type of new surface. Confirm with the paint manufacturer that the paint proposed for a particular repaint condition will be compatible with the existing painted surface. Sample repainted areas on the actual site will be required to insure this compatibility. Finished repainted areas shall be covered by the same guarantee specified for remainder of work. 2. At the request of the ENGINEER, samples of the finished work prepared in strict accordance with these specifications shall be furnished and all painting shall be equal in quality to the approved samples. Finished areas shall be adequate for the purpose of determining the quality of workmanship. Experimentation with color tints shall be furnished to the satisfaction of the ENGINEER where standard chart colors are not satisfactory. 3. Protection of furniture and other movable objects, equipment, fittings, and accessories shall be provided throughout the painting operations. Canopies of lighting fixtures shall be loosened and removed from contact with surface, covered and protected, and reset upon completion. Remove all electric plates, surface hardware, etc., before painting, protect and replace when completed. Mask all machinery nameplates and all machined parts not receiving a paint finish. Dripped or spattered paint shall be promptly removed. Lay drop cloths in all areas where painting is being done to adequately protect flooring and other work from all damage during the operation and until the finished job is accepted. 4. On metal surfaces apply each coat of paint at the rate specified by the manufacturer to achieve the minimum dry mil thickness required. If material has thickened or must be diluted for application by spray gun, the coating shall be built up to the same film thickness achieved with undiluted material. One-gallon of paint as originally furnished by the manufacturer shall not cover a greater area when applied by spray gun than when applied unthinned by brush. Deficiencies in film thickness shall be corrected by the application of an additional coat(s). On masonry, application rates will vary according to surface texture, however, in no case shall the manufacturer's stated coverage rate be exceeded. On porous surfaces, it shall be the painter's responsibility to achieve a protective and decorative finish either by decreasing the coverage rate or by applying additional coats of paint. 5. Paints shall be mixed in proper containers of adequate capacity. All paints shall be thoroughly stirred before use and shall be kept stirred while using. No unauthorized thinners or other materials shall be added to any paint. 6. Only skilled painters shall be used on the work and specialists shall be employed where required. B. Field Priming 1. Steel members, metal castings, mechanical and electrical equipment, and other metals that are shop primed before delivery at the site will not require a prime coat on the job. All piping and other bare metals to be painted shall receive one coat of primer before exposure to the weather, and this prime coat shall be the first coat as specified in the painting schedule. 2. Equipment that is customarily shipped with a baked-on enamel finish or with a standard factory finish shall not normally be field painted unless the prefinished equipment is specifically color selected and unless the finish has not been 09902-11 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal damaged in transit or during installation. Surfaces that have been shop painted and have been damaged, or where the shop coats or coats of paint have deteriorated, shall be properly cleaned and retouched before any successive painting is done on them in the field. All such field painting shall match as nearly as possible the original finish. C. Field Painting 1. All painting at the site shall be designated as Field Painting. 2. All paint shall be applied in accordance with manufacturers temperature and humidity requirements. 3. Successive coats of paint shall be tinted so as to make each coat easily distinguishable from each other with the final undercoat tinted to the approximate shade of the finished coat. 4. Finish surfaces shall not show brush marks or other irregularities. Undercoats shall be thoroughly and uniformly sanded with No. 00 sandpaper or equal to remove defects and provide a smooth even surface. Top and bottom edges of doors shall be painted and all exterior trim shall be back-primed before installation. 5. Painting shall be continuous and shall be accomplished in an orderly manner so as to facilitate inspection. All exterior concrete and masonry paint shall be performed at one continuous manner structure by structure. Materials subject to weathering shall be prime coated as quickly as possible. Surfaces of exposed members that will be inaccessible after erection shall be cleaned and painted before erection. 6. All materials shall be brush-painted unless spray painting is specifically approved by the ENGINEER. The CONTRACTOR shall be responsible for all damage caused by overspray or drifting. 7. All surfaces to be painted as well as the atmosphere in which painting is to be done shall be kept warm and dry by heating and ventilation, if necessary, until each coat of paint has hardened. Any defective paint shall be scraped off and repainted in accordance with the ENGINEER's directions. 8. Before final acceptance of the work, all damaged surfaces of paint shall be cleaned and repainted as directed by the ENGINEER. 9. Any pipe scheduled to be painted and having received a coating of a tar or asphalt-compound shall be painted with two coats of Kop-Coat's Inertol Tar Stop, ICI Paints' Tarset Standard 7000, or equal before successive coats are applied per the schedule. Tnemec recommends using 69 Hi-Build Epoxoline II over tar, but a test patch must be run initially to test the paint's compatibility with the tar. 3.03 CLEANUP A. The premises shall at all times be kept free from accumulation of waste material and rubbish caused by employees or work. At the completion of the painting remove all tools, scaffolding, surplus materials, and all rubbish from and about the buildings, and leave work "broom clean" unless more exactly specified. B. Upon completion, remove all paint where it has been spilled, splashed, or splattered on all surfaces, including floors, fixtures, equipment, furniture, etc., leaving the work ready for inspection. 09902-12 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal 3.04 PAINT A. General Notes and Guidelines 1. All color numbers and names herein refer to master color card. Colors of specified equal manufacturers may be substituted with approval of the ENGINEER. 2. Pipe lines, equipment, or other items that are not listed here shall be assigned a color by the ENGINEER and shall be treated as an integral part of the Contract. 3. When color coding is specified or directed by the ENGINEER, it shall consist of color code painting and identification of all exposed conduits, through lines and pipelines for the transport of gases, liquids, or semi-liquids including all accessories such as valves, insulated pipe coverings, fittings, junction boxes, bus bars, connectors, and any operating accessories that are integral to a whole functional mechanical pipe and electrical conduit systems. 4. The colors of the Finish Schedule shall be interpreted as follows: Colors Tnemec # ICI Paints # Carboline # White AA90 4550 White S800 Orange SC03 Safety Orange 4444 Yellow BW56 [SC02] Medium Yellow 6666 Green SC07 Safety Green 2383 Dark Brown AF12 Warm Brown 9218 Dark Green PL19 Crylight Green 90GY 10/250 4372 Tan AF32 Bellows 3216 Light Grey BG62 6731 Blue SC06 Safety Blue S150 Dark Blue 2042 70BG 10/214 A183 Medium Blue 2041 70BG 23/276 0118 Light Blue 2040 70BG 67/126 7107 Aqua AX42 Turquoise Green 82GG 33/374 4132 International Orange SC04 International Orange N498 5. All moving parts, drive assemblies, and covers for moving parts that are potential hazards shall be Safety Orange #CA26. 6. All safety equipment shall be painted in accordance with OSHA standards. 7. All inline equipment and appurtenances not assigned another color shall be painted the same base color as the piping. The pipe system shall be painted with the pipe color up to but not including the flanges attached to pumps and mechanical equipment assigned another color. 8. All conduits shall be painted to match its background surface. 9. Control panels shall be factory finished. 10. Stainless Steel piping shall not be painted. 09902-13 City of Palo Alto Print Date: 12/6/10 El Camino Park Reservoir, Lytton Pump Station, and Well Project 90% Submittal PAINT AND COLOR CODING SCHEDULE Piping and Legend Color Bands Drains Dark Grey Red Well Water Blue Shower Water Blue Light Grey Potable Water Blue Sodium Hypochlorite Yellow Red Calcium Thiosulfate Dark Brown Red PART 4 INSPECTION AND TESTING 4.01 Mil thickness shall be determined using non-destructive test gauges when appropriate. Holiday spark testing shall/may be performed by the Owner. END OF SECTION DIVISION 11 EQUIPMENT 10400-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 10400 SIGNAGE PART 1 GENERAL 1.01 SUMMARY A. Provide and install all signage as indicated on the Drawings and as specified herein. 1.02 GENERAL REQUIREMENTS A. This Section shall be performed in accordance with the General Conditions, Supplementary Conditions and all Sections in Division 1 of these Specifications. These documents must be read with the other Contract Documents and Sections as a whole to complete the intent of the contract. 1.03 SUBMITTALS A. The CONTRACTOR shall submit to the ENGINEER, as provided in Sections 01300 and 01340, reports of tests of individual materials to indicate that the materials meet these specifications, prior to the materials being used in the Work. 1.04 REGULATORY REQUIREMENTS A. Comply with applicable provisions in the State of California Building Code (CBC) 1.05 ELECTRICAL COMPONENTS, DEVICES, AND ACCESSORIES B. Listed and labeled as defined in NFPA 70, Article 100, by a testing agency acceptable to authorities having jurisdiction, and marked for intended use. PART 2 PRODUCTS 2.01 MATERIALS A. Aluminum Castings: Alloy recommended by sign manufacturer for casting process used and for use and finish indicated. B. Stainless Steel: ASTM A 240/A 240M or ASTM A 666, Type 304. 2.02 SIGNS C. Plaques: Cast aluminum, free from pits, scale, sand holes, and other defects. Provide manufacturer's standard satin polished finish on borders and raised copy. D. Dimensional Characters: Fabricated stainless-steel channel characters. 1. Finish: Brushed 10400-2 City of Palo Alto House Hold Hazardous Waste Station Project PART 3 EXECUTION 3.01 INSTALLATION A. Locate signs where indicated or directed by ENGINEER. Install signs level, plumb, and at heights indicated, with sign surfaces free from distortion and other defects in appearance. B. Wall-Mounted Signs: 1. Mechanical Fasteners: Use nonremovable mechanical fasteners placed through predrilled holes. C. Dimensional Characters: Mount characters at projection distance from wall surface of 1” D. Cast-Metal Plaques: Mount plaques with exposed fasteners attached through face of plaque. ***END OF SECTION*** DIVISION 15 MECHANICAL 15063-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 15063 COPPER PIPE AND TUBING PART 1 GENERAL 1.01 SUMMARY A. Section Includes: Basic materials and methods of installation for copper pipe and tubing. Specific uses and applications are specified in other Sections and on the Drawings. See Related Sections for additional requirements applicable to this Section (typical). B. Related Sections: 1. Section 15400 – Plumbing General Provisions. 1.02 REFERENCES A. American Society for Testing and Materials (ASTM): 1. ASTM B32 - Standard Specification for Solder Metal 2. ASTM B42 - Standard Specification for Seamless Copper Pipe, Standard Sizes 3. ASTM B62 - Standard Specification for Composition Bronze or Ounce Metal Castings 4. ASTM B75 - Standard Specification for Seamless Copper Tube 5. ASTM B88 - Standard Specification for Seamless Copper Water Tube 6. ASTM B280 - Standard Specification for Seamless Copper Tube for Air Conditioning and Refrigeration Field Service 7. ASTM B306 - Standard Specification for Copper Drainage Tube (DWV) B. American National Standards Institute/American Society of Mechanical Engineers (ANSI/ASME): 1. ANSI/ASME B16.15 - Cast Bronze Threaded Fittings 2. ANSI/ASME B16.18 - Cast Copper Alloy Solder Joint Pressure Fittings 3. ANSI/ASME B16.22 - Wrought Copper and Copper Alloy Solder Joint Pressure Fittings 4. ANSI/ASME B16.23 - Cast Copper Alloy Solder Joint Drainage Fittings (DWV) 5. ANSI/ASME B16.24 - Bronze Pipe Flanges and Flanged Fittings Class 150 and 300 6. ANSI/ASME B16.26 - Cast Copper Alloy Fittings for Flared Copper Tubes 15063-2 City of Palo Alto House Hold Hazardous Waste Station Project 7. ANSI/ASME B16.29 - Wrought Copper and Wrought Copper Alloy Solder Joint Drainage Fittings (DWV) 1.03 SUBMITTALS A. Submit manufacturer's information on the following products to be used in the Work: 1. Copper pipe and tubing. 2. Fittings. 3. Expansion joints, couplings, and harnesses. PART 2 PRODUCTS 2.01 PIPE AND TUBING A. Copper pipe shall conform to ASTM B88, Type K. Copper pipe and tubing used for drain, waste, vent applications shall conform to ASTM B306, DWV, Temper H. Copper tubing shall conform to ASTM B75, Type C12200 (DHP), seamless, deoxidized. Manufacturers shall be Cerro Copper Products, Mueller Streamline, Cambridge-Lee Industries, or equal. 2.02 FITTINGS A. Type CF-1, cast bronze, threaded adaptors, 150 lb. screwed, ASTM B62, ANSI/ASME B16.15. B. Type CF-2, brass tube solder type, ASTM B62, ANSI/ASME B16.18. C. Type CF-3, wrought copper, solder type, ASTM B75, ANSI/ASME B16.22 standard. D. Type CF-4, cast brass or bronze recessed drainage pattern, ANSI/ASME B16.23. E. Type CF-5, flange fittings, 150 lb., ANSI/ASME B16.24. F. Type CF-6, 125 lb. flared or compression type copper unions, ANSI/ASME B16.26. G. Type CF-7, soldered cast brass or wrought copper drainage pattern, ANSI/ASME B16.29. H. Type CF-8, 125 lb. bronze unions with ground joint seats, ASTM B62. I. Type CF-9, flareless unions, Parker "Intru-Lok", Crawford "Swagelok" or equal. J. Manufacturers shall be Nibco, Elkhart Products Corp., Mueller Streamline, or equal. 2.03 JOINT MATERIALS A. Type S-1, Solder Alloy 95TA (95 percent tin, 4.85 percent copper, 0.15 percent selenium), ASTM B32, certified to comply with NSF 61. No solder containing lead shall be utilized on this Work. B. Type S-2, brazing filler metal classified as BCu4 or BCu5, with minimum melting point of 1300 degrees F. Use wrought fittings for brazing. 15063-3 City of Palo Alto House Hold Hazardous Waste Station Project PART 3 EXECUTION 3.01 JOINING OF PIPE A. Flanged Connections 1. All flange faces shall be in perfect alignment with the holes straddling the vertical center line of the piping. 2. All bolts shall be well lubricated over the entire thread length with a heavy graphite and oil mixture prior to the tightening operation. Bolts shall be tightened with proper wrenches, care being taken to secure uniform pressure on the bolts and gasket and to avoid overstressing of the bolts, dishing of the flanges, and compression of the gasket beyond its proper limits. Commercial grade carbon steel bolts, ASTM A307, Grade B shall be tightened to obtain approximately 15,000 psi stress based on the root area of the thread. Alloy steel bolts, ASTM A193, Grade B7 shall be tightened to obtain a stress of 45,000 psi. Dielectrically separate steel bolts and nuts and flanges with washers and sleeves. 3. All bolts shall be of sufficient length so that when fully tightened, a minimum of two full threads shall extend beyond the nut. B. Screwed Connections 1. All screwed connections shall have full thread of true taper, accurate to gauge. 2. Reduction in size shall be made using reducing fittings. 3. The use of bushings or close nipples is prohibited. 4. Plugs shall be brass with square head. 5. Screwed joints shall be made with an approved joint compound applied to the male thread only. Caulking of screwed joints will not be allowed. C. Soldering (Copper Tubing Only) 1. Tubing shall be cut with square ends and reamed to prevent burrs, out-of-round or improperly sized ends. 2. After cutting, all surfaces to be soldered shall be thoroughly cleaned to a metal-bright finish, free from dirt, grease or other material before fluxing and soldering. This cleaning shall be performed by using emery cloth, sandpaper or steel wool. Clean the outside end of the tubing for a length of 1/2-in greater than the depth of the fitting. The inside of the fittings shall be cleaned in a similar manner. Apply non-corrosive flux and assemble the joint. Acid solder or acid flux will not be allowed. 3. The surfaces to be joined shall be heated up slowly and uniformly to the melting point of the solder. The surface being soldered shall be maintained above the melting point of the solder for sufficient time to draw the solder completely into the joint. When the solder congeals to a plastic state the excess metal shall be removed with a cloth brush, leaving a fillet around the end of the fitting. Full penetration of the solder uniformly throughout the entire socket is required. The 15063-4 City of Palo Alto House Hold Hazardous Waste Station Project soldered joints shall be allowed to cool in still air. Quenching will not be permitted. 4. Any type of crack, pinhole, area of incomplete penetration, or similar defect will not be accepted. Peening for closing up defects will not be permitted. 5. Heating torches of sufficient size equipped with multiple tips or ring burners for use on combination torches, shall be used for heating of large fittings of 2-in diameter and larger prior to soldering. 6. Remove all external and internal loose solder and flux after joint cools. D. Brazing (Copper Pipe, or Tubing Where Required) 1. Cutting and cleaning of tubing shall be as specified for soldering operations. 2. Apply flux in accordance with recommendations of manufacturer of brazing filler material being used. Apply to outside of fitting and heat affected area of tubing. Avoid getting flux inside tube. Flux may be omitted when joining copper tubes to wrought copper fittings but is required for joining to cast (bronze) fittings. 3. Assemble joint by inserting tube into socket hard against stop and turning. 4. Heat parts to be joined beginning 1-in from edge of fitting, continuously moving the flame. When flux has become transparent, begin to heat the fitting at the base of the cup, still continuously moving the flame. When flux at fitting is quiet and transparent, maintain heat along joint by moving flame along axis between fitting and tubing. 5. Apply brazing material at point were tubing enters socket of fitting. Avoid putting flame on brazing material. Heated joint should melt brazing material and capillary action will draw material into the joint. When joint is properly made, a fillet of filler metal will be visible completely around the joint. Stop adding filler metal when fillet is formed. 6. After brazing material has solidified, clean off flux residue. Fittings must cool naturally. Quenching will not be allowed. 7. Any type of crack, pinhole, area of incomplete penetration, or similar defect will not be accepted. Peening for closing up defects will not be permitted. E. Flared (Copper) 1. Soft copper (annealed) tubing and flare type fittings are required for this joint. 2. The tube must be cut square and reamed and burred in preparation. 3. Slip the sleeve-nut of the fitting over the tube end with the threaded end of the nut facing the end of the tube. 4. Lubricate the flaring tool with a drop of oil and center it carefully inside the tube. Drive the flaring tool with a hammer, keeping it plumb, until the tube has flared to the outside diameter of the tool. 15063-5 City of Palo Alto House Hold Hazardous Waste Station Project 5. After removing the flaring tool by pulling and twisting, clean flared surfaces of the tube and fitting, insert male end of fitting into sleeve and draw threaded sleeve-nut up tight with wrenches. 6. Leaks may be corrected by recleaning the flared surfaces and retightening. 7. Cracked or split flared surfaces of the tubing shall be cut off and the tubing reflared. 8. Peening or packing a leaking joint will not be permitted. 3.02 DISINFECTION A. Water lines shall be properly disinfected per AWWA guidlines. ***END OF SECTION*** 15115-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 15115 GATE VALVES PART 1 GENERAL 1.01 SUMMARY A. Furnish all labor, materials, equipment, and incidentals necessary to furnish, test, and install gate and globe valves as shown on the Drawings and as specified herein. Provide spare valves as noted. See Related Sections for additional requirements applicable to this Section (typical). B. Related Sections: 1. None 1.02 REFERENCES A. All reference standards are contained in Section 15110. 1.03 SYSTEM DESCRIPTION A. All of the valves and materials specified herein are intended to be products of proven ability for use in controlling the flow of fluids under pressure. B. Valves, appurtenances, and miscellaneous items shall be installed substantially as shown on the Drawings, so as to form complete, workable systems. 1.04 SUBMITTALS A. Submittals shall be in accordance with Section 01300. B. Complete information on the valves and appurtenances to be supplied shall be furnished to the ENGINEER. Information shall include an affidavit of compliance with the governing standard, manufacturer's data sheets, dimensions, material descriptions, design drawings, operating characteristics, number of turns to open, intended service, and all other data required to ensure compliance with these Specifications. 1.05 QUALITY ASSURANCE A. The valve manufacturer shall demonstrate and document with shop drawing submissions at least 5 years of experience in the manufacture of valves of the type, size, and class contemplated for provision herein. PART 2 PRODUCTS 2.01 MATERIALS - GENERAL A. Reference is made to Section 15050 for additional requirements, including nameplates, provisions for temporary pressure gauges, protection against electrolysis and anchor bolts. B. The use of a manufacturer's name and/or model or catalog number is for the purpose of establishing the standard of quality and general configuration desired. 15115-2 City of Palo Alto House Hold Hazardous Waste Station Project C. Valves and appurtenances shall be of the size shown on the Drawings or as noted and as far as possible equipment of the same type shall be identical and from one manufacturer. D. Valves and appurtenances shall have the name of the maker, nominal size, flow directional arrows, working pressure for which they are designed and standard referenced, cast in raised letters or indelibly marked upon some appropriate part of the body. E. Unless otherwise noted, items shall have a minimum working pressure of 150 psig or be of the same working pressure as the pipe they are connected to, whichever is higher and suitable for the pressures noted where they are installed. F. Joints, size and material - unless otherwise noted or required by the Construction Manager: 1. Except where noted, all joints referred to herein shall be of the same type, nominal diameter, material and with a minimum rating equal to the pipe or fittings they are connected to. All materials shall be compatible with the service conditions. 2. Unless otherwise noted on the Drawings, valves and appurtenances shall be of the same nominal diameter as the pipe or fittings they are connected to. 3. All valves exposed to view, or in vaults. a. 3-in and smaller - threaded ends b. 4-in and larger flanged ends. G. Provide all special adaptors as required to ensure compatibility between valves, appurtenances and adjacent pipe. H. Valves and actuators located outdoors, within a building below grade; within maximum 2-ft above liquid; in vaults; or where otherwise noted shall be especially designed for submerged service where water may completely submerge the valve and operator. All other units shall be as a minimum weather tight. 2.02 VALVES A. Gate Valves (6-in and Larger) 1. General Requirements a. Unless otherwise specified below, these requirements shall apply to all gate valves. b. Gate valves shall meet the requirements of AWWA C500 and AWWA C509 as applicable to the type of valve specified. c. Buried and submerged valves shall be furnished with mechanical, flanged, or push-on joints (as shown on the Drawings) and stainless steel hardware; non-rising stem design. d. Exposed valves shall be furnished with Class 125 flanged ends. e. All-metal valves shall be manufactured of ASTM A126 Cast Iron, Class B, with bronze mounting design. 15115-3 City of Palo Alto House Hold Hazardous Waste Station Project f. Rising stem valves shall be sealed with adjustable and replaceable packing; valve design must permit packing replacement under operating system pressures with only moderate leakage. g. Non-rising stem valves shall use a double O-ring stem seal, except that packing shall be used where geared operators are required. h. Except as otherwise specified, valves shall be rated for the following working water pressures: Valve Size Pressure (psig) 3-in to 12-in 200 14-in and greater 150 i. All valve bodies shall be hydrostatically tested to at least twice the rated working water pressure. In addition, valves shall be seat-tested, bi-directional at the rated working pressure, with seat leakage not to exceed one fluid ounce per inch of valve diameter per hour. j. Flanged valves to have face-to-face dimensions per ANSI B16.1 and flanges per ANSI B16.10. k. Valves 16-in and larger shall have a valve by-pass. l. All bonnet and packing gland bolts shall be zinc or cadmium electroplated steel; packing gland bolts shall have bronze nuts. m. All valves shall be marked per AWWA Standards, including name of manufacturer, valve size and working pressure and year of manufacture. n. Unless otherwise indicated, valves 12-in and smaller shall be capable of installation in the vertical or horizontal position, and sealing in both directions at the rated pressure. o. Valve operation shall be counterclockwise. Provide permanent label showing "OPEN" and arrows. p. Resilient seated valves shall be coated, interior and exterior, with fusion bonded epoxy per AWWA C550. 2. Valve Applications a. All Valves (1) Resilient seated design manufactured by Mueller Company, Fairbanks, Kennedy Valve Manufacturing Co., Lukenheimer or equal. 3. Valve Requirements a. Resilient Seated (1) Conform to AWWA C509. Also UL and FM approved. (2) Internal and external epoxy coating of valve body, including bonnet, per AWWA C550. 15115-4 City of Palo Alto House Hold Hazardous Waste Station Project (3) Gate shall be encapsulated with synthetic rubber. It shall be bonded and vulcanized in accordance with ASTM B429 Method B. (4) No recesses in valve body. 4. Buried Valves a. Conform to the requirements above, except mechanical joint push-on, or flanged ends per AWWA C111 as shown on the Drawings. (1) All exposed valve hardware (nuts, bolts, washers, etc.) including bonnet, bonnet cover, stuffing box, gear adaptor and joints shall be Type 304 stainless steel. b. Non-rising stem design, double O-ring seals for non-geared valves and shall incorporate packing for geared valves. c. Provide valve box, 2-in operating nut, extension stem (as required) and valve box cover. 5. Tapping Valves a. Tapping valves shall comply with the same requirements as solid wedge or double disc gate valves except they shall have the flanged end and port opening modified for tapping service. Valves shall be capable of passing a full nominal sized cutter without damage to the valve. 2.03 FINISHES A. Not withstanding any of the these Specifications, all coatings and lubricants in contact with potable water shall be certified as acceptable for use with that fluid. All coatings applied within the jurisdiction of the Bay Area Air Quality Management District shall be compliant with District Regulation 8. B. If not specified herein, coatings shall comply with the requirements of Section 09902. In case of a conflict, the requirements of this Section govern. C. If the manufacturer's requirement is not to require finished coating on any interior surfaces, then manufacturer shall so state and no interior finish coating will be required, if acceptable to the Construction Manager. D. The exterior surface of various parts of valves, operators, floor-stands and miscellaneous piping shall be thoroughly cleaned of all scale, dirt, grease or other foreign matter and thereafter one shop coat of an approved rust-inhibitive primer shall be applied in accordance with the instructions of the paint manufacturer or other primer compatible with the finish coat provided. E. Unless otherwise noted, interior ferrous surfaces of all valves shall be given a shop finish of an asphalt varnish conforming to AWWA C509, (except mounting faces/surfaces) or epoxy AWWA C550 with a minimum thickness of 4 mil. F. Ferrous surfaces obviously not to be painted shall be given a shop coat of grease or other suitable rust-resistant coating. Mounting surfaces shall be especially coated with a rust preventative. 15115-5 City of Palo Alto House Hold Hazardous Waste Station Project G. Special care shall be taken to protect uncoated items and plastic items, especially from environmental damage. 2.04 SOURCE QUALITY CONTROL A. Factory inspection, testing and correction of deficiencies shall be done in accordance with the referenced Standards and as noted herein. PART 3 EXECUTION 3.01 PREPARATION A. Valves and appurtenances which will be installed in exposed areas shall have their exterior surfaces painted as required in Section 09902. 3.02 INSTALLATION A. Inspection prior to installation and installation shall be in accordance with the manufacturer’s written instructions. B. Valves shall be supported to avoid placing loads on connecting piping until pipe supports are completed. ***END OF SECTION*** 15400-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 15400 PLUMBING - GENERAL PROVISIONS PART 1 GENERAL 1.01 SCOPE OF WORK A. Furnish all labor, materials, equipment, services and incidentals required and install and test a complete plumbing system as specified and shown on the following: B. More specifically the work shall include, but shall not be limited to the following: 1. All items included under the Scope of Work of other Plumbing Sections. 2. All parts necessary to make a complete Plumbing System ready for continuous operation. 3. The absence of pipe supports and details on the Drawings shall not relieve the CONTRACTOR of the responsibility for providing them. 1.02 RELATED WORK A. The following work related to, but not covered under the plumbing work will be done under other related Sections. 1. All piping systems in the building other than the plumbing work specified in the Plumbing and Mechanical Sections. 2. Yard piping for sanitary and storm drains beyond 10-ft-0-in outside the building unless otherwise indicated. 3. Source for potable and protected water and gas services shall terminate as hereinafter specified. 4. Excavating and backfilling is included under Division 2. 5. Sump pit frames and covers not specified under the plumbing work will be included under Division 5. 6. Manholes, catch basins, and buried pipe encasement are included under Division 2. 7. Concrete is included under Division 3. 8. Painting is included under Division 9. 9. Electrical work is included under Division 16. 1.03 SUBMITTALS A. Inspection by the ENGINEER’s representative or failure to inspect shall not relieve the CONTRACTOR of responsibility to provide materials and perform the work in accordance with the documents. B. Submit, in accordance with City requirements to establish compliance with this Section. Submittals shall include the following: 15400-2 City of Palo Alto House Hold Hazardous Waste Station Project 1. Shop drawings and technical literature covering details of all equipment, fixtures and accessories being furnished under this Section prior to fabrication, assembly or shipment. 2. Provide a list of recommended spare parts as well as spare parts being provided. 3. Furnish no less than 7 days before start-up, a schedule of all exposed valves installed under this Section. The schedule shall include for each valve the location, type, a number, words to identify the valve function, and the normal operating position. 4. Detailed layout drawings of piping in mechanical rooms and other congested areas shall be provided. Drawings shall show the locations of piping appurtenances, specialties, and all valve banks. 5. For units that will be shipped exposed, provide a description of the protective packaging that will be used during transit. C. Operation and Maintenance Data 1. Operating and maintenance manuals shall be furnished to the City. The manuals shall be prepared specifically for this installation and shall include all required cuts, drawings, equipment lists, descriptions, etc, that are required to assist operation and maintenance personnel unfamiliar with such equipment. The following information shall be considered a minimum. Where applicable, provide information required for specific pieces of equipment. a. Personnel familiar with the operation and maintenance of the specific information shall prepare manuals. b. Equipment shall be identified with the ENGINEER’s Equipment Numbers and Identification as shown in the Schedules and on the Drawings. c. Provide information in three ring binders. All sheets shall have reinforced punches. Tabbed dividers shall separate all sections. Drawings will be bound in the manual, or contained in envelopes bound into the manual. 2. Contents – Each volume shall contain the following minimum contents: a. Installation including instructions for unpacking, installing, aligning, checking and testing. Foundation data, allowable piping loads, and electrical design shall be included. b. Operating Instructions to provide pre-operational checks, startup and shutdown, and description of all control modes. Include emergency procedures for all fault conditions and actions to be taken for all alarms. Procedures for long-term storage shall be included. c. Maintenance shall include preventive, and corrective. Schedules for test of other functions are to be included. Provide a list of tools required to service the equipment. Troubleshooting instructions to include a troubleshooting guide shall be included. D. In general, corrections or comments or lack there of, made relative to submittals during review shall not relieve the CONTRACTOR from compliance with the requirements of the drawings and specifications. Submittals are for review of general conformance with the design concepts of the project and general compliance with the contract documents. The CONTRACTOR is responsible for the final design conforming and correlating all quantities and dimensions, selecting fabrication processes and techniques of construction, coordinating the work of all trades, and performing the work in a safe and satisfactory manner. 15400-3 City of Palo Alto House Hold Hazardous Waste Station Project 1.04 REFERENCE STANDARDS A. American Society for Testing and Materials (ASTM) B. American National Standards Institute (ANSI) C. American Water Works Association (AWWA) D. National Fire Protection Association (NFPA) E. National Electrical Manufacturers Association (NEMA) F. Plumbing and Drainage Institute (PDI) G. Cast Iron Soil Pipe Institute (CISP) H. Underwriters Laboratories (UL) I. Factory Mutual (FM) J. American Society of Plumbing Engineers Data Book (May be used as a design guide.) K. Where reference is made to one of the above standards, the revision in effect at the time of bid opening shall apply. 1.05 QUALITY ASSURANCE A. The CONTRACTOR shall be fully responsible for the proper execution and performance of the work described herein. It shall be their responsibility to inspect all installation conditions and bring to the attention of the ENGINEER any conditions which may affect their work adversely. They shall report to the ENGINEER, prior to commencing any portion of this work, any conditions unsuitable for the installation of their portion of the work. B. Mention herein or indication on the Drawings of equipment, materials, operation or methods shall require that each item mentioned or indicated be provided to make a complete system of plumbing ready for continuous operation. C. The location of all equipment, fixtures and piping shall be considered as approximate only and the right is reserved by the ENGINEER to change at any time, before the work is installed, the position of such equipment and piping to meet structural conditions and to provide proper headroom clearance or for other sufficient causes and such changes shall be made without additional expense to the OWNER. D. Attention is called to the necessity for elimination of transmission of vibration from mechanical equipment to building structures. All equipment, therefore, shall be carefully selected and installed to meet this condition and isolators and water hammer arrestors shall be provided where required. E. Instruct such persons as designated by the OWNER in the care and use of all plumbing equipment and piping systems installed. F. Comply with all the laws, ordinances, codes, rules and regulations of the State, local or other authorities having jurisdiction over any of the work specified herein. G. Obtain all required permits and pay all legal fees for the same and in general take complete charge and responsibility for all legal requirements pertaining to this Section of the work. 15400-4 City of Palo Alto House Hold Hazardous Waste Station Project H. Requirements set forth in this Section and indicated on the Drawings shall be followed when in excess of the required or minimum regulations. I. If any work is performed and subsequent changes are necessary to conform to the regulations, such change shall be made as part of this work at no additional cost to the OWNER. J. All work shown on the Drawings is intended to be approximately correct to scale, but figured dimensions and detailed drawings shall be followed in every case. The Drawings shall be taken in a sense as diagrammatic. Size of pipes and general method of running them are shown, but it is not intended to show every offset and fitting nor every structural difficulty that may be encountered. To carry out the true intent and purpose of the Drawings all necessary parts to make complete working systems ready for use shall be furnished without extra charge. K. Refer to the Structural and Architectural Drawings which indicate the type of construction in which the work shall be installed. Locations shown on the Plumbing Drawings shall be checked against the general and detailed drawings of the construction proper. All measurements must be taken at the building. L. All equipment of a given type included in this Section shall be furnished by or through a single manufacturer or as specified on the schedules M. Inspection by the ENGINEER’s representative or failure to inspect shall not relieve the CONTRACTOR of responsibility to provide materials and perform the work in accordance with the documents. N. The piping manufacturer shall furnish an affidavit of compliance certifying that all materials used and work performed complies with the specified requirements. The CONTRACTOR shall provide copies of mill test confirming the type of material used in the various components. O. The OWNER and ENGINEER reserve the right to sample and test any materials after delivery and to reject all components represented by a sample that fails to comply with the specified requirements. P. An authorized representative of the manufacturer shall perform the initial startup of the equipment. The OWNER and ENGINEER shall witness startup. The use of local sales representatives to perform this work is not acceptable, unless the manufacturer provides documented evidence that the sales representative has been specifically trained for this work. Q. All rotating parts of equipment shall be statically and dynamically balanced at the factory. 1.06 ENGINEERING SERVICES A. When engineering services are specified to be provided by the CONTRACTOR, the CONTRACTOR shall retain a licensed professional engineer to perform the work. The engineer shall be licensed at the time the work is done and in the state in which the project is located. If the state issues discipline specific licenses, the engineer shall be licensed in the applicable discipline. In addition, the engineer shall be experienced in the type of work being provided. B. All work is to be done according to the applicable regulations for professional engineers, to include signing, sealing and dating documents. When submittals are required by a professional engineer, in addition to state required signing and sealing, a copy of the current wallet card or wall certificate indicating the date of expiration shall be included with the submittal. 1.07 SERVICE AND UTILITY CONNECTIONS A. Facility Drains 15400-5 City of Palo Alto House Hold Hazardous Waste Station Project 1. The facility drainage systems shall terminate at the sump pit outside the building as shown on the Drawings. 2. The storm water systems serving the rainwater leaders will originate at Roof Drains and Deck Drains and terminate at points 10-ft-0-in outside the building or as shown on the Drawings. B. Water Service 1. The source of water for potable and protected use in the building will be brought to the building under another Division of the work and left as a flanged connection 8-in to 12-in inside the foundation wall or above the finish floor, except where noted otherwise. 2. The water meter, water pressure booster pump unit and backflow preventer units shall be furnished and installed complete with all components as shown on Water Piping Diagrams. The water connections shall be made to these units as shown and from these points furnish and install all water to the building, equipment, fixtures and apparatus, as shown on the Drawings. 1.08 DELIVERY, STORAGE AND HANDLING A. All materials shall be inspected for size, quality and quantity against approved shop drawings upon delivery. B. Delivery schedule of all equipment shall be coordinated with the CONTRACTOR. Equipment ready for shipment prior to the agreed on shipping date shall be stored without cost to the OWNER by the manufacturer. C. All materials shall be suitably packed for shipment and long term storage. Each package shall be labeled to indicate the project and the contents of each package. Where applicable, equipment numbers shall be marked on the container. D. All equipment shipped that is exposed such as on a flat bed truck shall be protected during transit. The equipment shall be protected from moisture, road salt, dirt and stones or other materials thrown up from other vehicles. Electrical components shall be protected as above, but with special attention to moisture. The method of shipment protection shall be defined in the submittals. E. Instructions for the servicing and startup of equipment in long term or prolonged storage shall accompany each item. F. All materials shall be stored in a covered dry location off of the ground. When required to protect the materials they shall be stored in a temperature-controlled location. 1.09 COORDINATION A. The Drawings indicate the extent and general arrangement of the systems. If any departures from the drawings or specifications are deemed necessary, details of such departures and the reasons therefore shall be submitted as soon as practical for review. No such departures shall be made without the prior written concurrence of the ENGINEER. B. The CONTRACTOR shall coordinate the location and placement of all concrete inserts and welding attachments with the structural engineer. 15400-6 City of Palo Alto House Hold Hazardous Waste Station Project C. The CONTRACTOR shall assume full responsibility for coordination of the Plumbing systems, including; scheduling, and verification that all structures, piping and the mounting of equipment are compatible. D. The CONTRACTOR shall start up each piece of equipment and system and shall make all adjustments so that the system is placed in proper operating condition. 1.10 SUPPORTS A. All components shall be provided with lugs, brackets or field supplied devices to allow the components to be firmly attached to the structure. The lugs, brackets or field supplied devices shall be sized to withstand the seismic loads for the area and type of application. 1.11 SEISMIC RESTRAINTS A. Seismic restraints shall be provided for all piping and equipment as required by applicable codes. All seismic criteria and design shall comply with California Building Code, latest edition. B. Materials of construction for seismic supports shall be the same as those specified for equipment supports and hangers, and pipe hangers. All bolts shall be stainless steel regardless of the specified support material. C. Where the seismic criteria and size of piping are within the limits of the latest edition of the SMACNA Seismic Restraint Manual, the restraints as defined in the manual can be used. Restraints shall be selected from Tables for Seismic Hazard Class A, Seismic Zone D. D. The CONTRACTOR shall retain a professional engineer to provide seismic loadings and designs of seismic restraints. This will include but not be limited to the following: 1. Provide seismic loadings to the vibration isolation supplier based on actual equipment being used to allow the proper selection of vibration isolators. 2. Provide sizing of bolts for attachment of non-vibrating equipment to the structure based on the actual equipment being used. 3. Provide design of required additional bracing for equipment when vibration isolators or bolts are not adequate to withstand seismic forces. 4. Provide design of bracing for all suspending equipment. E. Provide design of bracing for all piping that exceeds the limitations of the SMACNA Seismic Restraint Manual. 1. Provide design of bracing for all piping. 2. Where piping is subject to thermal expansion, the loads caused by the thermal expansion and contraction shall be included in the design of the restraint bracing. F. Signed and sealed calculations and details by a civil or structural engineer licensed in the State of California shall be submitted for record purposes. PART 2 PRODUCTS (NOT USED) PART 3 EXECUTION 15400-7 City of Palo Alto House Hold Hazardous Waste Station Project 3.01 INSTALLATION A. All the items specified in shall be installed according to the applicable manufacturer's recommendations, the details shown on the Drawings and as specified herein and in other related Sections. B. The CONTRACTOR shall start up each piece of equipment and system and shall make all adjustments so that the system is placed in proper operating condition. C. The CONTRACTOR shall not install any equipment or materials until the OWNER and ENGINEER have approved all submittals. If any equipment or materials are installed prior to approval of the submittals, it shall be at the CONTRACTOR's risk. D. All work shall be installed in accordance with the manufacturer's printed instructions and shall be rigid, plumb and true to line, with all parts in perfect working order. Maintain protective covers on all units until final cleanup time and at that time remove covers and clean and polish all surfaces. ***END OF SECTION*** 15410-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 15410 PLUMBING – PIPING SYSTEMS PART 1 GENERAL 1.01 SCOPE OF WORK A. The areas where work is to be accomplished is described in Section 15400. B. This Section specifies the basic Plumbing Systems of Piping and the materials of each system, including valves and associated appurtenances. C. Furnish all labor, materials, equipment, services and incidentals required and install complete in- terior Plumbing Piping Systems as shown on the Drawings and as specified herein. 1. Sanitary - Waste and Vent Systems 2. Potable Cold Water Systems 3. Furnishing and installing all piping, valves, dielectric fittings, floor drains, cleanouts, sleeves, hangers and insulation in conjunction with the above listed piping systems. 6. All piping, and equipment shown on the Drawings is intended to be approximately correct to scale, but figured dimensions and detailed drawings of the actual equipment furnished shall be followed in every case. The Drawings shall be taken in a sense as diagrammatic. Size of piping is shown, but it is not the intent to show every offset or fitting, nor every hanger or support, or structural difficulty that may be encountered. To carry out the intent and purpose of the Drawings all necessary parts to make a complete working system ready for use shall be furnished without extra charge. The CONTRACTOR shall be responsible to coordinate the system installation and routing with the work of all trades. 1.02 RELATED WORK A. Refer to Section 15400. 1.03 SUBMITTALS A. Submit, in accordance with Sections 15400 and 01330, shop drawings and technical literature covering details of all plumbing-piping systems being furnished under this Section prior to fabri- cation, assembly or shipment. B. For units that will be shipped exposed, provide a description of the protective packaging that will be used during transit C. All submittals shall contain a statement that Sections 15400, 15250, 15410 and all other refer- enced Sections have been read and complied with. The certification statement shall be made by all of the following that are applicable; the CONTRACTOR, sub-contractor and the vendor. The statement shall be an individual statement for each party involved, and shall be included with every submittal and resubmittal. D. Detailed layout drawings of piping in mechanical rooms and other congested areas shall be pro- vided. Drawings shall show the locations of piping appurtenances, specialties, and all valve banks. 15410-2 City of Palo Alto House Hold Hazardous Waste Station Project E. Provide manufacturers catalogs, literature, and engineering data on all hangers and supports. Load ratings, materials, and installation shall be in accordance with the recommendations of MSS SP-58 and MSS SP-69. 1.04 REFERENCE STANDARDS A. Refer to Section 15400. 1.05 SERVICE AND UTILITY CONNECTIONS A. Refer to Section 15400. 1.06 QUALITY ASSURANCE A. Refer to Section 15400. 1.07 DELIVERY, STORAGE AND HANDLING A. Refer to Section 15400. 1.08 COORDINATION A. Refer to Section 15400. 1.09 SEISMIC RESTRAINTS A. Refer to Section 15400. PART 2 PRODUCTS 2.01 PIPING SYSTEM MATERIALS A. Sanitary Waste and Vent Piping 1. The pipe and fittings shall be SV (Service) hub and spigot cast iron soil pipe and fittings conforming to ASTM A74 and ANSI A112.5.1 tarred inside and out at the foundry. 2. Joints for below grade piping shall be installed with compression gaskets conforming to ASTM C564 or shall be installed with lead and oakum. 3. Piping above grade shall be of the above mentioned hub and spigot type or of the No-Hub type conforming to the Cast Iron Soil Pipe Institute Standards 301. Pipe shall be marked with the collective trademark of the Cast Iron Soil Pipe Institute. 4. The No-Hub coupling shall be Anaheim Foundry Co. Husky SD4000, Clamp-All 125 or by MG Coupling Co. 5. Copper piping may be used for sanitary waste and vent in sizes 2-in and smaller. Pipe shall be Type "L" used with either cast or wrought DWV fittings. Solder Alloy 95TA (95 per-cent Tin, 5 percent Antimony), ASTM B32. No solder containing lead shall be utilized on the project. 15410-3 City of Palo Alto House Hold Hazardous Waste Station Project B. Potable Water Systems 1. Piping shall be Type "L" copper with cast bronze or wrought copper, solder type fittings for above grade and Type "K" for where buried or shall be flanged end, ductile iron. Solder Al- loy 95TA (95 percent Tin, 5 percent Antimony), ASTM B32. No solder containing lead shall be utilized on the project. 2. All copper piping 2-1/2-in and larger and all buried copper piping shall be Type S-2 brazed. Brazing filler metal classified as BCu4 or BCu5, with minimum melting point of 1300 de-grees F. Use wrought fittings for brazing. 3. Piping larger than 4-in shall be flanged end, ductile iron with double thickness cement lin- ing. Ductile iron pipe and fittings shall be as specified in Section [15072]. 4. Victaulic grooved copper piping systems 2” through 8” may be used with roll grooved Type “L” copper tube in lieu of brazed, threaded, or flanged methods. a) Fittings shall be wrought copper per ANSI B16.22 or bronze castings per ANSI B16.18, manufactured to copper tube dimensions with grooves designed to accept Victaulic couplings. b) Couplings shall consist of two ASTM A536 ductile iron housing segments cast with offsetting, angle-pattern bolt pads to provide system rigidity, coated with copper-colored alkyd enamel. Gaskets shall be pressure-responsive, synthetic rubber of a FlushSeal® design, Grade EPDM, with plated steel bolts and nuts to secure unit to-gether. Couplings shall be manufactured to connect copper tubing sized tube and fit- tings. Flaring of tube and fitting ends to IPS dimensions is not permitted. Victaulic Style 607. c) Flange adapters shall be cast ductile iron conforming to ASTM A536, coated with copper-colored alkyd enamel, flat face, for direct connection to ANSI Class 125 and 150 flanges. Victaulic Style 641. C. Dielectric Fittings 1. On all water piping systems, provide dielectric fittings at all locations between piping and components of dissimilar metals. 2.02 VALVES A. General 1. Group and locate control valves in all locations so they may be easily operated, through access panels, doors, or adjacent to equipment. 2. Valves, in general, shall be of the same manufacture throughout unless noted otherwise. All valves, except as noted otherwise, shall be made for 125 lb steam working pressure and shall have round iron wheel handles. B. Water Valves 1. All water valves 2-in and smaller shall be full port ball type similar to Watts FBV/FBVS; Apollo 77-200, Nibco T/S 585-70 or Hammond 8301/8311. 2. All water valves 2-1/2-in and 3-in unless otherwise noted, shall be bronze body gates with non-rising stem and solid wedge disc. Valves shall be Nibco Inc. S-113; Stockham B-112 or Hammond IB-647. 15410-4 City of Palo Alto House Hold Hazardous Waste Station Project 3. All water valves, 4-in and larger, shall be iron body gates, bronze trim, flanged ends, OS&Y pattern, solid wedge, rising spindle and shall be Nibco Inc. F-617-0; Stockham G-623 or Hammond IR-1140. 4. All check valves 3-in and smaller shall be Hammond IB-912; Stockham B-309 or Nibco Inc. S-413. 5. Check valves 4-in and larger shall be flanged and equal to Hammond IR-1124; Stockham G-931 or Nibco Inc. F-918-B. 6. Hose end valves (HEV) shall be a ball valve with hose end adapter. Units on potable water systems shall be equipped with a hose connection vacuum breaker similar to Watts No. 8A or equal. C. Sample Water Valves 1. Sample water valves shall be PVC ball valves as described in Section 15064. D. Backwater Valves 1. Units shall be flapper type backwater valves with cast iron body and automatic type valve seat which hangs closed during periods of non-operation. 2. Units designated Type "A" shall be equal to Zurn Industries Inc. Z-1095 and Type "B" shall be Z-1091. Units as manufactured by Josam Mfg. Co. or J.R. Smith with the normally closed feature will be considered. 2.03 INSULATION A. All water piping of every description specified herein including rainwater, drinking fountain waste and pressure waste piping shall be completely insulated throughout with 1-in thick Heavy Densi- ty Pipe Insulation. B. All fittings, flanges, roof drain bodies and valves shall be covered with permanently non-combustible, one-piece, factory premolded, insulated fitting covers. C. Provide at each hanger location a rigid insulation insert with a galvanized metal covering protec- tor shield, equal to items as manufactured by Pipe Shields Inc. or equal. Protector shields shall be of length as recommended by the manufacturer and shall be the same thickness and jacket material as the adjoining insulation. D. Insulation material shall be of molded rigid fiberglass sectional pipe insulation rated to 500 de-grees F. The insulation shall have a minimum density of 3.5 lbs/cu ft and a maximum "K" factor of 0.24 at 75 degrees F mean temperature. Jacket shall be kraft paper bonded to aluminum foil reinforced with fiberglass yarn and self sealing lap with maximum permeability of 0.02 perms. E. Supplies, drain and trap on handicapped lavatories shall be insulated with fully molded, white, closed cell vinyl insulation kit, Truebro, Model 120W-105 or equal. 2.04 PIPE MARKING AND COLOR CODING A. Pipe marking is included in Division 9, but it shall be part of the work of this Section to assist as required by the ENGINEER to identify the pipe contents, direction of flow and all pertinent data required for proper marking of pipe. 15410-5 City of Palo Alto House Hold Hazardous Waste Station Project PART 3 EXECUTION 3.01 INSTALLATION A. Install all piping, valves, hangers and appurtenances as specified herein and in the referenced Sections above. B. The CONTRACTOR shall not install any equipment or materials until the OWNER and ENGINEER have approved all submittals. If any equipment or materials are installed prior to approval of the submittals, it shall be at the CONTRACTOR's risk. C. In general, corrections or comments or lack there of, made relative to submittals during review shall not relieve the CONTRACTOR from compliance with the requirements of the drawings and specifications. Submittals are for review of general conformance with the design concepts of the project and general compliance with the contract documents. The CONTRACTOR is re-sponsible for the final design conforming and correlating all quantities and dimensions, selecting fabrication processes and techniques of construction, coordinating the work of all trades, and performing the work in a safe and satisfactory manner. D. Valves 1. Install control valves to all locations grouped and located to be easily operated, through ac- cess panels, doors, or adjacent to equipment. 2. Install all final Water connections to Process and HVAC equipment. Each connection shall be preceded by a ball valve directly adjacent to the unit. 3. Install all valves in a horizontal to upright position. Valves shall not be installed in down position from the horizontal. E. Welding 1. Welding of joints shall be by metal-arc welding process. Welding shall be by qualified welders meeting the requirements outlined in Section IX of the ASME Boiler and Pressure Vessel Code and certified by the Hartford Steam Boiler Inspection Company. 2. Welding shall not be done when the atmospheric temperature is less than 32 degrees F or when surfaces to be welded are wet. 3. Surface to be welded shall be free from loose scale, slag, rust, paint, oil and other foreign material. Joint surfaces shall be smooth, uniform and free from fins, tears and other de-fects which might affect proper welding. 4. Bevels shall be accurately cut by machining or by a mechanically guided cutting torch. 5. Piping shall be carefully aligned before welding and maintained in alignment during weld- ing. Tack welds may be used to maintain alignment. They shall be the same quality as the final welds and shall be fused thoroughly therein. Defective tack welds shall be removed before the final weld is made. 6. The surface of the finished welds shall have a bright metallic luster after cleaning, a fairly smooth and uniform contour with regular ripples and be free from overlaps, undercuts and excessive convexity. 7. Welds shall be sound throughout, fused thoroughly and free from gas pockets, oxide, slag inclusions and surface porosity. The inside of the pipe shall be free from globules of weld 15410-6 City of Palo Alto House Hold Hazardous Waste Station Project metal, spacers or other material which would restrict the pipe area or become loose to en-ter the fluid stream. 8. Defective or unsound welds shall be corrected by removing and replacing the welds. Pipe or fittings which cannot be rewelded satisfactorily shall be replaced with new pipe or fittings at the CONTRACTOR's expense. 9. All welded joints may be visually inspected by the ENGINEER or OWNER's Representative for defects beyond those acceptable in ANSI B31.1. Method of repair shall be in accord-ance with instructions as received from the ENGINEER or OWNER's Representative. F. Flanged Connections 1. All flange faces shall be in perfect alignment with the holes straddling the vertical center line of the piping. 2. All bolts shall be well lubricated over the entire thread length with a heavy graphite and oil mixture prior to the tightening operation. Bolts shall be tightened with proper wrenches, care being taken to secure uniform pressure on the bolts and gasket and to avoid over-stressing of the bolts, dishing of the flanges and compression of the gasket beyond its proper limits. a. Commercial grade carbon steel bolts, ASTM A307, Grade B shall be tightened to ob-tain approximately 15,000 psi stress based on the root area of the thread. Alloy steel bolts, ASTM A193, Grade B7 shall be tightened to obtain a stress of 45,000 psi. 3. All bolts shall be of sufficient length so that when fully tightened, a minimum of two full threads shall extend beyond the nut. G. Screwed Connections 1. All screwed connections shall have full thread of true taper, accurate to gauge and conform to ANSI. 2. Reduction in size shall be made using reducing fittings. 3. The use of bushings or close nipples is prohibited. Nipples shorter than 4-in in length shall be Schedule 80. 4. Plugs shall be steel or brass with square head. 5. Screwed joints shall be made with an approved joint compound applied to the male thread only. Caulking of screwed joints will not be allowed. H. Soldering (Copper Tubing) 1. Tubing shall be cut with square ends and reamed to prevent burrs, out-of-round or improp-erly sized ends. 2. After cutting, all surfaces to be soldered shall be thoroughly cleaned to a metal-bright finish, free from dirt, grease or other material before fluxing and soldering. This cleaning shall be performed by using emery cloth, sandpaper or steel wool. Clean the outside end of the tubing for a length of 1/2-in greater than the depth of the fitting. The inside of the fittings shall be cleaned in a similar manner. Apply non-corrosive flux and assemble the joint. Ac- id solder or acid flux will not be allowed. 15410-7 City of Palo Alto House Hold Hazardous Waste Station Project 3. The surfaces to be joined shall be heated up slowly and uniformly to the melting point of the solder. The surface being soldered shall be maintained above the melting point of the solder for sufficient time to draw the solder completely into the joint. When the solder con-geals to a plastic state the excess metal shall be removed with a cloth brush, leaving a fillet around the end of the fitting. Full penetration of the solder uniformly throughout the entire socket is required. The soldered joints shall be allowed to cool in still air until only warm to the hand after which the work may be quenched. 4. Any type of crack, pinhole, area of incomplete penetration, or similar defect will not be ac-cepted. Peening for closing up defects shall not be permitted. 5. Heating torches of sufficient size shall be used for heating of large fittings prior to soldering. Multiple tips or ring burners for use on combination torches may be used. 6. Remove all external and internal loose solder and flux after joint cools. I. Grooved Joints 1. Grooved piping joints are to be made in strict accordance with the joint manufacturer’s rec-ommendations. The depth, width and distance from the end of the pipe are to all be within the joint manufacturers tolerances. 2. Grooves are to be rolled in steel piping systems. Piping shall be cut to length and squared before grooving. Grooved end shall be clean and free from indentations and projections in the area from the pipe end to groove. 3. Lubricant for the gaskets shall be supplied by the joint manufacturer. Gaskets are to be checked to be sure that they are the proper gasket for the piping system. Lubricant shall be applied to the gasket prior to installing the gasket on the pipe. Gaskets shall be supplied by the grooved coupling manufacturer. 4. The gaping between the ends of the pipe being joined is to be set based on the piping sys- tems needs to expand and contract. In general pipe expansion and contraction in grooved piping systems is to be taken up by the proper gaping of the individual joints. 5. The housing is to be assembled around the piping being sure that the housing does not pinch the gasket and that it also drops into the grooves on the two sections of piping. Bolts are to be tightened by hand uniformly. Only metal to metal contact is required between the segments of the housing. Do not over tighten the bolts.] 6. Victaulic’s factory trained field representative shall provide on-site training for contractor’s field personnel in the proper use of grooving tools and installation of grooved piping prod- ucts. Factory trained representative shall periodically review the product installation. CONTRACTOR shall remove and replace any improperly installed products. J. Brazing 1. Cutting and cleaning of tubing shall be as specified for soldering operations. 2. Apply flux in accordance with recommendations of manufacturer of brazing filler material being used. Apply to outside of fitting and heat affected area of tubing. Avoid getting flux inside tube. Flux may be omitted when joining copper tubes to wrought copper fittings but is required for joining to cast (bronze) fittings. 3. Assemble joint by inserting tube into socket hard against stop and turning. 15410-8 City of Palo Alto House Hold Hazardous Waste Station Project 4. Heat parts to be joined beginning 1-in from edge of fitting, continuously moving the flame. When flux has become transparent, begin to heat the fitting at the base of the cup, still con- tinuously moving the flame. When flux at fitting is quiet and transparent, maintain heat along joint by moving flame along axis between fitting and tubing. 5. Apply brazing material at point were tubing enters socket of fitting. Avoid putting flame on brazing material. Heated joint should melt brazing material and capillary action will draw material into the joint. When joint is properly made, a fillet of filler metal will be visible com- pletely around the joint. Stop adding filler metal when fillet is formed. 6. After brazing material has solidified, clean off flux residue. Fittings must cool naturally. Quenching will not be allowed. 7. Any type of crack, pinhole, area of incomplete penetration, or similar defect will not be ac- cepted. Penning for closing up defects will not be permitted. K. Insulation 1. Do not apply insulation until pipes and tanks have been tested and accepted by all parties making inspection. All insulated covering shall be guaranteed for a period of one year. a. Insulate water runouts to fixtures in partitioned pipe spaces. b. Insulate drops to wash hose stations and hose outlets to a point six feet above the floor. L. Cleanouts 1. Install cleanouts as directed by applicable code, at end of each branch soil and waste line where waste and soil lines change direction, at the bottom of every riser either as a cleanout tee above floor or end cleanout in the horizontal below the floor. 3.02 FIELD TESTING A. Provide all air and water necessary for testing the piping systems as specified under this Sec-tion of the work. Provide all connections for testing under this Section. Remove all debris re- sulting from testing. All testing shall be coordinated with the ENGINEER and Palo Alto Fire De-partment shall be present. B. Provide all apparatus and all other supplies or materials which may be necessary for testing the systems and operating the apparatus during the period while tests of any kind are being made, or for carrying out the work of the Contract. C. The various piping systems shall be subjected to water, smoke, or air tests as noted and shall hold tight at pressures stated without extra pumping or water addition for the time intervals stat-ed. D. All additional tests, methods or materials that may be required by the local ordinances and not specifically specified herein, shall be made as directed by the ENGINEER or the local inspection authority. E. Provide for all repeated tests as necessary to make systems tight as required. F. Test soil, waste, drain, vent and rainwater piping as follows: 1. Test rough drainage of soil, waste, drain, vent and rainwater leader by plugging piping where it terminates in the building or where it leaves the building by filling each system 15410-9 City of Palo Alto House Hold Hazardous Waste Station Project completely with water to the outlets on the roof after all outlets in section have been plugged or capped, for at least 1 hour duration. 2. If it becomes necessary during the construction of the building to test a part of a section for any reason or to cover permanently any pipe before piping above the part or section has been completed, apply a water test to such part or section of the piping by maintaining a 10-ft head of water on the highest section of the piping and the test shall hold tight for 1 hour. G. Test water piping as follows: 1. Test all interior potable hot, cold and protected water piping to a water pressure of 150 psi to the lowest level and maintain this pressure without additional pumping for 2 hours. H. Sump pump discharge piping shall be tested at 50 psi. 3.03 CLEANING A. At the completion of the work, clean all piping, fixtures, equipment, apparatus and exposed trim for same included in this Section and, where required, polish ready for use. B. Thoroughly disinfect the entire potable water distribution systems with a solution of not less than 50 ppm of available chlorine. Allow the disinfecting solution to remain in the system for a period of 3 hours after which time, open all valves and faucets and flush the system with clean water until the residual chlorine content is not greater than 0.2 ppm, unless otherwise directed. ***END OF SECTION*** DIVISION 16 ELECTRICAL 16000-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 16000 ELECTRICAL - GENERAL PROVISIONS PART 1 GENERAL 1.01 SCOPE OF WORK A. Furnish all labor, materials and equipment required and install complete and make operational, electrical system[s] at the Household Hazardous Waste Station as shown on the Drawings and as specified herein. B. The work shall include furnishing, installing and testing the equipment and materials detailed in the project plans. C. The work shall include the following: 1. Coordinate the electrical service requirements with the power company and provide the electrical service(s) from the Power Company at the locations indicated. 2. Provide conduit, wire and field connections for all motors, motor controllers, control devices, control panels and electrical equipment furnished under Divisions 1, 11, 13 and 15. 3. Provide conduit, wiring and terminations for all field-mounted instruments furnished and mounted under other Divisions, including process instrumentation primary elements, transmitters, local indicators and control panels. Lightning and surge protection equipment wiring at process instrumentation transmitters. Install vendor furnished cables specified under other Divisions. 4. Provide power wiring for all heating, ventilating, and air conditioning equipment furnished under other related Divisions, including power wiring for 120 Volt unit heater motors and thermostats. Refer to HVAC Drawings for the locations of 120 Volt unit heater thermostats and provide a 3/4-in C, 2 No. 12 and 1 No. 12 GRD between each heater and its respective control thermostat. 5. Provide precast manholes, handholes and light pole bases. 6. Provide manhole and handhole frames and covers. 7. Provide Seismic Restraints for electrical equipment and systems requiring restraints. 8. Perform testing of the electrical equipment in accordance with the requirements of the individual specification sections. 9. Set the electrical protective devices in accordance with NETA standards and in accordance with the protective coordination study. D. Each bidder or their authorized representatives shall, before preparing their proposal, visit all areas of the existing buildings and structures in which work under this sub-bid is to be performed and inspect carefully the present installation. The submission of the proposal by this bidder shall be considered evidence that their representative has visited the buildings and structures and noted the locations and conditions under which the work will be performed and that he/she takes full responsibility for a complete knowledge of all factors governing his/her work. E. Provide electrical demolition work associated with the removal of equipment from the existing facilities. The work shall include disconnecting and removing electrical disconnect switches, 16000-2 City of Palo Alto House Hold Hazardous Waste Station Project electrical wiring and conduit to equipment. Make equipment scheduled for removal free of electrical shock hazard. F. Review the electrical underground system and the civil yard piping. Install the electrical underground system in a manner that avoids conflicts with manholes, catch basins, etc. provided under other Divisions of the specifications. G. Sequencing and Scheduling 1. Coordinate electrical equipment installation with other trades. 2. Arrange for chases, slots and openings in the building structures during the progress of construction to allow for the electrical installation. 3. Coordinate installing required supporting devices and set sleeves in poured-in-place concrete and other structural components as they are constructed. 4. Sequence, coordinate and integrate the installation of electrical materials and equipment for efficient flow of the work. Coordinate the installation of large equipment requiring position prior to closing in the building. 5. Verify final locations for rough-ins with field measurements and with the requirements of the actual equipment to be connected. H. Provide rubber floor mats for all electrical equipment. I. Excavation, bedding material, forms, concrete and backfill for underground raceways; forms and concrete for electrical equipment furnished under Division 16. The work shall be in accordance with Divisions 2 and 3. 1.02 RELATED WORK A. Excavation and backfilling, including gravel or sand bedding for underground electrical work is included in Division 2. B. Cast in place concrete work, including concrete encasements for electrical duct banks, equipment pads, light pole bases and reinforcing steel, is included in Division 3. C. Except for directly controlled, single phase, unit heater thermostat wiring and all interlocking and termination wiring within the motor starter/motor control centers, all automatic temperature control wiring for heating, ventilating and air conditioning equipment (thermostats, duct switches, P-E switches, dampers, automatic temperature control panels, etc) will be furnished and installed under Division 15, unless otherwise indicated on the Drawings. 1.03 SUBMITTALS A. Submit shop drawings for equipment, materials and other items furnished under Division 16. B. As a minimum all equipment specified in each Section of Division 16 shall be submitted at one time. As an example all lighting fixtures shall be submitted together, all motor control centers shall be submitted together, etc. Submittals that do not comply will be returned disapproved. C. Shop drawings shall be submitted for the following equipment: 1. Raceways, Boxes, Fittings and Hangers 2. Cable Tray System 16000-3 City of Palo Alto House Hold Hazardous Waste Station Project 3. Busway System 4. Wires and Cables 5. Miscellaneous Equipment (as specified in Section 16191) 6. Switchgear and Switchboards 7. Unit Substations 8. Automatic Transfer Switches 9. Panelboards 10. Motor Control Centers (medium and low voltage) 11. Lighting Fixtures and Lamps 12. Switches, Receptacles and Covers 13. Lightning Protection System 14. Precast Manholes and Handholes, Frames and Covers 15. Grounding Hardware and Connections 16. Fire Alarm System 17. Security Alarm System 18. Telephone System 19. Intercom and Paging System 20. Heat Tracing 21. Fiber Optic Network System 22. Preliminary Short Circuit and Coordination Analysis. (To be submitted with initial switchgear shop drawing submittal.) 23. Final System Short Circuit, Coordination and Arc Flash Analysis. D. The manufacturers name and product designation or catalog numbers shall be submitted for the following material: 1. Raceways, Boxes, Fittings and Hangers 2. Wire and Cable 3. Switches, Receptacles and Covers 4. Ground System Resistance Test Equipment E. The following shall be submitted for record. 1. Ground System Test Results. 2. Electrical System Test Results 16000-4 City of Palo Alto House Hold Hazardous Waste Station Project F. Mark submittals to clearly identify proposed equipment including accessories, options, and features and to exclude parts not applicable to the project. When manufacturer’s cut sheets apply to a product series rather than a specific product, the data specifically applicable to the project shall be highlighted or clearly indicated by other means. Each submittal piece of literature and each submittal drawing shall clearly reference the Project Specification and/or Contract Drawing that the submittal is to cover. General catalogs will not be accepted as cut sheets to fulfill submittal requirements. G. Check shop drawings for accuracy prior to submittal. Shop drawings shall be stamped with the date checked and a statement indicating that the shop drawings conform to this Section and the Drawings. This statement shall also list all exceptions to this Section and the Drawings. Mark submittals to identify proposed equipment including accessories, options and features being proposed for approval and exclude parts not to be used. Shop drawings not so checked and noted shall be returned marked NOT APPROVED. H. The ENGINEER's check shall be for conformance with the design concept of the project and compliance with this Section and the Drawings. Errors and omissions on approved shop drawings shall not relieve the CONTRACTOR from the responsibility of providing materials and workmanship required by this Section and the Drawings. I. All dimensions shall be field verified at the job site and coordinated with the work of all other trades. J. Material shall not be ordered or shipped until the shop drawings have been approved. No material shall be ordered or shop work started if shop drawings are marked “APPROVED AS NOTED - CONFIRM," "APPROVED AS NOTED - RESUBMIT" or "NOT APPROVED." K. In addition to manufacturer's equipment shop drawings, submit electrical installation working drawings containing the following: 1. Concealed and buried conduit layouts, shown on floor plans drawn at not less than 1/4-in = 1-ft-0-in scale. The layouts shall include locations of process equipment, motor control centers, transformers, panelboards, control panels and equipment, motors, switches, motor starters, large junction or pull boxes, instruments and any other electrical devices connected to concealed or buried conduits. 2. Plans shall be drawn on high quality reproducible, double sided mylar, size 36-in by 24-in and shall be presented in a neat, professional manner. 3. Concrete floors and/or walls containing concealed conduits shall not be poured until conduit layouts are approved. L. Operation and Maintenance Data 1. Submit operations and maintenance data for equipment furnished under this Division. The manuals shall be prepared specifically for this installation and shall include catalog data sheets, drawings, equipment lists, descriptions, parts lists including replacement part numbers, to instruct operating and maintenance personnel unfamiliar with such equipment. 2. Manuals shall include the following as a minimum: a. A comprehensive index. b. A complete "As-Built" set of approved shop drawings. c. A complete list of the equipment supplied, including serial numbers, ranges and pertinent data. d. A table listing of the "as left" settings for all timing relays and alarm and trip setpoints. 16000-5 City of Palo Alto House Hold Hazardous Waste Station Project e. System schematic drawings "As-Built," illustrating all components, piping and electric connections of the systems supplied under this Section. f. Detailed service, maintenance and operation instructions for each item supplied. g. Special maintenance requirements particular to this system shall be clearly defined, along with special calibration and test procedures. h. The operating instructions shall also incorporate a functional description of the entire system, with references to the systems schematic drawings and instructions. i. Complete parts list with stock numbers, including spare parts. N. Exceptions for Submittals 1. Exceptions to the Specifications or Drawings shall be clearly defined by the Electrical Subcontractor in a separate section of each submittal package. The submittal shall contain the reason for the exception, the exact nature of the exception and the proposed substitution so that a proper evaluation may be made by the ENGINEER. The acceptability of any device or methodology submitted as an “or equal” or “exception” to the Specifications shall be at the sole discretion of the ENGINEER. 2. Submittals for certain major items such as [automatic power factor correction equipment], [medium voltage switchgear], [low voltage switchboards], [dry type transformers], [liquid filled substation transformers], [pad mounted transformers], [low voltage switchgear], [low voltage motor control centers], and [medium voltage motor control centers], [Variable Frequency Drives (100 hp and up )] shall include a complete copy of their specification section with each paragraph and sub-paragraph noted with the comment “compliance” , “deviation”, or “alternate”. a. By noting the term “compliance”, it shall be understood that the manufacturer is in full compliance with the item specified and will provide exactly the same with no deviations. b. By noting the term “deviation”, it shall be understood that the manufacturer prefers to provide a different component in lieu of the one specified and in so doing, takes full responsibility for making the equipment work as specified and will provide any and all ancillary components to make the equipment work at no extra cost to the OWNER. c. By noting the term “alternate”, it shall be understood that the manufacturer proposes to provide the same operating function but prefers to do it in a different manner and in so doing, takes full responsibility for making the equipment work as specified and will provide any and all ancillary components to make the equipment work at no extra cost to the OWNER. The alternate method shall be fully described with schematic diagrams and one-line diagrams as applicable. 1.04 REFERENCE STANDARDS A. Electric equipment, materials and installation shall comply with the National Electrical Code (NEC) and with the latest edition of the following codes and standards: 1. National Electrical Safety Code (NESC) 2. Occupational Safety and Health Administration (OSHA) 3. National Fire Protection Association (NFPA) 4. National Electrical Manufacturers Association (NEMA) 16000-6 City of Palo Alto House Hold Hazardous Waste Station Project 5. American National Standards Institute (ANSI) 6. Insulated Cable Engineers Association (ICEA) 7. The Instrumentation, Systems and Automation Society (ISA) 8. Underwriters Laboratories (UL) 9. Factory Mutual (FM) 10. International Electrical Testing Association (NETA) 11. State of California Building Code 12. The Building Officials and Code Administrators National Building Code (BOCA) 13. American Society for Testing and Materials (ASTM) 14. Institute of Electrical and Electronics Engineers (IEEE) 15. Joint Industrial Council (JIC) B. Where reference is made to one of the above standards, the revision in effect at the time of bid opening shall apply. 1.05 PRIORITY OF THE CONTRACT DOCUMENTS A. If, during the performance of the work, the CONTRACTOR finds a conflict, error or discrepancy between or among one or more of the Sections or between or among one or more Sections and the Drawings, furnish the higher performance requirements. The higher performance requirement shall be considered the equipment, material, device or installation method which represents the most stringent option, the highest quality or the largest quantity. B. In all cases, figured dimensions shall govern over scaled dimensions, but work not dimensioned shall be as directed by the ENGINEER and work not particularly shown, identified, sized, or located shall be the same as similar work that is shown or specified. C. Detailed Drawings shall govern over general drawings, larger scale Drawings take precedence over smaller scale Drawings, Change Order Drawings shall govern over Contract Drawings and Contract Drawings shall govern over Shop Drawings. D. If the issue of priority is due to a conflict or discrepancy between the provisions of the Contract Documents and any referenced standard, or code of any technical society, organization or association, the provisions of the Contract Documents will take precedence if they are more stringent or presumptively cause a higher level of performance. If there is any conflict or discrepancy between standard specifications, or codes of any technical society, organization or association, or between Laws and Regulations, the higher performance requirement shall be binding on the CONTRACTOR, unless otherwise directed by the ENGINEER. E. In accordance with the intent of the Contract Documents, the CONTRACTOR accepts the fact that compliance with the priority order specified shall not justify an increase in Contract Price or an extension in Contract Time nor limit in any way, the CONTRACTOR's responsibility to comply with all Laws and Regulations at all times 1.06 ENCLOSURE TYPES A. Unless otherwise required, electrical enclosures shall be NEMA Types as follows: 16000-7 City of Palo Alto House Hold Hazardous Waste Station Project 1. NEMA 1 in dry, non-process indoor above grade locations (i.e. administration areas, laboratories, control rooms, storage rooms). 2. NEMA 12 in "DAMP" locations shown on the Drawings and maintenance shops. 3. NEMA 4 in outdoor locations, rooms below grade including basements and buried vaults and "WET" locations shown on the Drawings. 4. NEMA 4X in "CORROSIVE" locations shown on the Drawings. 5. NEMA 7 in hazardous classified indoor locations. 6. NEMA 7 (gasketed) in hazardous classified outdoor locations. Provide enclosures labeled for such use. 1.07 SERVICE AND METERING A. The power company serving this project is located adjacent to the site an shall be fully inspected for capacity and accessibility by the CONTRACTOR. B. The CONTRACTOR shall be responsible for the following work: 1. Furnishing and installing the primary conduits. 2. Furnishing secondary conduits and cables. 3. Furnishing and installing an empty conduit with pull line from the metering C.T. enclosure to the meter enclosure. Conduit size and type shall be approved by the power company. D. Submit shop drawings for the following items to the power company for approval: 1. Meter base. 2. Primary cable. 3. Metering instrument and installation. 1.08 HAZARDOUS AREAS A. Equipment, materials and installation in areas designated as hazardous on the Drawings shall comply with NEC Articles 500, 501, 502 and 503. B. Equipment and materials installed in hazardous areas shall be UL listed for the appropriate hazardous area classification. 1.09 CODES, INSPECTION AND FEES A. Equipment, materials and installation shall comply with the requirements of the local authority having jurisdiction. B. Obtain all necessary permits and pay all fees required for permits and inspections. 1.10 ELECTRICAL SYSTEM TESTING AND SETTINGS A. Test and provide settings for systems and equipment furnished under Division 16 and the individual equipment sections for additional specific testing requirements. If the testing results are not within acceptable limits repair or replace all defective work and equipment at no additional cost to the OWNER. 16000-8 City of Palo Alto House Hold Hazardous Waste Station Project B. Make adjustments to the systems furnished under Division 16 in accordance with the equipment manufacturers requirements/recommendations and the system coordination. 1.12 INTERPRETATION OF DRAWINGS A. Unless specifically stated to the contrary, the Drawings do not show exact locations of conduit runs. Coordinate the conduit installation with other trades and the actual supplied equipment. B. Install each 3 phase circuit in a separate conduit unless otherwise shown on the Drawings. C. Conduit shown exposed shall be installed exposed; conduit shown concealed shall be installed concealed. Unless otherwise indicated install branch circuit conduits exposed in process/ industrial type spaces and concealed in finished spaces. D. Where circuits are shown as "home-runs" all necessary fittings and boxes shall be provided for a complete raceway installation. Where home-runs indicate conduit is to be installed concealed or exposed the entire branch circuit shall be installed in the same manner. E. Verify the exact locations and mounting heights of lighting fixtures, switches and receptacles prior to installation. F. Except where dimensions are shown, the locations of equipment, fixtures, outlets and similar devices shown on the Drawings are approximate only. Exact locations shall be determined by the CONTRACTOR and approved by the ENGINEER during construction. Obtain information relevant to the placing of electrical work and in case of any interference with other work, proceed as directed by the ENGINEER and furnish all labor and materials necessary to complete the work in an approved manner. G. Circuit layouts are not intended to show the number of fittings, or other installation details. Furnish all labor and materials to install and place in satisfactory operation all power, lighting and other electrical systems shown. H. Redesign of electrical or mechanical work, which is required due to the CONTRACTOR's use of an alternate item, arrangement of equipment and/or layout other than specified herein, shall be done by the CONTRACTOR at his/her own expense. Redesign and detailed plans shall be submitted to the ENGINEER for approval. No additional compensation will be provided for changes in the work, either his/her own or others, caused by such redesign. I. Raceways and conductors for low voltage (120 Volts) thermostats controlling HVAC unit heaters, exhaust fans and similar equipment are not shown on the Drawings. Provide raceways and conductors between the thermostats, the HVAC equipment and the motor starters for a complete and operating system. Raceways shall be installed concealed in all finished space and may be installed concealed or exposed in process spaces. Refer to the HVAC drawings for the locations of the thermostats. J. Raceways and conductors for the fire alarm, sound and page party systems are not shown on the Drawings. Provide raceways and conductors as required by the system manufacturer for a complete and operating system. Raceways shall be installed concealed in all finished spaces and may be installed exposed or conducted in process spaces. K. It is the intent of these Specifications that the Electrical Systems shall be suitable in every way for the service required. All materials and all work that may be implied as being incidental to the work of this Section shall be furnished at no additional cost to the OWNER. L. Raceways and conductors for lighting, switches, receptacles and other miscellaneous low voltage power and signal systems as specified are not shown on the Drawings. Raceways and conductors shall be provided as required for a complete and operating system. Homeruns, as shown on the Drawings, are to assist the CONTRACTOR in identifying raceways to be run 16000-9 City of Palo Alto House Hold Hazardous Waste Station Project exposed and raceways to be run concealed. Raceways shall be installed concealed in all finished spaces and may be installed exposed or concealed in all process spaces. Raceways installed exposed shall be near the ceiling or along walls of the areas through which they pass and shall be routed to avoid conflicts with HVAC ducts, cranes hoists, monorails, equipment hatches, doors, windows, etc. Raceways installed concealed shall be run in the center of concrete floor slabs, above suspended ceilings, or in partitions as required. M. Provide separate neutral conductors for each lighting branch circuit and outlet branch circuits in Administration Areas. 1.13 SEISMIC RESTRAINTS A. General 1. Furnish all labor, materials, equipment, accessories and components and install a complete seismic restraint system for electrical equipment specified in the appropriate sections in Division 16. 2. All hangers, supports and appurtenances shall conform to the latest applicable requirements of the CBC 2007 except as supplemented or modified by the requirements of this section. 3. Support arrangements shall be coordinated to eliminate interference with similar support systems to be installed by HVAC, Plumbing and for Process Pipe supports. 4. The term "equipment" used in this Section includes non-structural electrical components installed within the facility and serving the facility, and includes equipment located outdoors or outside of the main structure on grade. Electrical equipment buried underground is excluded except for electrical raceways entering the facility through the foundation walls. B. Submittals 1. Shop Drawings a. When, walls and slabs are used for seismic restraint locations, details of method of attachment shall be included. b. Provide specific details of seismic restraints and anchors; including number, size and location for each piece of equipment installed. c. Layout plans shall be provided and marked with the specific locations and type of restraint. Support reactions shall be provided at each restraint location. d. Support calculations sealed by a professional Civil or Structural Engineer registered in the State of California. 2. Certification a. Submit a P.E. certification Form prepared, stamped and signed by a professional Civil or Structural Engineer registered in the State of California verifying that his/her design and details meet the loading requirements and are in accordance with all applicable codes specified herein. C. Related Work 1. Concrete Pads a. Concrete pads are provided under Division 2 by the General CONTRACTOR. 16000-10 City of Palo Alto House Hold Hazardous Waste Station Project b. Coordinate installation of concrete pads to provide a minimum edge distance of 10 bolt diameters of clearance around the outermost anchor bolt. 2. Supplemental Support Steel. a. Submit supplemental structural steel required for attachment to the building structural support system and shall be stamped by the registered professional engineer specified under paragraph B.2.a. D. Products 1. The products furnished shall be as specified under the appropriate sections in Division 16. E. Installation 1. Floor mounted equipment shall be anchored bolted to the structure. 2. Cylindrical floor mounted equipment shall have a minimum of four bolts spaced at 90 degrees. Rectangular floor mounted equipment shall have a minimum of one bolt at each corner. Floor mounted equipment supported on legs shall have a minimum of one bolt per leg. 3. Installation of electrical equipment is covered under the sections in Division 16. 1.14 SIZE OF EQUIPMENT A. Investigate each space in the structure through which electrical equipment furnished under Division 16 must pass to reach its final location. Coordinate shipping splits with the manufacturer to permit safe handling and passage through restricted areas in the structure. B. The equipment shall be kept upright at all times during storage and handling. When equipment must be tilted for passage through restricted areas, brace the equipment to ensure that the tilting does not impair the functional integrity of the equipment. 1.15 RECORD DRAWINGS A. As the work progresses, legibly record all field changes on a set of Project Contract Drawings, hereinafter called the "Record Drawings." B. Record Drawings shall accurately show the installed condition of the following items: 1. One-line Diagram(s). 2. Raceways and pull boxes. 3. Conductor sizes and conduit fills. 4. Panel Schedule(s). 5. Control Wiring Diagram(s). 6. Lighting Fixture Schedule(s). 7. Lighting fixture, receptacle and switch outlet locations. 8. Underground raceway and duct bank routing. 9. Plan view, sizes and locations of switchgear, distribution transformers, substations, motor control centers and panelboards. 16000-11 City of Palo Alto House Hold Hazardous Waste Station Project 10. Fire alarm system components, wiring and routing of raceways. 11. Security system components, wiring and routing of raceways. 12. Page/party system components, wiring and routing of raceways. 13. Fiber Optic Network system components, wiring and routing of raceways. 14. Lightning protection system. 15. Grounding system. 1.16 EQUIPMENT INTERCONNECTIONS A. Review shop drawings of equipment furnished under Divisions 11, 13 and 15 and prepare coordinated wiring interconnection diagrams. Submit copies of wiring diagrams or tables with Record Drawings. B. Furnish and install all equipment interconnections. 1.17 MATERIALS AND EQUIPMENT A. Materials and equipment furnished under this contract shall be new. B. Material and equipment of the same type shall be the product of one manufacturer and shall be UL listed. 1.18 EQUIPMENT IDENTIFICATION A. Identify equipment, disconnect switches, separately mounted motor starters, control stations, etc. furnished under Division 16 with the name of the equipment it serves. Motor control centers, control panels, panelboards, switchboards, switchgear, junction or terminal boxes, transfer switches, etc, shall have nameplate designations as shown on the Drawings. B. Nameplates shall be engraved, laminated plastic, not less than 1/16-in thick by 3/4-in by 2-1/2-in with 3/16-in high white letters on a black background. C. Nameplates shall be screw mounted to NEMA 1 enclosures. Nameplates shall be bonded to all other enclosure types using an epoxy or similar permanent waterproof adhesive. Two sided foam adhesive tape is not acceptable. Where the equipment size does not have space for mounting a nameplate the nameplate shall be permanently fastened to the adjacent mounting surface. 1.19 DEMOLITION A. Survey the existing electrical systems and equipment identified for removal with representatives from the other trades prior to performing any demolition work. Identify all conduit and equipment to be removed with tags or paint. B. Where a piece of equipment is to be removed all associated ancillary components (e.g. solenoid valves, pressure switches, etc) and associated wiring and conduit shall also be removed. C. Equipment, building or structures scheduled for complete demolition shall be made safe from electrical shock hazard prior to demolition. Disconnect all electrical power, communications, alarm and signal system. 16000-12 City of Palo Alto House Hold Hazardous Waste Station Project D. Remove electrical work associated with equipment scheduled for demolition except those portions indicated to remain or be reused. E. Unless otherwise specifically noted, remove unused exposed conduit and support systems back to point of concealment including abandoned conduit above accessible ceiling finishes. Remove unused wiring back to source (or nearest point of usage). F. Disconnect abandoned outlets and remove devices. Remove abandoned outlets if conduit servicing them is abandoned or being removed. Provide blank covers for abandoned outlets which are not removed. G. Disconnect and remove abandoned panelboards, disconnect switches, control stations, distribution equipment, etc. H. Disconnect and remove abandoned luminaries. Remove brackets, stems, hangers and other accessories. I. Where electrical systems pass through the demolition areas to serve other portions of the premises, they shall remain or be suitably relocated and the system restored to normal operation. J. Coordinate electrical power outages to the electrical systems and equipment with the OWNER. Where duration of proposed outage cannot be allowed by the OWNER ([ ] hour duration maximum), phase the retrofit work to allow the system or equipment to be re-connected to the electrical power system within the time frame allowed by the OWNER or provide temporary power connections as required to maintain service to the systems or equipment. The temporary power can be from a generator or another part of the facility not affected by the outage provided there is sufficient spare capacity. K. Trace out existing wiring that is to be relocated, or removed and perform the relocation or removal work as required for a complete operating and safe system. L. Remove exposed conduits, wireways, outlet boxes, pull boxes and hangers made obsolete by the alterations, unless specifically designated to remain. Patch surfaces and provide blank covers for abandoned outlets which are removed. M. All equipment, materials, controls, motor starters, branch and feeder breakers, panelboards, transformers, wiring, raceways, etc, furnished and installed to temporarily keep circuits energized shall be removed when the permanent installation is fully operational. 1.20 DISPOSITION OF REMOVED MATERIALS AND EQUIPMENT A. It is intended that material and equipment indicated to be removed and disposed of by the CONTRACTOR shall, upon removal, become the CONTRACTOR's property and shall be disposed of off the site by the CONTRACTOR, unless otherwise directed by the OWNER. A receipt showing acceptable disposal of any legally regulated materials or equipment shall be given to the OWNER. B. Ballasts in each existing lighting fixture shall be assumed to contain PCB's unless specifically marked with a label indicating "No PCBs." Remove ballasts from each lighting fixture and pack them in accordance with EPA PCB regulations. Ship ballasts in approved containers to an EPA approved recycling facility and pay all shipping, packaging and recycle costs. C. PCBs, mercury and PCB/mercury contaminated equipment shall be removed, packaged, shipped and disposed of in accordance with all State and Federal regulations. Obtain the services of a firm licensed and regularly engaged in the removal of PCBs and PCB contaminated equipment. The firm shall be licensed in the State or States in which the contaminated material is handled, shipped and disposed. Pay all fees associated with the removal of the contaminated material and equipment and provide documentation showing acceptable disposal. 16000-13 City of Palo Alto House Hold Hazardous Waste Station Project D. Should the CONTRACTOR discover PCB or mercury contaminated equipment that was not identified; they shall cease work on or about the equipment and notify the ENGINEER immediately. The CONTRACTOR shall then proceed with the work as directed by the ENGINEER. E. The following electrical equipment shall be removed and shall be moved by the CONTRACTOR to a location on the site for storage as directed by the OWNER: 1.21 PROFESSIONAL ENGINEERING SERVICES A. When engineering services are specified to be provided by the CONTRACTOR, the CONTRACTOR shall retain a licensed professional engineer to perform the services. The engineer shall be licensed at the time the work is done and licensed in the State of California. If the State issues discipline specific licenses, the engineer shall be licensed in the applicable discipline. In addition, the engineer shall be experienced in the type of work being provided. B. All engineering work shall be done according to the applicable regulations for professional engineers to include signing, sealing and dating documents. When submittals are required by a professional engineer, in addition to state required signing and sealing, a copy of the current wallet card or wall certificate indicating the date of expiration shall be included with the submittal. PART 2 PRODUCTS (NOT USED) PART 3 EXECUTION 3.01 SLEEVES AND FORMS FOR OPENINGS A. Provide and place all sleeves for conduits penetrating floors, walls, partitions, etc. Locate all slots for electrical work and form before concrete is poured. B. Exact locations are required for stubbing-up and terminating concealed conduit. Obtain shop drawings and templates from equipment vendors or other subcontractors and locate the concealed conduit before the floor slab is poured. C. Where setting drawings are not available in time to avoid delay in scheduled floor slab pours, the ENGINEER may allow the installations of such conduit to be exposed. Requests for this deviation must be submitted in writing. No additional compensation for such change will be allowed. D. Seal all openings, sleeves, penetration and slots. 3.02 CUTTING AND PATCHING A. Cutting and patching shall be done in a thoroughly workmanlike manner and be in compliance with modifications and repair to concrete. Saw cut concrete and masonry prior to breaking out sections. B. Core drill holes in concrete floors and walls as required. C. Install work at such time as to require the minimum amount of cutting and patching. D. Do not cut joists, beams, girders, columns or any other structural members. E. Cut opening only large enough to allow easy installation of the conduit. F. Patching to be of the same kind and quality of material as was removed. G. The completed patching work shall restore the surface to its original appearance or better. 16000-14 City of Palo Alto House Hold Hazardous Waste Station Project H. Patching of waterproofed surfaces shall render the area of the patching completely waterproofed. I. Remove rubble and excess patching materials from the premises. J. When existing conduits are cut at the floor line of wall line, they shall be filled with grout of suitable patching material. 3.03 INSTALLATION A. Work not installed according to the Drawings and Specification shall be subject to change as directed by the ENGINEER at CONTRACTOR's expense. B. Electrical equipment shall be protected against mechanical and water damage. Store all electrical equipment in dry permanent shelters. Do not install electrical equipment in place until structures are weather-tight. C. Damaged equipment shall be replaced or repaired by the equipment manufacturer, at the ENGINEER's discretion and at the CONTRACTOR's expense. D. Repaint any damage to factory applied paint finish using touch-up paint furnished by the equipment manufacturer. The entire damaged panel or section shall be repainted in accordance with the field painting requirements specified in Section 09900 at the CONTRACTOR's expense. ***END OF SECTION*** 16110-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 16110 RACEWAYS, BOXES, FITTINGS AND SUPPORTS PART 1 GENERAL 1.01 SCOPE OF WORK A. Furnish and install complete raceway systems as shown on the Drawings and as specified herein. B. Home runs indicated are to assist the CONTRACTOR in identifying raceways to be installed concealed or exposed. Raceways identified to be installed exposed on the Drawings shall be run near the ceilings or along the walls of the areas through which they pass and shall be routed to avoid conflicts with HVAC ducts, cranes and hoists, lighting fixtures, doors and hatches. Raceways indicated to be run concealed shall be run in the center of concrete floor slabs, in partitions, or above hung ceilings, as required. C. Raceways and conductors are not shown completely on the Drawings, including but not limited to raceways and conductors: between lighting, switches, receptacles, other miscellaneous low voltage and signal systems, except where they are required to pass through a restricted or designated spaces. Conduit and wiring descriptions are indicated on the riser diagrams for the [Fire Alarm, Security, CCTV, Telephone and Instrumentation Systems]. Home runs indicated, are to assist the CONTRACTOR in identifying raceways to be installed concealed or exposed. Raceways and conductors shall be provided for complete and operating systems. Raceways indicated to be run exposed on the Drawings shall be run near the ceilings or along the walls of the areas through which they pass and shall be routed to avoid conflicts with HVAC ducts, cranes and hoists, lighting fixtures, doors and hatches, etc. Raceways indicated to be run concealed shall be run in the center of concrete floor slabs, in partitions, or above hung ceilings, as required. D. Furnish all labor, materials, equipment, accessories and components and install a complete seismic restraint and support system for raceway systems as indicated on the Drawings and as specified herein. 1. All supports, hangers, bracing and appurtenances shall conform to the latest applicable requirements of the California State Building Code except as supplemented or modified by the requirements specified in this Section. E. The electrical subcontractor shall engage the services of an independent professional engineer registered in the State, with specific experience in the design of seismic restraints and supports for electrical supporting systems hereinafter referred to as support engineer. 1.03 SUBMITTALS A. Submit, in accordance with Section 01330, the manufacturers' names and product designation or catalog numbers with marked cut sheets of all materials specified. B. Submittals shall include type of hanger and/or support, location, support reaction transmitted to the structure and type of anchor and other supporting appurtenance including structural fasteners. 16110-2 City of Palo Alto House Hold Hazardous Waste Station Project PART 2 PRODUCTS 2.01 RACEWAYS AND FITTINGS A. Steel Conduit and Fittings 1. Rigid metal conduit (GRS), couplings, factory elbows and fittings shall be heavy wall steel tubing with a hot-dipped galvanized finish inside and out after threading and shall comply with ANSI C 80.1 and UL/6. 2. Intermediate metal conduit (IMC), couplings, factory elbows and fittings shall be medium wall steel tubing with a hot-dipped galvanized finish inside and out after threading and shall comply with UL/1242. 3. Electrical metallic tubing (EMT), factory elbows and fittings shall be thin wall steel tubing with an electrically galvanized finish after fabrication and comply with ANSI C80.3 and UL/797. 4. Acceptable manufacturers: a. Allied Tube & Conduit Corp. b. LTV Steel Tubular Products Corp. c. Triangular PWC Inc. d. Or equal. 5. Rigid metal and intermediate metal conduit fittings shall be of the threaded type, and shall be steel or malleable iron, with a hot-dipped galvanized finish. Threadless fittings and split couplings are not allowed except in specific applications as approved by the ENGINEER. 6. Electrical metallic tubing fittings shall be of the rain tight, concrete tight, compression type with malleable iron or pressure cast steel body, steel hex type compression nut and electrically galvanized finish. 7. Acceptable manufacturers: a. Appleton Electric Co. b. O-Z Gedney Co. c. RACO Inc. d. Gould/Efcor e. Steel City f. Or equal B. Aluminum Conduit and Fittings 1. Rigid Aluminum conduit, couplings, factory elbows and fittings shall be 6063 alloy and shall comply with ANSI C80.5. 2. Acceptable manufacturers: a. New Jersey Aluminum Corp. 16110-3 City of Palo Alto House Hold Hazardous Waste Station Project b. AFC Co. c. VAW of America, Inc. d. Or Equal. C. PVC Coated Rigid Steel Conduit and Fittings 1. PVC coated rigid steel conduit shall be heavy wall steel tubing with a hot-dipped galvanized finish inside and out after threading with a minimum 0.040-in thick, polyvinyl chloride coating permanently bonded to it and an internal chemically cured urethane or enamel coating. The rigid steel conduit shall comply with ANSI C80.1 and UL/6 prior to coating. 2. PVC coated couplings, factory elbows and fitting shall be furnished with a PVC coating bonded to steel the same thickness as used on the PVC coated conduit. The ends of all couplings, fittings, etc. shall have a minimum of one pipe diameter in length of PVC overlap. 3. Acceptable manufacturers: a. “OCAL” as manufactured by Thomas & Betts b. "Plasti-Bond Red" as manufactured by Robroy Industries c. Triangle PWC Inc d. Or equal D. Non Metallic Conduit and Fittings 1. PVC conduit shall be rigid polyvinyl chloride schedule 40. Rigid PVC conduit shall comply with NEMA TC-2 and UL/651 and shall be sunlight resistant, rated for use with 90 degree C conductors in exposed and direct or concrete encased applications. 2. Connectors, couplings, fittings and ancillary materials shall be supplied by the conduit manufacturer. Connectors, fittings and ancillary materials shall be rated for the environment for which they are installed. 3. Acceptable manufacturers: a. Carlon Corp. b. Certained Corp. c. Conux Pipe Systems, Inc. d. Or equal. E. PVC and Fiberglass Multi-Cell Conduit Systems 1. PVC Multi-cell conduit and associated fittings, couplings and expansion fittings shall be a factory assembled system consisting of three or four inner ducts, as shown on the Drawings, assembled with a protective outerduct. 2. PVC multi-cell conduit and fittings shall be PVC type 40 designed and engineered for exposed, direct burial or encased underground applications. The outerduct shall have an extended 6-in integral bell end. Duct shall be marked with a longitudinal running print line 16110-4 City of Palo Alto House Hold Hazardous Waste Station Project stating “Install This Side Up” to assure proper inner duct orientation and alignment. Duct shall have circumferential ring on spigot end of duct to ensure proper insertion depth. 3. Fiberglass multi-cell conduit and fittings shall be classified as “bullet resistant, heavy duty conduit. The outer duct shall have an extended 6-in integral bell end. Duct shall be marked with a longitudinal running print line stating “Install This Side Up” to assure proper inner duct orientation and alignment. Duct shall have circumferential ring on spigot end of duct to ensure proper insertion depth. 4. Multi-cell conduit shall conform to NEMA TC2. 5. Multi-cell conduit shall have an average outside diameter of 4.5-in. 6. The inner ducts shall be manufactured from PVC to match outerduct expansion and contraction to eliminate compatibility problems. 7. Dimensions of inner ducts shall be: a. 3-way 1.507-in maximum I.D. b. 4-way 1.194-in maximum I.D. 8. Provide coupling kits, terminator kits, fittings, bends, expansion joints and accessories as required and as recommended by the manufacturer for a complete multi-cell conduit system installation. 9. Acceptable manufacturers: a. Carlon b. Or equal F. Rigid Steel Multi-Cell Conduit System 1. Rigid Steel multi-cell conduit and associated fittings, couplings and expansion fittings shall be a factory assembled system consisting of three or four inner ducts, as shown on the Drawings, assembled with a protective outerduct. 2. The outer duct shall be rigid steel designed and engineered for exposed, direct burial or encased underground applications. The outerduct shall be hot-dipped galvanized inside and out. It shall be smooth, free from burrs and coated with rust inhibitor. The outerduct shall have zipper identification marks running the length of the conduit. Each section shall be furnished with a reversing spin coupling. The coupling shall be galvanized and have set screws. 3. Multi-cell conduit shall conform to UL/6, ANSI C80.1 and NEC Article 344. 4. Multi-cell conduit shall have an average outside diameter of 4.5-in. 5. The inner ducts shall be manufactured from PVC. Expansion and contraction of the innerducts shall take place in the coupling body to eliminate compatibility problems. 6. Dimensions of inner ducts shall be: a. 3-way 1.507-in maximum I.D. b. 4-way 1.194-in maximum I.D 16110-5 City of Palo Alto House Hold Hazardous Waste Station Project 7. Provide coupling kits, terminator kits, fittings, bends, expansion joints and accessories as required and as recommended by the manufacturer for a complete multi-cell conduit system installation. 8. Acceptable manufacturers: a. Carlon b. Or equal G. Liquid-tight Flexible Metal Conduit, Couplings and Fittings 1. Liquid-tight flexible metal conduit shall be square locked, galvanized steel flexible conduit with a moisture proof, flame resistant, polyvinyl chloride jacket, for use with rigid metal conduit systems. Sealtite, Type UA, manufactured by the Anaconda Metal Hose Div.; Anaconda American Brass Co.; American Flexible Conduit Co., Inc.; Universal Metal Hose Co. or equal. 2. Liquid-tight conduit fittings shall be hot-dipped mechanically galvanized, positive grounding, screw in type. Provide external bonding lugs on sizes 1-1/4-in and larger. Box connectors shall have insulated throats as manufactured by the Thomas & Betts Co.; Crouse-Hinds Co. or equal. 3. Acceptable Manufacturers: a. American Flexible Conduit Co. b. Anaconda Metal Hose/ANAMET Inc. c. Electri-flex Co. d. Thomas & Betts e. O-Z Gedney f. Or equal H. Flexible Metallic Tubing 1. Flexible metallic tubing shall be for use under the provisions of NEC Article 360. 2. Flexible metallic tubing shall be hot-dipped galvanized steel strips shaped into interlocking convolutions firmly joined to one another assuring a complete lock. 3. Flexible metallic tubing shall be used only indoors for connection to lighting fixtures in NEMA 1 administration and office areas. 4. Furnish and install insulated bushings at terminations for conductor protection. 5. Acceptable manufacturers: a. Tristeel as manufactured by Triangle - PWC, Inc. b. Or equal 16110-6 City of Palo Alto House Hold Hazardous Waste Station Project I. Nonmetallic Flexible Conduit and Fittings 1. Non-metallic flexible conduit shall be seamless, liquid-tight UL 1660 listed, Type B conduit with rigid non-metallic reinforcing embedded in integral flexible PVC lining and jacket wall and shall be oil, acid, ozone and alkaline resistant, rated 105 degree C, 60 degree C wet, 70 degree C oil resistant. 2. Non metallic conduit fittings shall be dustight, liquid-tight, chemical resistant thermoplastic/nylon construction with tapered thread hub and neoprene O-ring gasket. 3. Acceptable manufacturers: a. Thomas and Betts “XTRACFLEX LTC” b. CARLON “CARFLEX” c. Hubel/Kellems “PolyTuff I” d. Or equal J. Fiberglass Conduit 1. Conduit shall be fiberglass reinforced epoxy manufactured using the filament winding process. Conduit, elbows and fittings shall be manufactured from the same resin, hardener, glass systems manufactured by the same filament wound system. All conduit and fittings shall meet UL 1684. All conduits shall be non-tapered. The joints shall have threaded bell and spigot ends. The conduit wall thickness shall be 0.70-in for 3/4-in and 0.96 for 5-in and 6-in. All conduits shall be manufactured to IPS pipe sizes. 2. Conduit shall be joined together using a two part epoxy adhesive recommended by the manufacturer, creating a tight lock joint. 3. Acceptable manufacturers: a. Champion Fiberglass b. FRE c. Endot Industries Inc. d. Or equal K. Inner Ducts 1. Inner duct shall be polyethylene, oscillating wave or straight longitudinal internally ribbed, Type 11 standard duty with longitudinal external ribs [Type 9 heavy duty] [Type 11 standard duty for capstan pulling] [SDR17 standard duty] [Type 13.5 heavy duty for assisted placement]. [black] [red] [orange] [blue] [green] [terra cotta] color combinations. 2. Approved manufacturers: a. Arnco Corporation b. Carlon c. Edot Industries, Inc. d. Or equal 16110-7 City of Palo Alto House Hold Hazardous Waste Station Project L. Flexible, Multicell Textile Innerduct System 1. Material: white polyester and nylon resin polymer. 2. Outdoor Textile Innerduct: a. Individual two (2) cell and three (3) cell pack(s) sized for the conduit shown on the Drawing. Multiple three (3) packs shall be installed where shown on the Drawings. b. Each cell shall be provided with an integral 1250 lb polyester flat woven pull tape. 3. Textile Innerduct Fittings: a. Conduit Plugs: Furnish and install manufacturer’s recommended compression type conduit plugs with locking nuts for sealing and securing one or more textile innerducts within a 4 inch diameter conduit. b. Termination Bags: Furnish and install manufacturer’s recommended inflation-type bags for sealing and securing around one or more textile innerducts and cables within a 2 inch diameter and larger conduit. c. Pull Tape: Furnish and install manufacturer’s recommended measuring and pulling tape constructed of synthetic fiber, printed with accurate sequential footage marks. d. Dust Water Seal: Furnish and install manufacturer’s recommended product suitable for closing underground and entrance conduit openings where innerduct or cable is installed to prevent entry of gases, liquids or rodents into the structure. 4. Multicell Textile Innerducts shall be as manufactured by MaxCell Group (Wadsworth, OH); or approved equal. 2.02 BOXES AND FITTINGS A. Dry and Damp Location Boxes and Fittings 1. Outlet boxes shall be zinc-galvanized, extra depth, pressed steel with knockouts and of size and type suitable for the intended application. 2. Boxes that are less than 100 cubic inches in size used for junction or pull boxes shall be zinc galvanized pressed steel not less than 14 USS gauge with appropriate blank covers, minimum size 4-11/16-in square by 2-1/8-in deep. 3. Boxes that are 100 cubic inches and larger shall be constructed of hop dip galvanized sheet steel without knockouts. Covers shall be secured with round head brass machine screws. All joints shall be welded and ground smooth. 4. Terminal cabinets shall be NEMA 12 sheet steel unless otherwise shown on the Drawings. Boxes shall be painted and have continuously welded seams. Welds shall be ground smooth and galvanized. Box bodies shall be flanged and shall not have holes or knockouts. Box bodies shall not be less than 14 gauge metal and covers shall not be less than 12 gauge metal. Terminal boxes shall be furnished with latching hinged doors, terminal mounting straps and brackets. Terminal blocks shall be rated not less than 20A, 600V. 16110-8 City of Palo Alto House Hold Hazardous Waste Station Project 5. Acceptable Manufacturers: a. Appleton b. Raco c. Steel City d. Hoffman e. Electromate Division of Robroy Ind. f. Wiegmann B. Wet Location Boxes and Fittings 1. NEMA 4 terminal boxes, junction boxes, pull boxes, etc, shall be sheet Type 316 stainless steel unless otherwise shown on the Drawings. Boxes shall have continuously welded seams and mounting feet. Welds shall be ground smooth. Boxes shall be flanged and shall not have holes or knockouts. Box bodies shall not be less than 14 gauge metal and covers shall not be less than 12 gauge metal. Covers shall be gasketed and fastened with stainless steel clamps. Terminal boxes shall be furnished with hinged doors, terminal mounting straps and brackets. Terminal blocks shall be NEMA type, not less than 20 Amps, 600 Volt. 2. Cast or malleable iron device boxes shall be Type FD. Boxes and fittings shall have cadmium-zinc finish with cast covers and stainless steel screws. 3. Cast aluminum device boxes shall be Type FD. Boxes and fittings shall be copper free aluminum with cast aluminum covers and stainless steel screws 4. Acceptable Manufacturers: a. Appleton b. Crouse-Hinds c. Steel City d. Hoffman e. Electromate - Division of Robroy Ind. f. Or equal C. Corrosive Location Boxes 1. NEMA 4X PVC coated outlet boxes shall be used with PVC coated conduit shall be furnished with a PVC coating bonded to the metal, the same thickness as used on the coated steel. 2. Acceptable manufacturers: a. “OCAL” as manufactured by Thomas & Betts b. "Plasti-Bond Red" as manufactured by Robroy Industries c. Triangle PWC Inc 16110-9 City of Palo Alto House Hold Hazardous Waste Station Project d. Or equal 3. NEMA 4X terminal boxes, junction boxes and pull boxes shall be fiberglass reinforced plastic with stainless steel hardware and gasketed covers. Terminal boxes shall be furnished with hinged doors, terminal mounting straps and brackets. Terminal blocks shall be NEMA type, not less than 20 Amps, 600 Volt. 4. Acceptable Manufacturers: a. Hoffman b. Stahlin - Division of Robroy Ind. c. English Electric d. Or equal E. Miscellaneous Fittings 1. Flexible couplings shall be type ECGJH as manufactured by the Crouse-Hinds Co.; Appleton Electric Co.; Killark Electric Manufacturing Co. or equal. 2. Conduit hubs shall be as manufactured by Myers Electric Products, Inc. or equal. 3. Conduit wall seals for new concrete walls below grade shall be O.Z./Gedney Co., Type WSK; [Linkseal]; Spring City Electrical Manufacturing Co., Type WDP or equal. 4. Conduit wall seals for cored holes shall be Type CSMC as manufactured by the O.Z./Gedney Co. or equal. 5. Conduit wall and floor seals for sleeved openings shall be Type CSMI as manufactured by the O.Z./Gedney Co. or equal. 6. Combination expansion-deflection fittings embedded in concrete shall be Type XD as manufactured by the Crouse-Hinds Co.; Type DX as manufactured by O.Z./Gedney Co.; Type DF as manufactured by Appleton Electric Co. or equal. 7. Combination expansion-deflection fittings installed exposed shall be Type XD as manufactured by Crouse-Hinds Co.; Type DX as manufactured by O.Z. Gedney Co.; Type DF as manufactured by Appleton Electric Co. or equal. 8 Explosion proof fittings shall be as manufactured by the Crouse-Hinds Co.; Appleton Electric Co.; O.Z./Gedney Co. or equal. 9 Conduit sealing bushings shall be O.Z./Gedney, Type CSB or equal. 10. Grounding bushings shall be malleable iron with integral insulated throat rated for 150 degrees C, with solderless lugs as manufactured by Crouse Hinds/Cooper, Series HGLL; Appleton, Series GIB; O.Z./Gedney, Type HBLG or equal. 11. Multi-Outlet Assembly a. Assembly enclosures shall consist of two piece, all steel or anodized aluminum raceways which shall allow for field installation of wiring and standard receptacles as shown on the Drawings. b. Multi outlet assemblies shall be UL Listed as a Multi-outlet assembly. 16110-10 City of Palo Alto House Hold Hazardous Waste Station Project c. Raceway bases and removable covers shall be .040-in steel, minimum of [2-1/8-in high by 1-5/8-in] deep. Entrance fittings shall be sized for 3/4-in conduit. d. Raceways shall include all fittings, couplings, etc, for the complete installation of a finished system. e. Device covers shall be the 1702 Series by Walker, similar by Isoduct; Wiremold or equal. f. The multi-outlet assembly shall be the 1700 Series by Walker, similar by Isoduct; Wiremold or equal. 12. Pedestal boxes for laboratory bench receptacles shall be cast aluminum, polished finish, single face with 1/2-in NPT tapped inlet, single gang: J.A. Pink Catalog No. 800-A; double gang: J.A. Pink Catalog No. 801-A, similar by Hubbell or equal. 13. Floor boxes shall be of the adjustable single gang, concrete tight type for installation in concrete fill, Walker 800 Series, similar by Hubbell; Thomas & Betts Co. or equal. 14. 120 Volt fittings for floor boxes shall be Walker Catalog No. 523AL, similar to Hubbell; Thomas & Betts or equal and shall have a 20 Amps, 2 Pole, 3 Wire duplex receptacle as specified in Section 16500. 15. Carpet plates for use with floor box fittings where required shall be Walker Catalog No. 825CP, similar by Hubbell; Thomas & Betts Co. or equal. 16. Telephone fittings for floor boxes shall have rubber grommeted holes, Walker Catalog No. 501AL, similar by Hubbell; Thomas & Betts or equal. 17. Poke-Thru Service Fittings a. Poke-thru service fittings shall install in 2-in core drilled hole, fit floor thicknesses of 2-1/2-in to 7-in and be fire rated. b. Poke-thru service fittings shall be barriered to handle both high and low tension services and be designed for both new construction and building retrofit. c. Service fitting heads shall each contain a 20 Amps, 125 Volt, 2 Pole, 3 Wire duplex receptacle on one side and provisions for up to 2-25 pair telephone cables on the remaining side. d. Complete poke-thru service fitting shall be as manufactured by Raceway Components, similar by Walker; Square D or equal. 2.03 HARDWARE A. Conduit Mounting Equipment 1. In dry indoor areas, hangers, rods, backplates, beam clamps, channel, etc shall be galvanized iron or steel. 2. [PVC coated steel channel] [Fiberglass channel] with stainless steel hardware shall be used in areas designated "WET" or "CORROSIVE" on the Drawings and in outdoor locations. Fiberglass channel shall be resistant to the chemicals present in the area in which it is used. 16110-11 City of Palo Alto House Hold Hazardous Waste Station Project 3. Furnish any and all necessary supports, brackets, conduit sleeves, racks and bracing as required. All boxes and hardware shall be galvanized zinc plated steel except that stainless steel shall be used in areas designated as “WET” or “CORROSIVE” on the Drawings. B. Conduit Identification Plates 1. Conduit identification plates shall be embossed stainless steel with stainless steel band, permanently secured to the conduit without screws. 2. Identification plates shall be as manufactured by the Panduit Corp. or equal. C. Wall and Floor Slab Opening Seals 1. Wall and floor slab openings shall be sealed with a UL approved expending material which equals or exceeds the fire rating of the wall or floor construction as manufactured by the Thomas & Betts Corp.; Pro Set Systems; Neer Mfg. Co.; Specified Technologies, Inc. or equal. D. Cold Galvanizing Compound 1. Cold galvanizing compound shall be as manufactured by ZRC Products Company, a Division of Norfolk Corp. or equal. E. Conduit Supports 1. Trapezes a. In dry indoor areas, beams, channels, struts, hangers, bracing, rods, beam clamps, accessories and components shall be galvanized steel. b. PVC coated steel beams, channels, struts or fiberglass beams, channels, struts with stainless steel hangers, bracing, rods, beam clamps, accessories and components shall be used in areas designated “WET”, “DAMP” and “CORROSIVE” where indicated and in outdoor locations. Fiberglass channels shall be resistant to the chemicals resent in the area in which it is used. 2. Flush Mounted Supports a. In dry indoor areas, channels, struts, accessories and components shall be galvanized steel. b. PVC coated steel channels, struts or fiberglass channels, struts with stainless, accessories and components shall be used in areas designated “WET”, “DAMP” and “CORROSIVE” where indicated and in outdoor locations. Fiberglass channels, struts shall be resistant to the chemicals present in the area in which it is used. 3. Conduit Racks a. In dry indoor areas, conduit racks, accessories and components shall be galvanized steel. b. PVC coated steel conduit racks or fiberglass conduit racks with stainless, accessories and components shall be shall be used in areas designated “WET”, “DAMP” and “CORROSIVE” where indicated and in outdoor locations. Fiberglass channels shall be resistant to the chemicals present in the area in which it is used. 16110-12 City of Palo Alto House Hold Hazardous Waste Station Project 4. Conduit Hangers a. In dry indoor areas, conduit clamps, rods, beam clamps, bracing, accessories and components shall be galvanized steel. b. Stainless steel conduit clamps, rods, beam clamps, bracing, accessories and components shall be shall be used in areas designated “WET”, “DAMP” and “CORROSIVE” where indicated and in outdoor locations. 5. Adjustable steel and plastic band hangers, adjustable band hangers, adjustable swivel ring hangers and J-hangers shall not be allowed. 6. All hangers, bracing, rods, beam clamps, accessories and components shall be as manufactured by the Carpenter & Paterson Inc.; Grinnell Corporation; B-Line Systems Inc. or equal. 7. Design of supplemental structural steel required for attachment to the building structural support system shall be the full responsibility of the Support Engineer. PART 3 EXECUTION 3.01 RACEWAY APPLICATIONS A. Refer to Table 16110-1 for specific raceway application requirements. B. All conduit of a given type shall be the product of one manufacturer. C. Refer to Section 16600 for underground applications. 3.02 BOX APPLICATIONS A. Unless otherwise specified herein or shown on the Drawings, all boxes shall be metal. B. Exposed switch, receptacle and lighting outlet boxes and condulet fittings shall be cast or malleable iron, except that cast aluminum shall be used with aluminum conduit and non-metallic PVC shall be used with PVC. C. Concealed switch, receptacle and lighting outlet boxes shall be pressed steel. D. Terminal boxes, junction boxes and pull boxes shall have NEMA ratings suitable for the location in which they are installed, as specified in Section 16110. E. Boxes flush in block, brick or tile walls shall be located at a course line and provided with square tile covers. Flush boxes shall not project beyond the finished surfaces nor shall surfaces project more than 1/8-in beyond the box enclosure. Wiring devices located in close proximity to each other shall be installed in one solid gang box with single cover. F. All conduit bodies and pulling outlets shall comply with NEC wire bending space requirements. Mogul type fittings shall be used for sizes 2-1/2-in and larger. 16110-13 City of Palo Alto House Hold Hazardous Waste Station Project TABLE 16110-1 Raceway Application Guidelines Location/Circuit Type Raceway Type All locations - raceways containing circuits above 600 Volts. NOTE: Select underground race type PVC or HDPE. Exposed - Galvanized rigid steel (GRS) conduit. Concealed - Do not embed within structure. If this is not possible, use Schedule 40 PVC conduit. Underground - PVC [HDPE] duct (as specified) in concrete reinforced duct bank. Avoid running through corrosive locations. All locations Note: Select system. Class 2 and 3 signal wiring and 4-20 mA instrumentation cables, non-fiber (copper) data highway. [Fire alarm, security, and communications system wiring] [non fiber (copper)] NOTE: Select areas. Exposed - Galvanized rigid steel (GRS) conduit. Use PVC coated rigid steel conduit in corrosive areas. [Hazardous areas, areas designated as wet and outdoor areas.] Concealed - Galvanized rigid steel (GRS) conduit. Underground - Galvanized rigid steel (GRS) conduit in concrete reinforced ductbank. Use PVC coated steel conduit for single conduit direct burial applications. All locations [Fiber Optic wiring systems (Fire alarm, security, and communications system wiring)] NOTE: Select raceway types as specified Exposed - Galvanized rigid steel (GRS) conduit. Concealed - Schedule 40 PVC conduit. Underground – Schedule 40 PVC conduit in concrete reinforced duct bank. Direct Burial applications (where specifically shown on the Drawings) – [Schedule 40 PVC] [Schedule 80 PVC] [ Galvanized Rigid Steel (GRS)] [PVC coated steel conduit] Clean, dry finished areas - offices, administrative areas, lobbies, control room, lunch room, toilets, and laboratories, etc. Conceal raceways in walls above hung ceilings in rooms and areas that have finished interiors. Surface raceway for multiple receptacle, voice, and data outlets in labs and control rooms or in offices where specified. 3/4 or 1-in electrical metallic tubing (EMT) for lighting, switch, and receptacle circuits exposed above hung ceilings or concealed in partition walls. Galvanized rigid steel (GRS) above 1-in. Flexible, armor interlocked cable assembly (Type MC) or flexible conduit may be used as branch circuit wiring in these areas. Clean, dry non-finished areas - electrical rooms, generator rooms, mechanical rooms, shops, dry storage, etc. Exposed conduit for power wiring, lighting, switch, and receptacle circuits - Galvanized rigid steel (GRS). Concealed conduit for power wiring, lighting, switch, and receptacle circuits - Schedule 40 PVC conduit when embedded within concrete floor slabs. GRS when embedded within masonry block walls. 16110-14 City of Palo Alto House Hold Hazardous Waste Station Project TABLE 16110-1 Raceway Application Guidelines Location/Circuit Type Raceway Type Process areas - non-corrosive, non-hazardous locations designated as DAMP or WET on the Drawings. NOTE: Select following as applicable. Exposed conduit for power wiring, lighting, switch, and receptacle circuits - [Galvanized rigid steel (GRS)] [Rigid aluminum]. Concealed conduit for power wiring, lighting, switch, and receptacle circuits - Schedule 40 PVC conduit when embedded within concrete floor slabs. GRS when embedded within masonry block walls. Corrosive areas - chemical storage and handling areas, underground vaults, within tanks or clearwells, filter pipe galleries and locations where designated corrosive on the Drawings. NOTE: Select following as specified. Exposed conduit for power wiring, lighting, switch, and receptacle circuits – [Fiberglass Conduit ¾ - 5”] [Schedule 80 PVC for sized 3/4 and 1-in. Schedule 40 PVC above 1-in] [PVC coated steel]. Concealed conduit for power wiring, lighting, switch, and receptacle circuits - Schedule 40 PVC conduit when embedded within concrete floor slabs or structures. Hazardous areas - all locations - Class 1, Division 1 and 2. Exposed conduit for power wiring, lighting, switch, and receptacle circuits - [Galvanized rigid steel (GRS)] [Rigid aluminum]. Concealed conduit for power wiring, lighting, switch, and receptacle circuits - Galvanized rigid steel (GRS). Outdoor areas - all locations. Exposed conduit for power wiring, lighting, switch, and receptacle circuits - rigid aluminum. PVC conduit shall not be used exposed. Concealed conduit for power wiring, lighting, switch, and receptacle circuits - Schedule 40 PVC conduit when embedded within concrete structures. 3.03 FITTINGS APPLICATIONS A. Combination expansion-deflection fittings shall be used where exposed conduits cross structure expansion joints or in straight runs where expansion is anticipated. Combination expansion- deflection fittings shall be installed where embedded conduits cross structural expansion joints. Refer to Structural Drawings for expansion joint locations. Provide bonding jumpers around fittings. B. All underground conduit penetrations at walls or other structures shall be sealed watertight. Conduit wall seals and sleeves shall be used in accordance with the manufacturer’s installation instructions and the details shown on the Drawings. C. Conduit sealing bushings shall be used to seal conduit ends exposed to the weather and at other locations shown on the Drawings. 16110-15 City of Palo Alto House Hold Hazardous Waste Station Project D. Gas Containment Area Sealing 1. Internally and externally seal each conduit entering or leaving any area containing noxious gases to prevent contamination into clean areas via the conduit system. Areas requiring this protection are rooms where chlorine, ammonia and ozone are stored, generated or handled. Caulking material for conduit internal use shall be synthetic elastomer type, 3M, Series CP25 or equal. External sealing shall be in accordance with the typical details shown on the Drawings. E. Insulated throat grounding bushings shall be used where specified herein, in Section (16660) and where conduits stub up into electrical equipment such as MCC’s, switchgear, etc. 3.04 INSTALLATION A. No conduit smaller than 3/4-in electrical trade size shall be used, nor shall any have more than the equivalent of three 90 degree bends in any one run. Pull boxes shall be provided as required by the [NEC] [MEC] [Specific State Electrical Code] after every 270 degrees of bends and for straight run not to exceed 200 feet or as directed. B. No wire shall be pulled until the conduit system is complete in all details; in the case of concealed work, until all rough plastering or masonry has been completed; in the case of exposed work, until the conduit system has been completed in every detail. C. All conduit which may under any circumstance contain liquids such as water, condensation, liquid chemicals, etc, shall be arranged to drain away from the equipment served. If conduit drainage is not possible, conduit seals shall be used to plug the conduits. The ends of all conduits shall be temporarily plugged to exclude dust, moisture and debris from entering during construction. D. Conduit ends exposed to the weather shall be sealed with conduit sealing bushings. E. Conduits noted as spare shall be capped or plugged at both ends with easily removable fittings. F. Conduit terminating in NEMA 3R, 4, 4X and 12 enclosures shall be terminated with Myers type conduit hubs. G. Conduit terminating in pressed steel boxes shall have double locknuts and insulated bushings. H. Conduits containing equipment grounding conductors and terminating in sheet steel boxes shall have insulated throat grounding bushings. I. Conduits shall be installed using threaded fittings except for PVC or EMT. J. The use of running threads is prohibited. Where such threads are necessary, a 3-piece union shall be used. K. All conduits entering or leaving a motor control center, switchboard or other multiple compartment enclosure shall be stubbed up into the bottom horizontal wireway or other manufacturer’s designated area, directly below the vertical section in which the conductors are to be terminated. The 3-in extension of conduit above the floor slab or concrete equipment pad may be reduced to a dimension that suits the equipment manufacturer’s installation requirements if the 3-in stub-up interferes with the equipment being provided. L. Rigid galvanized steel conduits buried in earth shall be completely painted with bitumastic. M. Rigid galvanized steel conduits which have been field cut and threaded shall be painted with cold galvanizing compounds. 16110-16 City of Palo Alto House Hold Hazardous Waste Station Project N. PVC coated rigid galvanized steel conduit shall be used for elbows at risers at the utility pole for electrical and telephone service conduits. Rigid galvanized steel conduit shall be used at utility pole for electrical and telephone service and fire alarm conduits to a height of 10-ft above finished grade. Furnish and install weather heads at service pole riser if required by utility company. O. PVC coated rigid galvanized steel elbows shall be used for pad-mounted transformer stub-ups. P. In hazardous locations, conduits terminating at boxes enclosing circuit opening equipment shall be sealed at the entrance to the enclosure with approved compound filled sealing fittings to prevent passage of explosive or combustible gases through the conduits. All conduits leading from or entering hazardous locations shall be similarly sealed at points of exit or entrance. Exposed conduits passing through hazardous locations shall be sealed at both the entrance to and the exit from the hazardous locations. A sealing compound installation schedule shall be presented to the resident engineer (RE) for approval. Each installation shall be signed off by the CONTRACTOR and the RE and each fitting shall be legibly marked with red paint to indicate that the sealing compound has been installed. Q. Conduit sealing and drain fittings shall be installed in all hazardous (classified) areas designated Class 1, Division 1, and Class 1, Division 2. R. Conduit sealing and drain fittings shall be installed on all conduits entering and leaving any area containing noxious gases to prevent contamination into clean areas via the conduit system. Areas requiring this protection are: rooms where [chlorine, ammonia, and ozone] are stored, generated or heated. A sealing compound installation schedule shall be presented to resident engineer (RE) for approval. Each installation shall be signed off by the CONTRACTOR and the RE and each fitting shall be legibly marked with red paint to indicate that the sealing compound has been installed. S. Liquid-tight flexible metal conduit shall be used for all motor terminations, the primary and secondary of transformers, generator terminations and other equipment where vibration is present or may require removal. Non-metallic flexible conduit can be used with rigid PVC conduit systems. T. Flexible couplings shall be used in hazardous locations for all motor terminations and other equipment where vibration is present. U. Aluminum fittings and boxes shall be used with aluminum conduit. Aluminum conduit shall not be imbedded in concrete. Aluminum conduit shall be isolated from other metals with plastic sleeves or plastic-coated hangers. Strap wrenches shall be used for tightening aluminum conduit. V. Flexible metallic conduit (Type MC cable) shall be used for recessed fluorescent fixtures in hung ceilings to connect fixtures to the conduit system. W. PVC coated rigid steel conduit shall be used as a transition section where concrete embedded conduit stubs out of floor slabs or through below grade walls or where conduit installed under building slabs on grade stub out of floors. The PVC coated rigid steel conduit shall extend a minimum of 3-in into and out of the floor slab, concrete pad, or wall to allow for proper threading of the conduit. X. PVC conduit to non-metallic box connections shall be made with PVC socket to male thread terminal adapters with neoprene O-ring and PVC round edge bushings. Y. PVC conduit shall be supported with non-metallic clamps, [PVC coated steel] [non-metallic] racks and stainless steel hardware. 16110-17 City of Palo Alto House Hold Hazardous Waste Station Project Z. Expansion fittings shall be used on exposed runs of PVC conduit where required for thermal expansion. Installation and number of fittings shall be as recommended by manufacturer. AA. PVC boxes, conduit fittings, etc, with integral hubs shall be solvent welded directly to the PVC conduit system. AB. Non-metallic boxes with field drilled or punched holes shall be connected to the PVC conduit system with threaded and gasketed PVC Terminal Adapters. AC. Conduit supports, other than for underground raceways, shall be spaced at intervals not exceeding the distance required by the [NEC] to obtain rigid construction. AD. Single conduits shall be supported by means of one-hole pipe clamps in combination with one-screw back plates, to raise conduits from the surface. Multiple runs of conduits shall be supported on fabricated channel trapeze type racks with steel horizontal members and threaded hanger rods. The rods shall be not less than 3/8-in diameter. Surface mounted panel boxes, junction boxes, conduit, etc, shall be supported by spacers to provide a minimum of 1/2-in clearance between wall and equipment. AE. Conduit Supports (Other than Underground Raceways) 1. Trapezes a. Conduit support trapezes shall be vertically supported every 10-ft or less, as required to obtain rigid conduit construction. b. Lateral seismic restraints (Sway Bracing) shall be spaced 30-ft or less. c. Horizontal seismic restraints shall be spaced at 40-ft or less. There shall be at least one horizontal restraint per horizontal run. d. Attachment to structural steel shall be by beam clamps or welded beam attachment. C- clamps will not be allowed for vertical hangers. Side beam clamps with beam hooks shall be used for seismic restraint only. e. Attachment to concrete shall be cast-in-place inserts, cast-in place welded plates with welded studs or stainless steel adhesive anchors. 2. Flush Mounted Supports a. Support shall be spaced 10-ft or less, as required to obtain rigid conduit construction. b. Attachment to concrete shall be with cast-in-place inserts, cast-in place welded plates with welded studs or stainless adhesive anchors. 3. Conduit Racks a. Support shall be spaced 10-ft or less, as required to obtain rigid conduit construction. b. Horizontal seismic restraints shall be spaced at 30-ft or less. c. Attachment to concrete shall be with cast-in-place inserts, cast-in place welded plate with welded studs or stainless adhesive anchors. 4. Conduit Hangers a. Conduit hangers shall be vertical supported 10-ft or less, as required to obtain rigid conduit construction. 16110-18 City of Palo Alto House Hold Hazardous Waste Station Project b. Lateral seismic restraints (Sway Bracing) shall be spaced 20-ft or less. c. Horizontal seismic restraints shall be spaced at 30-ft or less. There shall be at least one horizontal restraint per horizontal run. d. Attachment to structural steel shall be by beam clamps or welded beam attachment. C-clamps will not be allowed for vertical hangers. Side beam clamps with beam hooks shall be used for seismic restraint only. e. Attachment to concrete shall be cast-in-place inserts, cast-in place welded plates with welded studs or stainless steel adhesive anchors. 5. All reinforcing bars shall be located by the Electrical Subcontractor with the use of a rebar locator prior to installing adhesive capsule type anchors. Mark the location of all reinforcing bars in an area bounded by a line drawn at least 18-in from the edge of the support bearing/weld plates on all four sides of the bearing/weld plates prior to fabricating and installing bearing/weld plates. 6. Where interference occurs, adjust anchor locations to clear reinforcing bars and alter support configuration at no additional cost to the Authority. AF. Miscellaneous steel for the support of fixtures, boxes, transformers, starters, contactors, panels and conduit shall be furnished and installed. Channel supports shall be ground smooth and fitted with plastic end caps. AG. Steel channels, flat iron and channel iron shall be furnished and installed for the support of all electrical equipment and devices, where required, including all anchors, inserts, bolts, nuts, washers, etc, for a rigid installation. Channel supports shall be ground smooth and fitted with plastic end caps. AH. Provide sway braces for cable trays and busducts. Sway braces shall be U-channel supports installed at a 45 degree angle from the tray or busduct and anchored to the concrete ceiling structure or structural support system. Braces shall be provided on 20-ft spacing centers. Alternate the direction of the bracing supports. AI. Conduits terminating at a cable tray or busduct shall be supported independently from the busduct or cable tray. Provide a conduit support within 1-ft of the cable tray or busduct. The weight of the conduit shall not bear on the cable tray or busduct. AJ. All conduits on exposed work, within partitions and above suspended ceilings, shall be run at right angles to and parallel with the surrounding wall and shall conform to the form of the ceiling. No diagonal runs will be allowed. Bends in parallel conduit runs shall be concentric. All conduits shall be run perfectly straight and true. AK. Where conduits pass through openings in walls or floor slabs, the remaining openings shall be sealed against the passage of flame and smoke in accordance with UL requirements and the details shown on the Drawings. The sealing method shall have a UL fire rating, which equals or exceeds the fire rating of the wall or floor construction. AL. Conduits shall not cross pipe shafts, access hatches or vent duct openings. They shall be routed to avoid such present or future openings in floor or ceiling construction. AM. Conduits passing from heated to unheated spaces, exterior spaces, refrigerated spaces, cold air plenums, etc, shall be sealed with "Duxseal" as manufactured by Manville or seal fitting to prevent the accumulation of condensation. 16110-19 City of Palo Alto House Hold Hazardous Waste Station Project AN. Conduits shall be located a minimum of 3-in from steam or hot water piping. Where crossings are unavoidable, the conduit shall be kept at least 1-in from the covering of the pipe crossed. AO. Mandrels shall be pulled through all existing conduits which will be reused and through all new conduits 2-in in diameter and larger prior to installing conductors. AP. 3/16-in polypropylene pull lines shall be installed in all new conduits noted as spares or designated for future equipment. Conduit noted as spare shall be capped or plugged at both ends with easily removable fittings AQ. Emergency (generator) source and normal (power company) source feeders shall not be run through the same pull box. AR. Where no type or size is indicated for junction boxes, pull boxes or terminal cabinets, they shall be sized in accordance with the requirements of [NEC Article 314]. Enclosure type and material shall be as specified herein. AS. Pull or junction boxes shall be furnished and installed where shown on the Drawings, in every 200 feet of straight conduit runs or in runs where more than the equivalent of four 90 degree bends occur or at any point necessary for wire pulling and splicing. Splices shall not be made in pulling elbows. AT. A conduit identification plate shall be installed on all power, instrumentation, alarm and control conduits at each end of the run and at intermediate junction boxes, manholes, etc. Conduit plates shall be installed before conductors are pulled into the conduits. Exact identification plate location shall be coordinated with the ENGINEER at the time of installation to provide uniformity of placement and ease of reading. When a master conduit numbering system is used, the conduit tag numbers shall be exactly as shown on the drawings, if a master conduit numbering system is not used the conduit identification tags shall provide detailed "to" and "from" information. AU. Place inner duct in the conduit and allow to rest in place for a minimum of 72 hours prior to cutting each end to length. AV. Place the correct number of maximum sized inner ducts for the conduit with minimum 1/8-in clearance. ***END OF SECTION*** 16120-1 City of Palo Alto House Hold Hazardous Waste Station Project SECTION 16120 WIRES AND CABLES (600 VOLT MAXIMUM) PART 1 GENERAL 1.01 SCOPE OF WORK A. Furnish, install and test all wire, cable and appurtenances as shown on the Drawings and as specified herein. [1.02 RELATED WORK] 1.03 SUBMITTALS A. Submit samples of proposed wire. Each sample shall have the size, type of insulation and voltage stenciled on the jacket. B. Approved samples will be sent to the project location for comparison by the Resident ENGINEER with the wire actually installed. C. Installed unapproved wire shall be removed and replaced at no additional cost to the OWNER. 1.04 DELIVERY, STORAGE AND HANDLING A. Carefully handle all conductors to avoid kinks and damage to insulation. 1.05 WARRANTY A. The manufacturer shall warrant the cable against defects for a period of 20 years from date of installation and shall remove and replace defective cables at his own expense during this warranty period. PART 2 PRODUCTS 2.01 GENERAL A. Wires and cables shall be of annealed, 98 percent conductivity, soft drawn copper. B. All conductors shall be stranded, except that lighting and receptacle wiring may be solid. C. Except for control, signal and instrumentation circuits, wire smaller than No. 12 AWG shall not be used. D. Wire shall have 600 Volt insulation except where indicated otherwise. E. Conductors installed in plenums shall be marked PLENUM RATED. F. All wire of a given type shall be the product of a single manufacturer. 16120-2 City of Palo Alto House Hold Hazardous Waste Station Project 2.02 BUILDING WIRE A. Wire for lighting, receptacles and other circuits not exceeding 150 Volts to ground shall be NEC type THHN/THWN as manufactured by General Cable.; American Insulated Wire Corp.; Southwire Co.;or equal. B. Wire for circuits over 150 Volts to ground within buildings and structures shall be NEC type THHN/THWN as manufactured by General Cable.; American Insulated Wire Corp.; Southwire Co.; or equal. C. Wire for circuits over 150 Volts to ground used underground or for service entrance shall be NEC type RHH-RHW-2/USE-2, flame retardant and CT rated per IEEE 1202 as manufactured by The Okonite Co.; General Cable.; American Insulated Wire Corp.; or equal. D. Wire for direct burial outdoor lighting circuits shall be NEC type RHH-RHW-2/USE-2 as manufactured by The Okonite Co.; General Cable; American Insulated Wire Corp.; or equal. The RHH-RHW-2 or USE-2, sizes 1/0 AWG and larger shall be marked “sunlight resistant for use in cable tray”. Cable shall meet all requirements of ICEA S-95-658, NEMA WC-70, UL 44, UL 854, and UL 1581 (for use in cable tray). E. Bare copper ground wire shall be stranded, annealed copper wire ASTM-B3 alloy coated soft copper electrical wire ASTM B189. F. Multi-conductor power cables shall have stranded conductors with type THHN/THWN insulated, nylon conductor covering, and an overall PVC jacket covering over the individual wires. The number of conductors shall be as indicated on the Drawings. Cable shall be TC rated meeting UL 1277 and IEEE 383 Standards. Cable shall be flame resistant, non-propagating and shall be suitable for installation in a Class I, Division II hazardous location and for direct burial in earth. Multi-conductor power cables, sizes #12 AWG and larger, shall be furnished with a green ground conductor and a white neutral conductor where required to serve phase to neutral loads. Cable shall be as manufactured by The Okonite Co.; Southwire Co.; General Cable Co., or equal. G. Aluminum sheath cable shall have multi-conductor copper conductors rated 90 degrees C for use in wet or dry locations, cable tray, embedded in concrete, areas subjected to corrosive atmospheres, or direct burial applications. Insulation shall be listed UL Type XHHW-2. Sheath shall be close fitting, impervious, continuous, welded, corrugated aluminum per UL 1569. Cable shall be as manufactured by The Okonite Co.; General Cable; Southwire Co.; or equal. H. Equipment grounding conductors shall be NEC Type THW green and sized in accordance with NEC Table 250-122. Ground grid conductors shall be insulated unless shown otherwise on the Drawings. 2.03 SPLICES (POWER CONDUCTORS) A. Unless otherwise indicated on the Drawings, splices shall not be made in the cables without prior written approval of the ENGINEER. Where splicing is approved by the ENGINEER, splicing materials for all 600 Volt splices shall be made with long barrel, tin plated copper compression (hydraulically pressed) connectors and insulated with heavy wall heat shrinkable tubing. The conductivity of all completed connections shall be not less than that of the uncut conductor. The insulation resistance of all completed connections of insulated conductors shall be not less than that of the uncut conductor. B. Wire lugs shall be tin plated copper, long barrel compression type (hydraulically pressed) for wire sizes No. 8 AWG and larger. Lugs for No. 10 AWG and smaller wire shall be locking spade type with insulated sleeve. Lugs shall be as manufactured by the Thomas and Betts Co.; Burndy; Amp; or equal. 16120-3 City of Palo Alto House Hold Hazardous Waste Station Project C. Compression type connectors shall be insulated with a heat shrink boot or outer covering and epoxy filling. Splice kits shall be as manufactured by Raychem (Tyco); Ideal Industries; 3M Co. or equal. D. Solderless pressure connectors shall be self-contained, waterproof and corrosion-proof units incorporating prefilled silicone grease to block out moisture and air. Connectors shall be sized according to manufacturer's recommendations. The connectors shall be UL listed and CSA approved, as manufactured by King Innovation; Ideal Industries, Inc., or equal. 2.09 WIRE AND CABLE MARKERS A. Wire and cable markers shall be ["Omni-Grip"] [type-written heat shrinkable type] as manufactured by the W.H. Brady Co.; Thomas & Betts Co., SMS; 3M Co., STD-TAG; or equal. B. Wire and cables with diameters exceeding the capacity of the "Omni-Grip" shall be marked with pre-printed, self-adhesive vinyl tapes as manufactured by the W.H. Brady Co.; Panduit Corp.; 3M Co.; or equal. 2.10 WALL AND FLOOR SLAB OPENING SEALS A. Wall and floor slab openings shall be sealed with UL approved expanding material which equals or exceeds the fire rating of the wall or floor construction such as "FLAME-SAFE" as manufactured by the Thomas & Betts Corp.; Pro Set Systems; Neer Mfg. Co.; Specified Technologies, Inc.; or equal. PART 3 EXECUTION 3.01 PREPARATION 3.02 INSTALLATION A. Uniquely identify all wires, cables and each conductor of multi-conductor cables (except lighting and receptacle wiring) at each end and in all manholes, hand holes and pull boxes with wire and cable markers. B. Use lubrications to facilitate wire pulling. Lubricants shall be UL approved for use with the insulation specified. C. Provide multi-conductor control and signal cables within the underground system. Cables shall be installed continuous from building to building without splices. Individual control conductors and twisted shielded pairs signal cables will not be allowed in underground systems. D. The crimping tools used in securing the conductor in the compression type connectors or terminal lugs shall be those made for that purpose and for the conductor sizes involved. The crimping tool shall be the ratchet type which prevents the tool from opening until the crimp action is completed. Such tools shall be a product of the connector manufacturer. E. Install an equipment grounding conductor in all raceways. F. Seal openings in slabs and walls through which wires and cables pass. G. Pull cables from the direction that requires the least tension. Use a feed-in tube and sheave designed for cable installation. Use sheaves with radii that exceed the cable manufacturer’s recommended minimum bending radius. Use a dynamometer and constant velocity power puller. Velocity should not be less than 15-ft./min. or more than 50-ft./min. Do not exceed the cable manufacturer’s maximum recommended tension. 16120-4 City of Palo Alto House Hold Hazardous Waste Station Project H. If cable can not be terminated immediately after installation, install heat shrinkable end caps. I. Fireproof exposed cables in manholes, vaults, pullboxes, switchgear and other areas not protected by conduit where medium voltage cables are present. Use fire-proofing tape and glass tape in accordance with the manufacturer’s instructions. Fire-proofing tape shall be installed with one half-lapped layer of Scotch Brand 77 Electric Arc and Fireproofing Tape (3M Corp., or equal). Tape shall be secured with a two-layer band of Scotch Brand 69 Glass Electrical Tape (3M Corp., or equal) over the last wrap. 3.03 WIRE COLOR CODE A. All wire shall be color coded or coded using electrical tape in sizes where colored insulation is not available. Where tape is used as the identification system, it shall be applied in all junction boxes, manholes and other accessible intermediate locations as well as at each termination. B. The following coding shall be used: System Wire Color 240/120 Volts Neutral White Single-Phase, 3 Wire Line 1 Black Line 2 Red 208Y/120, Volts Neutral White 3 Phase, 4 Wire Phase A Black Phase B Red Phase C Blue 240/120 Volts Neutral White 3 Phase, 4 Wire Phase A Black delta, center tap Phase B (High) Orange ground on phase Phase C Blue coil A-C 480Y/277 Volts Neutral White 3 Phase, 4 Wire Phase A Brown Phase B Orange Phase C Yellow C. Neutral or ground wires that terminate in a Panelboard and require color tape shall have the color tape extend at least 6-in from the termination point. 3.04 TERMINATIONS AND SPLICES A. Power conductors: Unless otherwise indicated on the Drawings, no splices may be made in the cables without prior written approval of the ENGINEER. Where splicing is approved, terminations shall be die type or set screw type pressure connectors as specified. Splices (where allowed) shall be die type compression connector and waterproof with heat shrink boot or epoxy filling for copper conductors # 4 AWG and larger. Splices shall be solderless pressure connectors with insulating covers for copper conductors # 6 AWG and smaller. Aluminum conductors (where specified) shall employ terminations and splices specifically designed for aluminum conductors. B. Control Conductors: Termination on saddle-type terminals shall be wired directly with a maximum of two conductors. Termination on screw type terminals shall be made with a maximum of two spade connectors. Splices (where allowed) shall be made with insulated compression type connectors. 16120-5 City of Palo Alto House Hold Hazardous Waste Station Project C. Instrumentation Signal Conductors (including graphic panel, alarm, low and high level signals): terminations same as for control conductors. Splices allowed at instrumentation terminal boxes only. D. Except where permitted by the ENGINEER no splices will be allowed in manholes, handholes or other below grade located boxes. E. Splices shall not be made in push button control stations, control devices (i.e., pressure switches, flow switches, etc), conduit bodies, etc. 3.05 FIELD TESTING A. Test all 600 Volt wire insulation with a megohm meter after installation and prior to termination. Make tests at not less than 1000 Volts DC. Test duration shall be one minute. Submit a written test report of the results to the ENGINEER. Notify the ENGINEER in writing 48 hours prior to testing. B. Field testing and commissioning shall be done in accordance with the latest revision of the “Acceptance Testing Specifications for Electrical Power Distribution Equipment and Systems” published by the International Electrical Testing Association (NETA Standard ATS-1999)unless otherwise modified by this Section. Minimum wire insulation resistance shall not be less than 250 Megohms. ***END OF SECTION*** CONTRACT CONSTRUCTION DRAWINGS Page Drawing No. Drawing Title 1 C1.0 Cover Sheet 2 C1.1 General Notes & Specifications 3 C1.2 Site Plan 4 C1.3 Existing Grading Plan 5 C2.0 Utility Plan 6 C2.1 Lighting Plan 7 S1.0 Structural Notes 8 S1.1 Structural Notes and Canopy Shade Structure Plans 9 S1.2 Canopy Shade Structure Details 10 FS1.0 Fire Sprinkler Plan 11 G‐1 Stormwater Pollution Prevention Notes 12 LT‐1 Special Tree Protection Instruction Sheet REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW COVER SHEET 1 C1.0 1" = 30'-0" CITY OF PALO ALTO HOUSEHOLD HAZARDOUS WASTE STATION 2501 Embarcadero Way Palo Alto, California 94303 VICINITY MAP PROJECT MANAGER CIVIL ENGINEER SITE PROJECT LOCATION MAP FIRE SPRINKLER SHEET INDEX: PROJECT CONTACTS SITE PROJECT PERMIT NOTES REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW GENERAL NOTES & SPECIFICATIONS. 2 C1.1 1" = 30'-0" GENERAL PRIOR TO COMMENCING WORK DURING ACTIVITIES AT COMPLETION OF ACTIVITIES SPECIFICATIONS FOR INITIAL BACKFILL (ALL TRENCHES) PAVEMENT SPECIFICATIONS ABBREVIATION ABBREVIATIONS DESCRIPTION REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW SITE PLAN 3 C1.2 1" = 10'-0" EMBARCADERO WAY OPERATIONS BUILDINGRWQCP PROPOSED CANOPY RWQCP PARKING LOT NOTES: EXISTING GRADING PLAN 4 C1.3 1" = 10'-0" EMBARCADERO WAY KEY NOTES: NOTES: REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW NOTE: REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW UTILITY PLAN 5 C2.0 1" = 10'-0" EMBARCADERO WAY NOTES: SYMBOL UTILITY LEGEND: DESCRIPTION RWL CONNECTION DETAIL1 RWL CONNECTION RWL CONNECTION 1 FC 1 FC1 F C .5 F C .5 F C .5 F C 3 FC 3 FC CC 1 FC 1 FC1 F C .5 F C .5 F C .5 F C 3 FC 3 FC REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW LIGHTING PLAN 6 C2.1 1" = 10'-0" EMBARCADERO WAY LIGHTING LEGEND 1 LIGHTING FOOTCANDLE COVERAGE: SECURITY ONLY ELECTRICAL NOTES 3 SITE PULL BOX EMBARCADERO WAY 2 LIGHTING FOOTCANDLE COVERAGE: SECURITY AND TASK 5 CANOPY LIGHT FIXTURE CUTSHEET4SECURITY LIGHT FIXTURE CUTSHEET LIGHTING PLAN REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW STRUCTURAL NOTES 7 S1.0 NONE 1. GENERAL 4. STRUCTURAL STEEL 2. DESIGN DATA 5. COLD FORMED STEEL 6. EPOXY ADHESIVES ® 3. CONCRETE 7. LOCKING BATTEN PANEL ROOFING ® REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW STRUCTURAL NOTES & CANOPY 8 S1.1 AS NOTED 9. SPECIAL INSPECTION ELEVATION FRAMING PLANA SECTION A - A EXISTING FOUNDATION PLAN (REFERENCE)B SHADE STRUCTURE PLANS C NOTES: REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW CANOPY SHADE STRUCTURE DETAILS 9 S1.2 AS NOTED REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW FIRE SPRINKLER PLAN FS1.0 1" = 10'-0" EMBARCADERO WAY 10 REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW STORMWATER POLLUTION PREVENTION NOTES 1" = 10'-0" 11 G-1 REV DATE APVDBY DESCRIPTION CHECKED DESIGNED DRAWN DWG NO SHEET NO PROJ NO DATE OF APPROVED: ENGR SUBMITTED: PROJ ENGR 2501 EMBARCADERO WAY CITY OF PALO ALTO PALO ALTO, CA 94303 PJS DJA PJS SCALE 12 SEI-10234 HOUSEHOLD HAZARDOUS WASTE STATION Sept. 2, 2015 1 10/26/15 RJN PUBLIC WORKS DEVELOPMENT REVIEW SPECIAL TREE PROTECTION INSPECTION SHEET 1" = 10'-0" 12 LT-1 APPENDICES A Canopy Lighting B Special Inspection & Testing Agreement C Structural Calculations APPENDIX A Canopy Lighting MEGH400SFPS/480 Mega performance, quality and value from state of the art 400 and 250 Watt HID floods with a full range of mounting options and accessories. Color: Bronze Weight: 30.7 lbs Project:Type: Prepared By:Date: Lamp Info Type:ED28 Watts:400W Shape/Size:N/A Base:N/A ANSI:N/A Hours:20,000 Lamp Lumens: 40,000 Efficacy:89 LPW Ballast Info Type: CWA-HPF 480V 120V: N/A 208V: N/A 240V: N/A 277V: N/A Input Watts: 450W Efficiency: 89% Technical Specifications Listings UL Listing: Suitable for wet locations. Suitable for ground mounting. EISA 2007 Compliant: This product complies with the new law for metal halide ballast efficiency. This law goes into effect January 1st, 2008. Pulse Start offers Longer Lamp Life, Faster Startup and Faster Restrike. Construction Housing: One-piece die cast aluminum with die cast door frame held captive when opened. Reflector: High quality anodized aluminum eliminates redirected energy to prolong lamp life. Contoured for maximum horizontal and vertical beam dispersion. Finish: Our environmentally friendly polyester powder coatings are formulated for high-durability and long-lasting color, and contains no VOC or toxic heavy metals. Lens: Thermal, tempered shock resistant glass, 5/32" thick. Lens Gasket: High temperature extruded silicone set in die cast retaining groove. Remains in place during relamping. EPA: 2.1 Electrical Socket: 3 socket positions customize beam spread to the application (center position is standard). Porcelain socket pulse rated 4kv, 1500 watts and 600 volts, reinforced with cat's eyes for added durability. Silicone and fiberglass #14 gauge socket leads rated for 200°C. Plated screw shell designed to resist corrosion with spring loaded center contact. Ballast Volts: 480V. Starting/Operating Amps: 0.9A/1.0A. Pulse Start: Pulse Start metal halide for increased lamp life, lumen maintenance, color uniformity and efficiency. Other Patents: The unique RAB Megaflood is protected by U.S. Patents D565,772 and D570,024; China Patent ZL200730149208.0; Taiwan Patent D127,426 and Canada Patents D121,989 and D121,991 Country of Origin: Designed by RAB in New Jersey and assembled in the USA by RAB's IBEW Local 3 workers. Buy American Act Compliant: This product is a COTS item manufactured in the United States, and is compliant with the Buy American Act. Recovery Act (ARRA) Compliant: This product complies with the 52.225-21 "Required Use of American Iron, Steel, and Manufactured Goods-- Buy American Act-- Construction Materials (October 2010). Trade Agreements Act Compliant: This product is a COTS item manufactured in the United States, and is compliant with the Trade Agreements Act. GSA Schedule: Suitable in accordance with FAR Subpart 25.4. Need help? Tech help line: 888 RAB-1000 Email: sales@rabweb.com Website: www.rabweb.com Copyright © 2014 RAB Lighting Inc. All Rights Reserved Note: Specifications are subject to change at any time without notice Page 1 of 2 MEGH400SFPS/480 Dimensions Features Smaller size with lower EPA Water shedding design New Adjustable Reflector Die cast door frame held captive when opened Ballast compartment separated by anodized aluminum die formed wall Silicone gasket for durable weatherproofing & easy relamping Stainless steel external hardware Need help? Tech help line: 888 RAB-1000 Email: sales@rabweb.com Website: www.rabweb.com Copyright © 2014 RAB Lighting Inc. All Rights Reserved Note: Specifications are subject to change at any time without notice Page 2 of 2 APPENDIX B Special Inspection and Testing Agreement CITY OF PALO ALTO BUILDING INSPECTION DIVISION SPECIAL INSPECTION & TESTING AGREEMENT Permit No.: ______________________________ Proj. Address: ______________________________ Project Title ______________________________ To applicants and owners of projects requiring Special Inspection or Testing per Section 1701 of the Uniform Building Code, please acknowledge and return to the City. BEFORE A PERMIT CAN BE ISSUED: The owner or his representative, on the advice of the responsible Project Engineer or Architect, shall complete, sign and submit two (2) copies of the attached “Structural Tests and Inspection Schedule” to the Building Inspection Division for review and approval. The owner and his general contractor, where applicable, shall also acknowledge the following conditions applicable to Special Inspection and/or Testing. 1. The special inspection agency shall be employed by the owner, or, the engineer or architect of record acting as the owner’s agent. 2. Contractor is responsible for proper notification to the special inspection agency for the items listed. 3. Only special inspection & testing agency personnel are to take samples and transport them to their laboratory. 4. Copies of all laboratory reports and inspections are to be sent directly to the City by the special inspection agency. 5. The special inspection agency is to submit the names and qualifications of on-site special inspectors to the Building Department for approval. 6. The Special Inspector is under the authority and is responsible to the Building Official. All concerns and/or problems encountered are to be brought to his attention immediately. 7. Special Inspectors shall provide weekly reports to this Department of all inspection activity. 8. It is the responsibility of the contractor to review City approved plans for additional inspection or testing requirements that may be noted. 9. BEFORE AN OCCUPANCY PERMIT CAN BE ISSUED: The Inspection agency shall submit a statement that all items requiring testing and inspection were fulfilled and reported. Those items not tested and/or inspected shall be noted in this statement. Copies of statements to be maintained at the job site for City’s Building Inspector’s review prior to final inspections. 10. NO WORK SHALL BE COVERED PRIOR TO CITY OF PALO ALTO INSPECTION APPROVAL. PLEASE SCHEDULE AN INSPECTION WITH THE BUILDING DIVISION AT 650-329-2496. ACKNOWLEDGEMENT (SIGN BELOW) I have reviewed the enclosed “Special Inspection Schedule” and the information above. ________________________________ _________________________________ Owner Special Inspection Agency (Co. Name Only) or ________________________________ _________________________________ Project Architect Contractor (Co. Name only) or ________________________________ _________________________________ Project Engineer Building Official CITY OF PALO ALTO STRUCTURAL TESTS AND INSPECTIONS SCHEDULE Prior to issuance of a building permit, the Owner, on the advice of the Architect or Engineer, shall complete, sign and submit this form to the Building Official. _______________________________________________ _______________________________________________ Project Name Permit Number _______________________________________________ _______________________________________________ Project Address Special Inspection & Testing Agency name _______________________________________________ _______________________________________________ Owner’s Name I hereby certify that the Special Inspection & Testing Agency named above has been engaged to perform structural tests and inspection during construction, as checked below, to satisfy all applicable portions of the Building Code. Prior to issuance of an occupancy permit, the special inspection agency shall submit a statement that all items of designated work performed were reported. Any items checked but not tested or inspected will be noted and explained. Whenever any designated items on this list are ready for sampling, testing or inspection, it shall be the responsibility of the Contractor to give timely notice to the Special Inspection Agency so that the required services may be performed. REINFORCING STEEL: __Tensile & Bond __ Inspection of Placement __ Inspection of Welding : MASONRY: __ Preliminary Acceptance Tests (masonry units, wall prisms) __ Subsequent Tests (mortar, grout, field wall prisms) __ Inspection of Grouting __ Inspection of Placement & Grouting CONCRETE, GUNITE, GROUT & MORTAR: Conc. Shot- crete Grout Mortar Agg. Tests for Designs Suitability of Agg. Mix Designs Test Panel Batch Plant Insp. Cement Grab Sample Inspect Placing Compression Tests Cast Specimens Pick-up Samples Shrinkage Bars Yield Check Air Check Dry Unit Weight PRECAST CONCRETE: __ Reinforcing Tests __ Inspection of Reinforcing Placement __ Tendon Tests __ Inspection of Tendon Placement __ Inspection of Concrete Placement __ Inspection of Concrete Batching __ Inspection of Panel Attach & Inserts __ Inspection of Panel Installation __ Compression Tests __ Inspection of Stressing/Transfer PILING, CAISSONS, CAPS, TIES: __ Inspection of Reinforcing Placement __ Inspection of Concrete Placement __ Inspection of Concrete Batching UNDERPINNING: __ Inspection of Steel Fabrication __ Inspection of Reinforcing & Forms __ Inspection of Concrete Placement __ Inspection of Tiebacks STRUCTURAL STEEL: __ Sample & Test __Shop Indent. & Welding Inspection __ Shop Ultrasonic Inspection __ Shop Radiography __ Field Welding Inspection __ Field Bolting __ Field Ultrasonic Inspection __ Field Radiography __ Metal Deck Welding Inspection STRUCTURAL HARDWARE: __ Holdown Installation __ Tiedown System Installation __ Epoxied Anchors & Bolts INSULATING CONCRETE: __ Sample & Test __Unit Weights FIREPROOFING: __ Inspection of Placement __ Density Tests __ Thickness Tests __ Inspect Batching GEOTECHNICAL: (Inspections & Testing by Geotechnical Engineer) __ Fill Material Acceptance Tests __ Moisture-Density Determination __ Field Density/Compaction __ Pier Drilling __ Observation & Testing by Soils Engineer ROOFING & WATERPROOFING: __ Inspection of Placement __ Sample & Test __ Basement Waterproofing STRUCTURAL WOOD: __ Inspection of Fabrication __ Inspection of Truss Joist Fab. __ Sample & Test Components __ Inspection of Glu-lam Fab __ Shearwall construction & Nailing OTHER TESTS OR INSPECTIONS: City of Palo Alto Development Services Department Key: RC=Reinforced Concrete PC=Prestressed/Post-tensioned Concrete SM=Structural Masonry SS=Structural Steel Welding/Bolting FP=Spray-Applied Fireproofin Agency Name HQ Address Remarks Expiration Inspection Category Phone/Fax A1 Inspection Services 1754 Mission Street SAN FRANCISCO 94109 (415) 621-8001 RC PC SM SS FP ,CA 08/07/2015 (415) 358-4409 Achievement Engineering Corp 434 Camille Circle # 13 SAN JOSE 95134 (800) 653-1397 RC PC SM SS FP ,CA 07/10/2015 See Note (A) (408) 852-0331 Advanced Testing & Inspection.LLC 540 Brunken Avenue,Suite B SALINAS 93901 (831) 422-2272 RC PC SM SS FP ,CA 02/05/2016 (831) 597-2004 Apex Testing Laboratories, Inc. 3450 Third St. Suite 3E SAN FRANCISCO 94124 (415) 550-9800 RC PC SM SS FP ,CA 03/03/2012 See Note (B) (415) 550-9880 Applied Materials and Engineering, Inc. 980 41st Street OAKLAND 94608 (510) 420-8190 RC PC SM SS FP ,CA 04/11/2016 (510) 420-8186 B.S.K. Associates 324 Earhart Way LIVERMORE 94551 (925) 315-3151 RC PC SM SS FP ,CA 10/02/2015 (925) 315-3152 BAGG Engineers 847 West Maude Ave SUNNYVALE 94085 (650) 852-9133 RC PC SM SS FP ,CA 03/06/2015 (650) 852-9138 Berlogar Stevens & Associates 5587 Sunol Boulevard PLEASANTON 94566 (925) 484-0220 RC PC SM SS ,CA 06/07/2014 (925) 846-9645 Biggs Cardosa Associates, Inc. 1871 The Alameda, Suite 200 SAN JOSE 95126 (408) 296-5515 RC PC SM SS ,CA 02/01/2014 See Note (A) (408) 296-8114 Capex Engineering Inc. 571 Seville Place FREMONT 94539 (510) 668-1815 RC PC SM SS FP ,CA 04/03/2015 See Note (A) (510) 490-8690 Consolidated Engineering Labs 2001 Crow Canyon Rd., Ste 100 SAN RAMON 94583 (925) 314-7100 RC PC SM SS FP ,CA 03/27/2015 (925) 855-7140 Construction MaterialsTesting, Inc. 2278-F Pike Court CONCORD 94520 (925) 825-2840 RC PC SM SS FP ,CA 03/14/2016 (925) 682-7953 Construction Testing & Engineering, Inc. 242 West Larch Road, Suite F TRACY 95304 (209) 839-2890 RC PC SM SS FP ,CA 02/02/2013 (209) 839-2895 Construction Testing Services 2174 Rheem Drive, Suite A PLEASANTON 94588 (925) 462-5151 RC PC SM SS FP ,CA 04/25/2016 (925) 462-5183 Earth Systems Pacific 780 Montague Expy, Suite 205 SAN JOSE 95131 (408) 934-9302 RC PC SM SS FP ,CA 04/03/2015 (408) 946-4569 Earthtec, Inc. 1830 Vernon Street, Suite 7 Roseville 95678 (916) 786-5262 RC PC SM SS W FP ,CA 06/01/2013 See Note (A) (916) 786-5263 ENGEO Incorporated 2010 Crow Canyon Place, Suite 250 SAN RAMON 94583 (925) 866-9000 RC PC SM SS FP ,CA 03/06/2015 (888) 279-2698 Geocon Consultants, Inc 6671 Brisa Street LIVERMORE 94550 (925) 371-5900 RC PC SM FP ,CA 05/10/2015 (925) 371-5915 Holdrege & Kull 792 Searls Avenue NEVADA CITY 95959 (530) 478-1305 RC PC SM SW FP ,CA 08/06/2015 (530) 478-1019 HP Inspections 690 Sunol Street, Bldg. H SAN JOSE 95126 (408) 288-8460 RC PC SM SS FP ,CA 03/01/2014 (408) 271-0902 Inspection Consultants, Inc. 1515 North C Street SACRAMENTO 95814 (916) 321-5580 RC PC SM SS FP ,CA 10/02/2015 (916) 321-5590 Inspection Services Inc. 1798 University Ave Berkeley 94703 (415) 243-3265 RC PC SM SS FP ,CA 10/02/2015 (415) 243-3266 KC Engineering Co. 865 Cotting Lane, Suite A VACAVILLE 95688 (707) 447-4025 RC PC SM SS ,CA 12/06/2014 (707) 447-4143 Kleinfelder Inc. 2601 Barrington court HAYWARD 94545 (925) 484-1700 RC PC SM SS FP ,CA 10/02/2015 (510) 887-5932 Korbmacher Engineering 480 Preston Court, Suite B LIVERMORE 94551 (925) 454-9033 RC PC SM SS FP ,CA 01/27/2015 (925) 454-9564 Krazan and Associates Inc. 6711 Sierra Court, Suite B DUBLIN 94568 (925) 307-1160 RC PC SM SS FP ,CA 06/09/2012 See Note (B) (925) 307-1161 Page 1 of 2 UPDATED 17-June-2013 Agency Name HQ Address Remarks Expiration Inspection Category Phone/Fax MatriScope Engineering Laboratories, Inc 436 14th Street, Suite 1429 OAKLAND 94612 (510) 763-3601 RC PC SM SS FP ,CA 09/24/2015 (510) 763-1388 MooreTwining Associates, Inc. 2527 Fresno Street FRESNO 93721 (559) 268-7021 RC PC SM SS FP ,CA 08/11/2012 See Note (B) (559) 268-0726 Neil O. Anderson And Associates 902 Industrial Way LODI 95240 (209) 367-3701 RC PC SM SS FP ,CA 04/17/2015 (209) 333-8303 Nicholas Engineering Consultants 6743 Dublin Boulevard, #15 DUBLIN 94568 (925) 829-8090 RC PC SM SS FP ,CA 08/21/2015 See Note (A) (925) 829-0235 Ninyo & Moore 1956 Webster Street, Suite 400 OAKLAND 94612 (510) 633-5640 RC PC SM SS FP ,CA 12/11/2012 See Note (B) (510) 633-5446 PSI 365 Victor Street, Suite C SALINAS 93907 (831) 757-3536 RC PC SM SS FP ,CA 03/01/2014 (831) 757-6265 Purcell, Rhoades And Associates 1041 Hook Ave PLEASANT HILL 94523 (925) 932-1177 RC SM ,CA 10/07/2011 See Note (A) See Note (B) (925) 932-2795 Raney Geotechical, Inc. 3140 Beacon Blvd West Sacramento 95691 (916) 371-0434 RC PC SM SS W FP ,CA 05/14/2013 (916) 371-1809 RES Engineers, Inc. 1250 Missouri St., Suite 207 SAN FRANCISCO 94107 (415) 822-4625 RC PC SM SS FP ,CA 09/04/2015 (415) 822-8925 RMA Group (FormerlyTerrasearch Inc.) 6293 San Ignacio Ave. Suite A SAN JOSE 95119 (408) 362-4920 RC PC SM SS FP ,CA 10/04/2014 (408) 362-4926 Salem Engineering Group, Inc 4055 West Shaw Avenue, Suite 110 FRESNO 93722 (559) 271-9700 RC PC SM SS FP ,CA 05/03/2014 (559) 275-0827 Signet Testing Laboratories 3121 Diablo Avenue HAYWARD 94545 (510) 887-8484 RC PC SM SS FP ,CA 09/28/2012 See Note (B) (510) 783-4295 Smith-Emery Company 1940 Oakdale Ave. SAN FRANCISCO 94124 (415) 642-7326 RC PC SM SS FP ,CA 01/09/2016 (415) 642-7056 Stevens, Ferrone & Bailey 1600 Willow Pass Court CONCORD 94520 (925) 688-1001 RC PC SM SS FP ,CA 07/05/2014 See Note (A) (925) 688-1005 Summit Associates 2300 Clayton Rd. Ste. 1380 CONCORD 94520 (925) 363-5560 RC PC SM SS FP ,CA 03/06/2015 (925) 363-5511 T. Makdissy Consulting Inc. 23 Las Colinas Lane, Suite 106 SAN JOSE 95119 (408) 227-8595 RC PC SM SS W FP ,CA 01/29/2016 See Note (A) (408) 227-1672 Testing Engineers Inc. 2811 Teagarden Street SAN LEANDRO 94577 (510) 835-3142 RC PC SM SS FP ,CA 05/03/2014 (510) 834-3777 Twining 1572 Santa Ana Avenue SACRAMENTO 95838 (916) 649-9000 RC PC SM SW FP ,CA 04/03/2015 (916) 921-8532 Valley Inspection Incorporated 326 Woodrow Ave VALLEJO 94591 (707) 552-7037 SS FP ,CA 02/07/2015 (707) 552-7022 Wallace Kuhl and Associates, Inc 3050 Industrial Blvd. WEST SACRAMENTO 95691 (916) 372-1434 RC PC SM SS FP ,CA 04/19/2016 (916) 372-2565 Youngdahl Consulting Group, Inc 1234 Glenhaven Court EL DORADO HILLS 95762 (916) 933-0633 RC PC SM SW FP ,CA 08/17/2015 (916) 933-6482 Page 2 of 2 APPENDIX C Structural Calculations SIEGFRIED ENGINEERING, INC 3244 Brookside Road, Suite 100 • CONSULTING CIVIL E NGINEERS STOCKTON, CALIFORNIA 95219 (209) 943·2021 PROJECT Palo Alto RWQCP BY KFA JOB# 10234-2006 Cano12~ Structure DATE 6/28/2012 l-REV. SHEET OF __ TABLE OF CONTENTS Description Page No. Loads 3 to 6 Framing Design 7 to 19 Framing Connections 20 to 22 Foundation Design 23 to 30 Storage Bin Foundation & Anchorage 31to42 City of Palo Alto (ID # 6756) City Council Staff Report Report Type: Consent Calendar Meeting Date: 4/11/2016 City of Palo Alto Page 1 Summary Title: Fiscal Year 2016 Midyear Budget Review and Budget Amendment Title: Finance Committee Recommends Adoption of a Budget Amendment for Fiscal Year 2016 to Adjust Budgeted Revenues and Expenditures in Accordance With the Recommendations in the FY 2016 Midyear Budget Review Report From: City Manager Lead Department: Administrative Services Recommendation Finance Committee and staff recommend that the City Council approve adoption of the FY 2016 Mid-year Budget Amendment which includes: 1) Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance for the General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and Capital Improvement Projects Fund (Attachment A, Exhibit 1) 2) Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance Capital Improvement Project (Attachment A, Exhibit 2) 3) Proposed amendments to the Fiscal Year 2016 Table of Organization: a) Reclassify 2.0 Buyers to 2.0 Senior Buyers in the Administrative Services Department; and b) Eliminate two 0.5 Account Specialists (part-time benefited) and add 1.0 Account Specialist (full time) in the Administrative Services Department. Executive Summary Annually, in March, staff presents to the Finance Committee the status of revenues and expenditures for major funds and Capital Improvement Program as of December 31 of the current fiscal year. As part of that status report, staff also brings forward recommendations to adjust the annual adopted budget. Adjustments to the City’s budget may become necessary as revenues and expenditures may vary from the original budget plan. The attached documents summarize and outline changes to the City’s FY 2016 Adopted Budget as recommended for approval unanimously by the Finance Committee at the March 2, 2016 Finance Committee meeting (Attachment A, Exhibit 1 and Exhibit 2). City of Palo Alto Page 2 The attached Finance Committee report (Attachment A and Attachment C) includes recommended budget adjustments that are generally grouped into four types of transactions: - New requests: These requests are ones that require additional funding to address a very limited number of program needs. These adjustments are brought forward ahead of the annual budget process because the need either cannot or should not wait until later in the year. - Reimbursements and Grants: These actions, which typically have a net-zero impact, adjust grants, reimbursements, and fee revenue and expenditure estimates to align with current year end projected levels as appropriate. - Previous Council Direction: These requests execute previous direction authorized by the City Council. - Technical Clean-ups: These actions are recommended to adjust the budget levels to align with current anticipated year end revenue or expenditure levels or to realign funding among departments and funds based on updated needs. These actions require amendments to department budgets which the Finance Committee reviews and responds to staff’s recommendation for approval. Overall, with the adjustments recommended in this report, the General Fund and all other funds are on track to end the fiscal year within budgeted levels. Including recommendations contained in this report, the General Fund is projected to generate a one-time budget surplus of approximately $3.1 million as a result of excess revenues and additional expenditure with recommended revised budgeted estimates in this report. Additional expenditure savings may result by year end and will be monitored and brought forward for City Council consideration as necessary. Based on the actions recommended in this report, the Budget Stabilization Reserve is projected at $37.0 million, or 19.9 percent of adopted expenditures. This level is $2.6 million above the target level of 18.5 percent of total operating expenditures. As part of the development of the FY 2017 Proposed Budget (late April/early May) as well as closing of the FY 2016 budget (November/December), staff will bring forward recommendations for use of any FY 2016 projected budget surplus. The FY 2016 Midyear Budget review report includes recommendations to adjust projected budgets for the City’s 2016 Capital Improvement Plan (CIP) for various funds. The majority actions recommend closing out existing projects and transferring the remaining balances to the appropriate fund. Further, additional funding is requested in order to start design work or complete an existing project. This report also includes proposed Full Time Equivalent (FTE) adjustments to the Table of Organization, including: 1) A recommendation to reclassify two 1.0 FTE Buyer positions to two 1.0 FTE Senior Buyer positions to more accurately align the position classification with the duties currently being performed. 2) A recommendation to convert two part-time benefited 0.5 FTE Account Specialist City of Palo Alto Page 3 positions to a full-time 1.0 FTE Account Specialist position. This full time position will support Neighborhood Parking Programs, including the Residential Parking Permit Program (RPP), College Terrace, and Crescent Park. There is no net cost in Fiscal Year 2016 for these position changes, and they will be factored into the development of the Fiscal Year 2017 budget. As is customary, the attached Finance Committee report provides an overtime analysis for the Fire and Police departments. As of January 31, 2016, the Fire Department expended $1.5 million or 110.1 percent of its FY 2016 Adopted overtime budget, which is similar to the $1.5 million expended for the same period in FY 2015. This is largely attributable to having the same number of vacancies (approximately 10) in FY 2016 and FY 2015. Also, during the first half of Fiscal Year 2016 the Fire Department had six personnel on workers’ compensation paid leave which is slightly more than half the number of positions on workers’ compensation paid leave (10) for the entire Fiscal Year 2015. After adjusting for reimbursement for overtime from Stanford University and vacancies being backfilled with overtime, the net overtime cost is approximately $418,000. As of January 31, 2016, the Police Department expended $1.1 million or 72.1 percent of its annual overtime budget, which is slightly more than the $1.0 million expended during the same period in FY 2015. The higher level of overtime expenditures is attributable to having a few longer term vacancies in FY 2016 (approximately six vacancies of longer than six months) compared to FY 2015 (approximately five vacancies of longer than six months through the same time period). Also, during the first half of Fiscal Year 2016 the Police Department had seven personnel on workers’ compensation paid leave which is almost half the number of positions on workers’ compensation paid leave (16) for the entire Fiscal Year 2015. Finance Committee Discussion As part of the review of this report, staff responded to several questions from the Finance Committee as captured in the attached minutes (Attachment C). Questions raised were related to the status of Project Safety Net and the program’s funding needs as well as the University Avenue Parking District related to the recently released Audit of Parking Funds. The Committee also discussed Transit Occupancy Tax (TOT) revenues and asked whether the City is approaching a saturation point for growth of revenue from that source or if administering TOT creates a staff impact or expenditure need. After conclusion of discussions, the Finance Committee recommended unanimously (4-0) for the Council to approve the Midyear Budget Review report and the recommended amendments to the Fiscal Year 2016 budget. Revision to Midyear Report Post-Finance Committee Meeting After the March 1, 2016 Finance Committee, staff identified that two figures presented in the report and attachments were transposed. In the Special Revenue & Agency and Trust Funds section of the report, the California Avenue Parking District Fund and the University Avenue Parking District Fund are recommended to reimburse the Refuse Fund for the street sweeping City of Palo Alto Page 4 contract the City provides services for the geographic areas contained within those two parking districts. The correct amounts are $62,755 to the Refuse Fund from the California Avenue Parking District Fund, and $38,552 to the Refuse Fund from the University Avenue Parking District Fund. Attachment A, Exhibit 1 – Proposed Fiscal Year 2016 Midyear Budget Adjustments has been updated to reflection this correction. In addition, staff has been developing the Fiscal Year 2017 Proposed Budget, reviewing department requests for resources, existing resources, and financial feasibility to meet demands. As a result, it has been determined that staff no longer recommends the reclassification of 1.0 Management Analyst to 1.0 Senior Management Analyst (0.6 in the Public Works Department and 0.4 in the Planning Community Environment Department). Rather, it is anticipated that this position, at the Management Analyst level, will be recommended to be realigned to meet service delivery needs as part of the FY2017 Proposed Operating Budget. Resource Impact Adoption of the proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance will allow for adjustments to the FY 2016 budget, along with amendments to the Table of Organization, and General Fund CIP projects. With the approval of this amendment, the projected ending balance of the General Fund Budget Stabilization Reserve is projected at $37.0 million. The projected ending Rate Stabilization Reserve total for all Enterprise funds decreases by $3.8 million. Policy Implications These recommendations are consistent with existing City policies. Environmental Assessment This is not a project under Section 21065 for purposes of the California Environmental Quality Act (CEQA). Attachments: Attachment A, Exhibit 1 - Proposed Fiscal Year 2016 MidYear Budget Adjustments (PDF) Attachment A, Exhibit 2 - Fiscal Year 2016 MidYear CIP Adjustments (PDF) Attachment B - Finance Committee March 1, 2016 Fiscal Year 2016 MidYear Budget Review Memorandum (CMR #6420) (PDF) Attachment C - 3.1.16 FCM Transcript Midyear Only (PDF) ATTACHMENT A, EXHIBIT 1 3/18/2016 General Fund 2016 Category Amount Description NON-DEPARTMENTAL Documentary Transfer Tax 200,000 This action increases the Documentary Transfer Tax by $0.2 million, from $6.9 million to $7.1 million to reflect current tracking levels. Through mid-January 2016, Documentary Transfer Tax receipts are running 9.6 percent above the prior year tracking. This revenue source is sensitive to upward and downward movements in the real estate market as well as the mix of commercial and residential transactions in any one year. Operating Transfers-In 552,000 This action increases the Fiscal Year 2016 Equity Transfer from the Gas Fund to the General Fund in the amount of $0.6 million to reflect current capital assets in the Gas Fund per the Fiscal Year 2015 Comprehensive Annual Financial Report. Property Tax 900,000 This action increases the estimate for Property Tax receipts by $0.9 million to an estimated $36.0 million in Fiscal Year 2016. The increase is due to excess funds from the Educational Revenue Augmentation Fund (ERAF). This is the second year in which the County expects additional ERAF monies. This year end estimate for Property Taxes is based on information received from quarterly meetings with the Santa Clara County Assessor’s Office and includes appeals on record with the Assessor’s Office, additions to the roll, and movements in assessed values. Sales Tax 800,000 This action increases the estimate for Sales Tax revenues by $0.8 million to an estimated $28.4 million in Fiscal Year 2016. This change is due to stronger sales tax performance in the 3rd calendar year quarter. In this quarter, sectors showing strength include: furniture/appliance, food markets, restaurants, and construction. Apparel stores, electronic equipment, and business services declined in the 3rd quarter. Other major sectors, such as department stores and new car sales, displayed modest growth. Transient Occupancy Tax 3,200,000 This action increases the estimate for Transient Occupant Tax (TOT) by $3.2 million, from $18.8 million to $22.0 million based on actual receipts to date. This increase is attributable to the dramatic improvement in room rates and the City’s newest hotels (Hilton Garden Inn and Homewood Suites by Hilton) performing way above expectation. During the first five months of the fiscal year, TOT receipts have trended above expected levels. In this period, average occupancy and daily room rates were 79.5 percent and $253, respectively. While occupancy percentage has slightly declined due to the addition of new hotel rooms, daily room rates have increased 11.2 percent over the prior year. In addition, the City began collecting TOT revenue from Airbnb rentals starting in January 2015. Of this increase, $2.3 million is dedicated for infrastructure spending (attributable to new hotels and the voter approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016) which is reflected in a transfer from the General Fund to the Capital Improvement Fund. A net increase in the General Fund of $0.9 million will result from this action. Utility Users Tax (700,000) This action decreases the Utility Users Tax collections by $0.7 million, from $11.2 million to $10.5 million to reflect current receipt levels and the factors outlined below. The City’s utility tax revenue is based on a 5.0 percent tax on electric, water, and gas and 4.75 percent on telephone usage. Gas usage has been lower due to a warmer than expected winter and gas prices have been low due to an abundant gas supply. Water usage is down as a consequence of drought conservation efforts. Although the telephone UUT rate was reduced from 5.0 percent to 4.75 percent in a ballot measure, receipts have been higher than expected. Source Changes 4,952,000 Contingent Account (19,327) This action decreases the Planning Transportation Contingency in the General Fund to offset a recommended transfer to the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003) for a portion of expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Operating Transfers-Out 1,000,000 This action establishes a transfer of $1.0 million to the Technology Fund for the Radio Infrastructure Replacement Project (TE-05000) as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND ATTACHMENT A, EXHIBIT 1 3/18/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND NON-DEPARTMENTAL Operating Transfers-Out 233,662 This action establishes a transfer of $233,662 from the General Fund to the Storm Drainage Fund to reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred related to the construction of a sandbag barrier along the San Francisquito Creek downstream of Highway 101. In preparation for the 2015-2016 El Niño storm season, the City and other member agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget, funds were not appropriated for this purpose. As an interim measure, available funding was used in the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which does not include this project), additional funding in the amount of $233,662 is needed to reimburse the project for this expense. Operating Transfers-Out 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently charges the Refuse Fund for janitorial work related to the compost program; however, the use of the Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for expenses incurred. Operating Transfers-Out 19,327 This action establishes a transfer of $19,327 from the General Fund to the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003) for a portion of expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. A corresponding decrease in the Planning Transportation Contingency in the General Fund is recommended as well to offset this action. An additional $15,810 is recommended to be transferred from the Refuse Fund elsewhere in this report. Salary & Benefits (255,392) This action reduces the salary reserve by $255,392 to partially offset the recommended reduction in revenue from Stanford for Fire Services elsewhere in this report. The Fiscal Year 2016 Adopted Operating Budget revenue estimate assumed additional revenue based on estimated salary increases for International Association of Fire Fighters (IAFF) employees that are currently in negotiations with the City. These estimated salary increases were budgeted in the general fund salary reserve, not in the department. Transfer to Infrastructure 6,000,000 This action establishes a transfer of $6.0 million to the Capital Improvement Fund as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). This funding will be assumed in the development of the Fiscal Year 2017 Capital Budget. Transfer to Infrastructure 2,297,000 This action increases the transfer to the Capital Improvement Fund in the amount of $2.3 million from $5.4 million to $7.7 million to reflect current estimated Transient Occupant Tax (TOT) receipts in fiscal year 2016. This transfer reflects the portion of TOT attributable to new hotels and the voter approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016 which have been dedicated to the infrastructure plan. Transfer to Infrastructure 1,000,000 This action establishes a transfer of $1.0 million to the Capital Improvement Fund to establish a Roth Building Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To Lease for the Roth Building (June 29, 2015) and after several presentations to City Council requesting public funding, on December 15, 2014, City Council passed a motion instructing staff to identify $1.0 million to fund rehabilitation costs for the Roth building. Use Changes 10,315,493 (5,363,493) Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 3/18/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND CITY ATTORNEY Salary & Benefits (22,748) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (22,748) 22,748 CITY AUDITOR Contract Services 70,000 This action increases the contract services budget by $70,000 for the external financial auditor. Interim work is typically performed in April-June (approximately 40-50% of the contract amount), while the rest of the work is done after July 1st of each year. Budgeted funds are not properly aligned with the timing of the work, therefore, this action corrects this and aligns costs for work Salary & Benefits (5,430) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 64,570 (64,570) CITY CLERK Salary & Benefits (12,622) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (12,622) 12,622 CITY COUNCIL Salary & Benefits (13,062) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (13,062) 13,062 CITY MANAGER Contingent Account 51,000 This action increases the City Manager's Office contingency budget by $51,000 to reimburse expenditures incurred by the startup of the Contract Compliance program and minimum wage monitoring, including the $20,000 San Jose Minimum Wage contract. Salary & Benefits (19,666) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 31,334 (31,334) Net Changes To (From) Reserves Net Changes To (From) Reserves Net Changes To (From) Reserves Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 3/18/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND ADMINISTRATIVE SERVICES General Expense 45,000 This action increases the Administrative Services training budget to provide funding for the Global Software Training - SAP ease of use software training. General Expense 15,000 This action increases the Revenue Collections division of Administrative Services expenditure budget by $15,000 to provide funding for the replacement of the safe. The current safe as reached the end of useful life and the vendor has indicated the safe is no longer repairable. General Expense 15,000 This action increases the Administrative Services contractual budget to ensure sufficient funding for the OpenGov contract renewal. An ongoing increase in the Administrative Services budget will be assessed as part of the development of the Fiscal Year 2017 budget. Salary & Benefits 50,880 This action increases the temporary salaries budget in the Purchasing Division to fund contract administration work. It is anticipated that additional one-time funding will be requested to continue this support in the fiscal year 2017 budget as well. Salary & Benefits (84,241) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 41,639 (41,639) COMMUNITY SERVICES Charges for Services 25,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo (FJMZ) to support Santa Clara School District Title 1 schools. This action is offset by a corresponding increase in expenditures. A separate action to include the second and third years of the contract will be included as part of the development of the Fiscal Year 2017 Operating Budget. Charges for Services 15,000 This action increases the Charges for Services revenue from Palo Alto Unified School District, offset by a corresponding increase in expenditures. The City now has a contract in place to provide performances to the school district for the next three years, and this will be factored into the development of the Fiscal Year 2017 Operating Budget. Charges for Services 10,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo (FJMZ) to support a field trip for schools in San Mateo County to visit Google. This action is offset by a corresponding increase to expenses below. Charges for Services (20,000) This action decreases Charges for Services revenue from the Vocal Lessons program budget, offset by a corresponding decrease in expenses. The City will continue to provide a Vocal Lessons program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to the vocal lessons instructors and participants will pay the instructors directly. Charges for Services (23,000) This action decreases Charges for Services revenue from the Ballroom Dancing program budget, offset by a corresponding decrease in expenses. The City will continue to provide a Ballroom Dancing program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to the ballroom dancing instructors and participants will pay the instructors directly. Other Revenues 45,000 This action increases Other Revenues for funds received from the Friends of the Palo Alto Children's Theatre (FOPACT) to provide operational support for Children's Theatre activities. This action is offset by a corresponding increase in expenses. Other Revenues 15,000 This action increases Other Revenues for funds received from the Friends of the Junior Museum and Zoo (FJMZ) to support the fabrication of a new exhibit. This is offset by a corresponding increase to expenses below. Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 3/18/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND COMMUNITY SERVICES Other Revenues 9,500 This action increases Other Revenues for the Palo Alto Art Center Budget to acknowledge funding that the City has received from Silicon Valley Creates for general operating support of the Palo Alto Art Center, offset by a corresponding expenditure increase. Other Revenues 9,000 This action increases revenue the City has received from the Institute of Museum and Library Services (IMLS) due to a one-time budget augmentation of grant funds offset by a corresponding expenditure increase. The funds will be used to offset costs of engaging a consultant to design family discovery kits for the Art Center galleries. The balance of the grant award ($16,000) will be incorporated into the development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and distribution of the kits. Source Changes 85,500 Contract Services 45,000 This action increases the Contract Services budget to appropriate additional funding for general operational expenses associated with the Palo Alto Children's Theatre, offset by a corresponding revenue increase. Contract Services 15,000 This action increases the Contract Services budget, offset by a corresponding increase in revenues, for Palo Alto Unified School District performances. The City now has a contract in place to provide performances to the school district for the next three years, and this will be factored into the development of the Fiscal Year 2017 Operating Budget. Contract Services 9,000 This action increases expenses, offset by a corresponding increase to revenue, to appropriate one- time funding that the City has received from the Institute of Museum and Library Services (IMLS). The funds will be used to offset costs of engaging a consultant to design family discovery kits for the Art Center galleries. The balance of the grant award ($16,000) will be incorporated into the development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and distribution of the kits themselves. Contract Services (20,000) This action decreases Contract Services expenses from the Vocal lessons program budget, offset by a corresponding decrease in revenues The City will continue to provide a Ballroom Dancing program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to the vocal lessons instructors and participants will pay the instructors directly. Contract Services (23,000) This action decreases Contract Services expenses from the Ballroom Dancing program budget, , offset by a corresponding decrease in revenues The City will continue to provide a Ballroom Dancing program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to the ballroom dancing instructors and participants will pay the instructors directly. General Expense 28,000 On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected from the Bryant Street Garage. This action restores $28,000 to the Community Services Department budget from the Library Department. The funding was transferred to the Library to support the continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now recommended to be transferred back. General Expense 9,500 This action increases expenses for the Palo Alto Art Center budget, offset by a corresponding increase in revenues, to appropriate funding that the City has received from Silicon Valley Creates for general operating support of the Palo Alto Art Center. Salary & Benefits 25,000 This action increases Salaries and Benefits expenses to support Santa Clara School District Title 1 schools. This action is offset by a corresponding increase in revenues. A separate action to include the second and third years of the contract will be included as part of the development of the Fiscal Year 2017 Operating Budget. Salary & Benefits 10,000 This action increases Salaries and Benefits, offset by corresponding revenue from the Friends of the Junior Museum and Zoo (FJMZ), to support a field trip for schools in San Mateo County to visit Google. Salary & Benefits (148,963) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. ATTACHMENT A, EXHIBIT 1 3/18/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND COMMUNITY SERVICES Supplies & Material 15,000 This action increases supplies and materials by $15,000, offset by a corresponding increase in revenues, to appropriate funding received from the Friends of the Junior Museum and Zoo (FJMZ) to support the fabrication of a new exhibit at the Junior Museum and Zoo. Use Changes (35,463) 120,963 DEVELOPMENT SERVICES Charges for Services 80,000 This action increases Charges for Services revenues by $80,000 to provide resources related to the Mayfield Development Project, offset by a corresponding increase in expenses. This action represents estimated costs associated with the project in FY 2016. Anticipated revenues and expenses associated with the Mayfield Project will be incorporated into the development of the FY 2017 Operating Budget. Source Changes 80,000 Contract Services 80,000 This action increases the Contract Services expense budget, offset by a corresponding increase to revenues, by $80,000 to provide necessary resources related to the Mayfield Development Project. This action represents estimated costs associated with the project in FY 2016. Anticipated revenues and expenses associated with the Mayfield Project will be incorporated into the development of the FY 2017 Operating Budget. Salary & Benefits (59,351) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 20,649 59,351 FIRE Charges for Services (269,000) This action is a technical correction to remove revenue for plan check permits from the Fire Department. The revenue for this activity is budgeted and collected in the Development Services Department; however, the budget for this revenue was inadvertently not removed from the Fire Department when the Development Services Department was created as part of the Fiscal Year 2015 Budget. Charges for Services (380,499) This action decreases the estimated revenue from Stanford in the amount of $380,499 primarily due to the alignment of the budgeted revenue with the third amendment to the Stanford Fire Services contract that was approved by Council on January 25, 2016 ($255,392). Additional revenue was assumed in the Fiscal Year 2016 budget based on estimated salary increases for International Association of Fire Fighters (IAFF) employees that are currently in negotiations with the City. These salary increases were budgeted in the general fund salary reserve, not in the department, so a corresponding reduction to the salary reserve of $255,392 elsewhere in this report will offset the revenue reduction. In addition, this action further decreases revenue from Stanford by $125,107 due to a variance between the budgeted and actual costs of providing Fire Services to the University for Fiscal Year 2015. The primary contributor to the variance was lower employee service costs due to a large number of vacancies in the department in Fiscal Year 2015. From Other Agencies 176,884 This action increases revenue from the California Office of Emergency Services for reimbursement for emergency fire services provided on overtime as part of mutual aid for Strike Teams that responded to wildfires burning throughout California during the summer of 2015. Source Changes (472,615) Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 3/18/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND FIRE Contract Services 15,000 This action increases funding for training to fund the administrative costs associated with sending the six Firefighter employees that are anticipated to be hired in Fiscal Year 2016 to a Joint Fire Academy taught by the Sunnyvale Public Safety Department. As with past practice, due to the infrequency of hiring new sworn fire employees, no funding was assumed for academy costs for new employees as part of the Fiscal Year 2016 Budget. Salary & Benefits 176,884 This action increases overtime funding for reimbursement from the California Office of Emergency Services for emergency fire services provided as part of mutual aid for Strike Teams that responded to wildfires burning throughout California during the summer of 2015. Salary & Benefits (359,578) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Supplies & Material 51,000 This action increases funding for Uniforms and Personal Protective Equipment (PPE) to fund the outfitting of six new sworn Firefighter employees that will begin work with the City in February 2016 by attending a Joint Fire Academy taught by the Sunnyvale Public Safety Department. PPE includes the employees' daily uniforms as well as turnouts, helmets, boots, gloves, and various other safety equipment needed to effectively put out both structure and wild-land fires. The Department's Fiscal Year 2015 budget includes funding for PPE repair and replacement for existing employees; however, as with past practice due to the infrequency of hiring new sworn fire employees, no funding was assumed for PPE purchases for new employees as part of the Fiscal Year 2016 Budget. Supplies & Material 20,000 This action increases funding for Uniforms to fund the replacement of the Fire Department's six hazardous materials (HazMat) protective suits that are past their current useful life. The current HazMat suits are 8-9 years old, but the manufacturer recommends a 5 year useful life for these suits, and recommends suits that are between 5-10 years to be used for training purposes. Outfitting the City's HazMat personnel with current standards will allow them to partner with other agencies for annual testing processes and allow PAFD to begin mitigating higher level hazardous material disasters while awaiting regional teams. Supplies & Material 16,500 This action increases funding for tools and equipment to fund the replacement of hoses and nozzles on all fire engines and fire trucks in the fleet. The National Fire Protection Agency (NFPA) requires the first two lines at a structure fire to flow at least 300 gallons per minute (GPM). After testing, it was discovered that PAFD's lines only flow an average of 90 GPM, and that to get the appropriate pressure with the current hardware, PAFD would have to pump the hose lines at a pressure that would not be safe to manage for a single firefighter. In order to safely get to the appropriate GPM and a flow that is manageable, PAFD will replace the current fog nozzles with open smooth bore nozzles and the current hoses with updated hoses that allow more GPM with fewer pounds per square inch (PSI). In addition, this action will fund a hose bed modification to install a metal divider on all fire engines and fire trucks in the fleet to reduce the risk of injury and allow firefighters to deliver water faster and more consistently. Use Changes (80,194) (392,421) HUMAN RESOURCES Salary & Benefits (30,086) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (30,086) 30,086 Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 3/18/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND LIBRARY Other Revenues 11,500 This action increases grant revenue for Building Up the Bikes, a grant project from the Pacific Library Partnership. These funds will be offset by a corresponding expenditure increase to install two bike repair stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate action to recognize and appropriate the balance of the grant ($1,000) for supplies, education, and outreach in Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year 2017 Operating Budget. Source Changes 11,500 General Expense 11,500 This action increases expenses for Building Up the Bikes, a grant project from the Pacific Library Partnership. These funds will be offset by a corresponding revenue increase to install two bike repair stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate action to recognize and appropriate the balance of the grant ($1,000) for supplies, education, and outreach in Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year 2017 Operating Budget. General Expense (28,000) On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected from the Bryant Street Garage. This action restores $28,000 to the Community Services Department budget from the Library Department. The funding was transferred to the Library to support the continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now recommended to be transferred back. Salary & Benefits (68,391) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (84,891) 96,391 PLANNING & COMMUNITY ENVIRONMENT Other Revenue (265,000) This action reduces Other Revenue by $265,000 to reflect that the City is deferring a Master Plan for the area around Fry's Electronics until after a broader vision for the surrounding neighborhood is adopted. As such, the grant from the Valley Transit Authority (VTA) to perform the work will not be obtained. This action is offset by a reduction to expenses. Source Changes (265,000) Contract Services 35,000 This action provides $35,000 for the administration and completion of a commute survey to inform the creation of a Transportation Management Association (TMA). Recommendations related to the creation of the TMA are anticipated to be brought to City Council in Spring 2016. As part of the development of the FY 2015 Operating Budget, $150,000 was set aside to examine the development of a Transportation Management Association. The FY 2016 Operating Budget included funding for year-two of the development of the TMA, as well as an additional $100,000 for various TMA pilot programs and start-up costs. Contract Services (300,000) This action reduces contract services by $300,000 to reflect the deferral of a Master Plan for the area around Fry's Electronics until after a broader vision for the surrounding neighborhood is adopted. Accordingly, the grant from the Valley Transit Authority (VTA) to perform the work will not be obtained. This action is partially offset by a corresponding reduction to revenues. Salary & Benefits (48,523) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (313,523) 48,523 Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 3/18/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND POLICE From Other Agencies 16,005 This action increases revenue from other agencies for reimbursement from the California Commission of the Peace Officer Standard and Training (POST) to reimburse the City for POST certified training courses attended by various Police Department staff. Charges for Services 8,692 This action increases revenue from Stanford for the Fiscal Year 2015 Year-End Adjustment due to a variance between the budgeted and actual costs of providing Public Safety Communication Services to the University. Source Changes 24,697 Contract Services 16,005 This action increases funding for training for reimbursement from the California commission of the Peace Officer Standard and Training (POST) to reimburse the City for POST certified training courses attended by various Police Department staff. Salary & Benefits (404,051) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (388,046) 412,743 PUBLIC WORKS Salary & Benefits (141,681) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Supplies & Material 10,000 This action provides $10,000 in one-time funding for additional expenses incurred related to the watering needs of the City’s urban forest. Due to extreme drought conditions, an extra water truck and driver were needed to water established trees that were in failure. As a result, Urban Forestry reallocated tree planting funds for the additional rental. Use Changes (131,681) 131,681 Total General Fund Changes to BSR (4,945,287) Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 3/18/2016 CAPITAL FUND 2016 Category Amount Description Other Revenues 50,000 This action recognizes a $50,000 donation, with a commensurate increase in project expenditures for the Art Center Auditorium, Audio, Visual, and Furnishings project (AC-14000), from the Palo Alto Art Center Foundation for additional expenses incurred during construction. Transfer from the Refuse Fund 15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003) for expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Transfer from the General Fund 19,327 This action transfers $19,327 from the Planning Transportation Contingency in the General Fund to the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003) for expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Transfer from the Refuse Fund 25,000 This action recognizes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art in Public Places contribution associated with the Landfill Closure (RF-11001). A corresponding increase in the Art in Public Places project budget is recommended as outlined in Attachment A Exhibit 2. Transfer from the General Fund 1,000,000 This action recognizes a transfer of $1.0 million from the General Fund to establish a Roth Building Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To Lease for the Roth Building (June 29, 2015) and after several presentations to City Council requesting public funding, on December 15, 2014, City Council passed a motion instructing staff to identify $1.0 million to fund rehabilitation costs for the Roth building. Transfer from the General Fund 6,000,000 This action increases the estimated transfer from the Budget Stabilization Reserve in the General Fund in fiscal year 2016 by $6.0 million as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). Transfer from the General Fund 2,297,000 This action increases the estimated transfer from the General Fund to the Capital Improvement Fund in the amount of $2.3 million from $5.4 million to $7.7 million to reflect current estimated Transient Occupant Tax (TOT) receipts in fiscal year 2016. A corresponding increase in TOT receipts and transfers out of the General Fund are recommended elsewhere in this report. From Other Agencies 1,677 This actions recognizes revenue from Stanford's Fiscal Year 2015 portion of the Fire Station 1 Improvements CIP (PF-14002). Source Changes 9,408,814 CIP 175,937 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Transfer to the University Ave Parking Assessment Agency Fund 1,790,295 This action established a $1.8 million transfer from the Capital Improvement Fund to the University Ave Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking funds. In Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As a result of their investigation, the City Auditor’s Office determined that $1,790,295 should be transferred from the Capital Improvement Fund Infrastructure Reserve to the University Ave Parking Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district was formed and issued special assessment bonds, the City deducted the initial project expenses from the bond proceeds but did not transfer those expenses, totaling $1,790,295, back to the University Avenue Parking In-Lieu Fund. Use Changes 1,966,232 7,442,582 Net Changes To (From) Reserves CAPITAL IMPROVEMENT FUND CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET CAPITAL FUND ATTACHMENT A, EXHIBIT 1 3/18/2016 Enterprise Funds 2016 Category Amount Description AIRPORT FUND Source Changes - Salary and Benefits (1,761) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (1,761) Net Changes To (From) Reserves 1,761 Fund Balancing Entries 1,761 Change in Fund Balance 1,761 ELECTRIC FUND Net Sales (2,533,307) This action decreases the estimate for surplus energy revenue by approximately $2.5 million as a result of lower than expected hydroelectric generation due to dry weather conditions. Lower hydro- electric power generation led to lower sales of surplus electric energy in the market. Other Income (465,770) The City is one of several Western customers who assists the Western Area Power Administration and Bureau of Reclamation by providing payment of certain charges one month in advance, which allows those agencies to commit those funds to major capital projects under Federal appropriations rules. These advance payments are offset by bill discounts one month later. The charges and credits exactly offset each other, and therefore have no budget impact. However, this is a contractual program, and the City will be in default of its contractual obligations if it fails to provide the payments. The capital projects approved for funding under this program decreased from what was projected in the original FY 2016 budget. This credit reduction is offset by a corresponding reduction in expenditures. Other Income 3,445 This action recognizes the transfer of $3,445 from the Information Technology Fund which is reimbursing the Electric Fund for the rental of office space at the Utility Engineering Building. Currently a Senior Technologist responsible for Geographic Information Systems is using a limited amount of office space. The ongoing implication of this usage will be included as part of the development of the Fiscal Year 2017 Operating Budget. Source Changes (2,995,632) CIP 419,713 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Operating Transfers Out (46,309) The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Salary and Benefits (241,276) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. ($218,377 Operating and $22,899 Supply) CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET Total Airport Fund ENTERPRISE FUNDS ATTACHMENT A, EXHIBIT 1 3/18/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS ELECTRIC FUND Utility Purchases (88,076) This actions decreases utility purchase by $88,076. Drought conditions reduced FY 2015 water allocations of water customers, which Western power customers then had to pay, increasing their cost. Transmission access rates are also much higher than originally budgeted. Offsetting this are reduced costs due to delayed start dates for solar projects, and reduced output from landfill gas plant due to planned maintenance outages in FY 2016. This output was replaced with market purchases, where prices are lower than projected at budget and at lower prices than contract rates. Dry hydro and delayed solar projects also resulted in greatly reducing budgeted surplus energy revenue. Utility Purchases (465,770) This action is the corresponding offset of charges related to the Western Area Power Administration advance payment program. The capital projects approved for funding under this program decreased from what was projected in the original FY 2016 budget. The reduction in charges is offset by an equal reduction in credits (revenue). Use Changes (421,718) Net Changes To (From) Reserves (2,573,914) Fund Balancing Entries (2,573,914)Change in Fund Balance Total Electric Fund (2,573,914) FIBER OPTICS FUND Source Changes - Contract Services 25,000 This action increases the amount budgeted to contract services in the Fiber Optics Fund to engage a consultant to build front-end Fiber module to Engineering's utility system distribution database. The current Fiber database is in Access and outdated. Legal Support 45,000 This action increases the amount budgeted to legal services in the Fiber Optics Fund, programming an additional $45,000 for legal support to provide outside counsel and industry expertise to support Google Fiber and city-owned Fiber-to-the-Premise (FTTP) network initiatives. The increased funding needs are anticipated to continue in FY 2017 and budget actions will be brought forward as appropriate. Use Changes 70,000 Net Changes To (From) Reserves (70,000) Fund Balancing Entries (70,000)Change in Fund Balance Total Fiber Optics Fund (70,000) GAS FUND Other Income 250,000 This action recognizes $250,000 in additional revenue from customer connections, to the Gas System, Customer Connections project (GS-80017) due to increased new construction in Palo Alto and demands for additional customer connections. Source Changes 250,000 CIP 250,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. ATTACHMENT A, EXHIBIT 1 3/18/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS GAS FUND Contract Services 33,000 This action increase Contract Services costs in the Gas Fund to pay for that Fund's portion of increased costs for hauling away construction spoils. These costs have increased for three reasons: first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate. Second, the number of water and sewer new service installations have substantially increased due to fire code requirements and a utility requirement that sewer lines be replaced when a home is replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer funds. Operating Transfers Out 552,000 This action is a technical correction to adjust the amount of the FY 2016 Equity Transfer from the Gas Fund to the General Fund. This correction reflects current capital assets in the Gas Fund, per the FY2015 CAFR. Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Operating Transfers Out 4,986 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR-15000. Salary and Benefits (93,340) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. ($87,481 Operating and $5,859 Supply) Use Changes 792,955 Net Changes To (From) Reserves (542,955) Fund Balancing Entries (542,955)Change in Fund Balance Total Gas Fund (542,955) Operating Transfer-In 214,725 This action recognizes a transfer of $214,725 from the Vehicle Fund from the salvage value of City street sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund reserves. Operating Transfer-In 101,307 This action recognizes transfers of $38,552 and $62,755 from University Ave Parking District and California Avenue Parking District, respectively, to fund the districts proportional share of the street sweeping contract. In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the California Avenue and University Avenue parking districts. Because street sweeping services are provided in the parking districts, a portion of the street sweeping contract should be funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has been carrying the cost of the contract. This actions reimburses the Refuse Fund. The ongoing implications of this change in service delivery model will be factored into the development of the FY 2017 Operating Budget for each of these funds. REFUSE FUND ATTACHMENT A, EXHIBIT 1 3/18/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS Operating Transfer-In 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently charges the Refuse Fund for janitorial work related to the compost program; however, the use of the Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for expenses incurred. Source Changes 356,255 Contract Services 222,022 This action appropriates $222,022 to correct for an inadvertent error in the final adoption of the Fiscal Year 2016 Operating Budget. On 23 March 2015, City Council approved CMR # 5558 to provide for a Fiscal Year 2015 budget amendment in the amount of $387,000 for one-time funding for the purchase of kitchen buckets and outreach materials. Due to a clerical error, $222,022 of the funding was not appropriated to fiscal year 2016 for this activity; this actions corrects for that. Contract Services 173,105 This action provides additional one-time funding in the amount of $173,105 for the annual reconciliation of Fiscal Year 2015 expenses incurred for solid waste. Due to the robust economy, in Fiscal Year 2015, an additional 2,300 tons of municipal solid waste tons were processed at the SMART station and delivered to the Kirby Landfill. Contract Services 165,434 This action provides additional one-time funding in the amount of $165,434 for the GreenWaste contract for expenses invoiced to the City related to CPI increases in rent at the Geng Road facility. GreenWaste incurred annual CPI adjustments to their Geng Road facility but did not pass-through these expenses to the City as required by Section 7.09 of the agreement. Contract Services 101,307 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the California Avenue and University Avenue parking districts. Because street sweeping services are provided in the parking districts, a portion of the street sweeping contract should be funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund from University Ave Parking District and California Avenue Parking District, respectively, to fund the districts proportional share of the street sweeping contract. Operating Transfers Out 25,000 This action establishes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art in Public Places contribution associated with the CIP RF-11001 (Landfill Closure). A corresponding increase in the Art in Public Places project budget is recommended as outlined in Attachment A, Exhibit 2. Operating Transfers Out 15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse the Residential Preferential Parking project PL-15003 for expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Salary and Benefits (56,797) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 645,881 Net Changes To (From) Reserves (289,626) Fund Balancing Entries (289,626)Change in Fund Balance Total Refuse Fund (289,626) REFUSE FUND ATTACHMENT A, EXHIBIT 1 3/18/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS Grant Revenue 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water Resources (DWR) to implement a flood early warning system for the San Francisquito Creek watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a web interface that provides early warning to local residents of impending flooding on San Francisquito Creek. The grant requires the City front the initial expenses for the project and then request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016 and this action will recognize the $120,000 in additional revenue from the state offset by a commensurate increase in expenditures. Operating Transfer-In 233,662 This action recognizes a transfer of $233,662 from the General Fund to the Storm Drainage fund to reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred related to the construction of sandbag barrier along the San Francisquito Creek downstream of Highway 101. In preparation for the 2015-16 El Niño storm season, the City and other member agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget, funds were not appropriated for this purpose. As an interim measure, available funding was used in the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which does not include this project), additional funding in the amount of $233,662 is needed to reimburse the project for this expense. Source Changes 353,662 CIP 241,833 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Contract Services 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water Resources (DWR) to implement a flood early warning system for the San Francisquito Creek watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a web interface that provides early warning to local residents of impending flooding on San Francisquito Creek. The grant requires the City front the initial expenses for the project and then request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016 and this action will recognize the $120,000 in additional revenue from the state offset by a commensurate increase in expenditures. Salary and Benefits (9,910) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 351,923 Net Changes To (From) Reserves 1,739 Fund Balancing Entries 1,739 Change in Fund Balance Total Storm Drainage Fund 1,739 STORM DRAINAGE FUND ATTACHMENT A, EXHIBIT 1 3/18/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS Source Changes - Contract Services 33,000 This action increase Contract Services costs in the Wastewater Collection Fund to pay for that Fund's portion of increased costs for hauling away construction spoils. These costs have increased for three reasons: first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate. Second, the number of water and sewer new service installations have substantially increased due to fire code requirements and a utility requirement that sewer lines be replaced when a home is replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer funds. Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Salary and Benefits (21,427) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 57,882 Net Changes To (From) Reserves (57,882) Fund Balancing Entries (57,882)Change in Fund Balance Total Wastewater Collection Fund (57,882) Source Changes - Operating Transfers Out 11,597 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR-15000. Salary and Benefits (128,123) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (116,526) Net Changes To (From) Reserves 116,526 Fund Balancing Entries 116,526 Change in Fund Balance Total Wastewater Treatment Fund 116,526 WASTEWATER TREATMENT FUND WASTEWATER COLLECTION FUND ATTACHMENT A, EXHIBIT 1 3/18/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS WATER FUND 7 Net Sales (2,144,842) This action decreases the budgeted revenue estimates by $2.1 million to align with year end projected collections due to drought effects as water use has declined across residential, commercial, industrial and internal (City) customers. This year, a total of $37.3 million is anticipated by year end, down from the adopted level of $39.4 million. These revenue decreases are largely offset by corresponding decrease in water purchases and rates are projected to increase over the next few years to stabilize the fund. Other Income 217,000 This action recognizes $217,000 in additional revenue from customer connections, to the Water System, Customer Connections project (WS-80013) due to increased new construction in Palo Alto and demands for additional customer connections. Source Changes (1,927,842) CIP 217,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Commodity Purchases (1,898,396) This action decreases expenditures in water commodity purchases, reflecting the decreased consumption from customers due to drought regulations and conservation efforts. Contract Services 85,000 This action increase Contract Services costs in the Water Fund to establish a regular testing and calibration of large water meters program. AWWA recommends that these meters be tested and calibrated once per year. The last round of testing and calibration was completed at the end of FY 2014, so these meters are nearly overdue for annual testing. It is anticipated that this annual test will be and ongoing cost and therefore will be factored in the development of the FY 2017 Operating Budget. Contract Services 33,000 This action increase Contract Services costs in the Water Fund to pay for that Fund's portion of increased costs for hauling away construction spoils. These costs have increased for three reasons: first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate. Second, the number of water and sewer new service installations have substantially increased due to fire code requirements and a utility requirement that sewer lines be replaced when a home is replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer funds. Operating Transfers Out 9,883 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR-15000. Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Salary and Benefits (44,762) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (1,551,966) Net Changes To (From) Reserves (375,876) Fund Balancing Entries (375,876)Change in Fund Balance Total Water Fund (375,876) ATTACHMENT A, EXHIBIT 1 3/18/2016 Other Funds 2016 Category Description UNIVERSITY AVENUE PARKING ASSESSMENT AGENCY FUND Operating Transfers In 1,790,295 This action recognizes a $1.8 million transfer from the Capital Improvement Fund to the University Ave Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking funds. In Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As a result of their investigation, the City Auditor’s Office determined that $1.8 million should be transferred from the Capital Improvement Fund Infrastructure Reserve to the University Ave Parking Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district was formed and issued special assessment bonds, the City deducted the initial project expenses from the bond proceeds but did not transfer those expenses, totaling $1.8 million, back to the University Avenue ParkingAssessment AgencyFund. Source Changes 1,790,295 1,790,295 Operating Transfers Out 62,755 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the California Avenue and University Avenue parking districts. Because street sweeping services are provided in the parking districts, a portion of the street sweeping contract should be funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund from University Ave Parking District and California Avenue Parking District, respectively, to fund the districts proportional share of the street sweeping contract. Use Changes 62,755 (62,755) Operating Transfers Out 38,552 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the California Avenue and University Avenue parking districts. Because street sweeping services are provided in the parking districts, a portion of the street sweeping contract should be funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund from University Ave Parking District and California Avenue Parking District, respectively, to fund the districts proportional share of the street sweeping contract. Use Changes 38,552 (38,552) Operating Transfer In 26,466 This action recognizes transfers of $26,466 ( $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund) to partially offset the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR- 15000. TRUST & AGENCY FUNDS INTERNAL SERVICE FUNDS Net Changes To (From) Reserves SPECIAL REVENUE FUNDS CALIFORNIA AVENUE PARKING DISTRICT FUND Net Changes To (From) Reserves UNIVERSITY AVENUE PARKING DISTRICT FUND Net Changes To (From) Reserves VEHICLE REPLACEMENT FUND CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET Amount ATTACHMENT A, EXHIBIT 1 3/18/2016 Other Funds 2016 Category Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET Amount Other Income 214,725 This action recognizes $214,725 in revenue in the Vehicle Fund from the salvage value of City street sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund reserves. Source Changes 241,191 Operating Transfer Out 214,725 This action budgets a $214,725 transfer from the Vehicle Fund to the Refuse Fund. Surplus receipts from the salvage value of City street sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015 are being transferred back to the Refuse Fund. CIP 127,624 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Contract Services 80,000 This action provides $80,000 in one-time funding for a consultant study to review the City's Vehicle Replacement Allocation methodology. Salary and Benefits (13,649) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 408,700 (167,509) From Other Agencies 80,292 Stanford's Fiscal Year 2015 portion of the Radio Infrastructure Replacement CIP (TE-05000) $12,543 and Computer Aided Dispatch Replacement CIP (TE-09000) $67,749 Operating Transfers- In 1,000,000 This action transfers $1,000,000, representing the unfunded General Fund portion of the Silicon Valley Regional Interoperability Authority's (SVRIA) project, to the Technology Fund. As discussed in the Close of the Fiscal Year 2015 Report (CMR 6512), $1,000,000 was to be held in reserve in the General Fund and subsequently transferred to the Technology Fund. Operating Transfers- In 185,235 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Other Income 83,037 As discussed above, this action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Source Changes 1,348,564 CIP 1,268,272 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. INTERNAL SERVICE FUNDS VEHICLE REPLACEMENT FUND Net Changes To (From) Reserves INFORMATION TECHNOLOGY FUND ATTACHMENT A, EXHIBIT 1 3/18/2016 Other Funds 2016 Category Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET Amount Operating Transfer Out 3,445 This action transfers $3,443 from the Information Technology Fund to the Electric Fund to provide funding for the rental of a cubicle at the Utility Engineering Building for use by the Senior Technologist responsible for Geographic Information Systems. A separate action to establish this transfer on an ongoing basis will be brought forward as part of the development of the Fiscal Year 2017 Operating Budget. Salary and Benefits (46,694) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 1,225,023 123,541 Salary and Benefits (9,393) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (9,393) 9,393 Net Changes To (From) Reserves PRINT AND MAIL FUND Net Changes To (From) Reserves INTERNAL SERVICE FUNDS INFORMATION TECHNOLOGY FUND Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments PROJECT COMPLETIONS Hopkins Park Improvements (Formerly Pe-07001)PG-11000 -$ -$ Infrastructure Reserve Project Completed Children's Theatre Replacement And Expansion AC-09001 -$ -$ Infrastructure Reserve Project Completed New Sound System For Lucie Stern Community Theatre AC-09002 -$ -$ Infrastructure Reserve Project Completed Dimmer Replacement And Lighting System CC-09001 -$ -$ Infrastructure Reserve Project Completed Rinconada Park Improvements PE-08001 -$ -$ Infrastructure Reserve Project Completed Scott Park Improvements (Formerly PC-11004)PG-11003 -$ (1,429)$ Infrastructure Reserve Removes remaining funding due to completion of the project Cubberley Roof Replacement PF-14000 -$ (1,442)$ Infrastructure Reserve Removes remaining funding. Work will continue in the Cubbereley Capital Improvement Fund project CB- 16002. Golf Course Tree Maintenance PG-12002 -$ (6,818)$ Infrastructure Reserve Removes remaining funding due to completion of the project Eleanor Pardee Park Improvements PE-12012 -$ (22,084)$ Infrastructure Reserve Removes remaining funding due to completion of the project Subtotal - Project Completions -$ (31,773)$ ADDITIONAL APPROPRIATIONS Art in Public Places Project AC-86017 $ 25,000 $ 25,000 Operating Transfers-In This action transfers $25,000 from the Refuse Fund to the Capital Improvement Fund for the Art in Public Places contribution associated with the CIP RF-11001 (Landfill Closure). This was one of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. Art in Public Places Project AC-86017 $ - $ 38,000 Infrastructure Reserve This action transfers $30,000 from CIP PG-12006 (Magical Bridge Playground Project) and $8,000 from PE-13016 (El Camino Park Restoration) to AC- 86017 (Art in Public Places) for eligible Public Art costs. These were two of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. FY 2016 CIP Mid-Year Adjustments CAPITAL PROJECT FUND 1 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments Residential Preferential Parking PL-15003 $ 35,137 $ 35,137 Operating Transfers-In This action transfers $15,810 from the Refuse Fund and $19,327 from the Planning Transportation Contingency in the General Fund to the Capital Improvement Fund to reimburse Residential Preferential Parking project PL-15003 for expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Art Center Auditorium Audio, Visual, and Furnishings AC-14000 $ 50,000 $ 50,000 Other Revenue This action recognizes a $50,000 donation, with a commensurate increase in project expenditures for the Art Center Auditorium Audio, Visual, and Furnishings project (AC-14000) from the Palo Alto Art Center Foundation for additional expenses incurred during construction. Building System Improvements PF-01003 $ - $ 100,000 Infrastructure Reserve This action provides $100,000 to the Building Systems Improvement Project (PF-01003) to correct a technical error that occurred during the Fiscal Year 2015 budget reappropriations process. Funding was inadvertantly removed from the project. Security System Improvements PF-04000 $ - $ 31,778 Infrastructure Reserve This action provides $31,778 to the Security Systems Improvement Project (PF-04000) to correct a technical error that occurred during the Fiscal Year 2015 budget reappropriations process. Funding was inadvertantly removed from the project. Salaries and Benefits - Capital Improvement Fund CIP Projects AS-10000 $ - $ (34,205)Infrastructure Reserve This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Magical Bridge Playground Project PE-12013 $ - $ (30,000)Infrastructure Reserve This action transfers $30,000 from CIP PG-12006 (Magical Bridge Playground Project) to AC-86017 (Art in Public Places) for eligible Public Art costs. This was one of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. CAPITAL PROJECT FUND 2 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments El Camino Park Restoration Project PE-13016 $ - $ (8,000)Infrastructure Reserve This action transfers $8,000 from PE-13016 (El Camino Park Restoration) to AC-86017 (Art in Public Places) for eligible Public Art costs. This was one of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. Subtotal - Additional Appropriations 85,137$ 207,710$ TOTAL GENERAL FUND CIP MID-YEAR ADJUSTMENTS $ 85,137 $ 175,937 PROJECT COMPLETIONS El Camino Underground EL-05000 -$ (25,124)$ Electric Fund Reserve Removes remaining funding due to completion of the project UG District 45 EL-06002 -$ (59,271)$ Electric Fund Reserve Removes remaining funding due to completion of the project E. Charleston 4/12kV EL-08000 -$ (60,861)$ Electric Fund Reserve Removes remaining funding due to completion of the project AMR/AMI – Feasibility EL-10008 -$ 115$ Electric Fund Reserve Additional funding of $115 is needed to close this project. Rebuild Greenhouse EL-11007 -$ (26,118)$ Electric Fund Reserve Removes remaining funding due to completion of the project Rebuild UG Dist 12 EL-12000 -$ (9,028)$ Electric Fund Reserve Removes remaining funding due to completion of the project Subtotal - Project Completions -$ (180,287)$ ELECTRIC FUND CAPITAL PROJECT FUND 3 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Substation Improvements EL-89044 $ 200,000 Electric Reserve This action provides $200,000 in additional funding from the Electric Fund reserve to the Substation Facility Improvements project (EL-89044) to address two major causes of equipment failure that include adding an air conditioning or insulation additions to ten (10) metal- clad substation buildings and replace melted remote terminal units (RTU) in several substations. There are ten (10) metal-clad buildings in the Palo Alto system. The existing fan-run, air-moving system cut into the walls do not provide sufficient temperature regulation and facility temperatures have exceeded the microprocessor and IC based manufacturer’s equipment ratings with the fans on full-blast which have resulted in equipment failures. Although the equipment ratings have risen, so have the air conditioning requirements as the newer equipment runs at higher operating temperatures in each iteration of the evolution of microprocessor development. There is also a safety concern as the substations crews need to work in there also and they have had to delay work because of the high temperatures. Underground District 47-Middlefield, Homer, Webster, Addison EL-11010 $ 400,000 Electric Reserve This action provides $400,000 in additional funding from the Electric Fund reserve to the Underground District 47 – Middlefield, Homer, Webster, Addision (EL-11010) project for the undergrounding of the existing overhead distribution system. The substructure contract bid for this project resulted in higher than anticipated costs and as a result the remaining electrical portion has yet to be completed and will require an additional $400,000. The additional funds are required for the installation of electrical facilities and purchase of equipment. Subtotal - Additional Appropriations -$ 600,000$ TOTAL ELECTRIC FUND CIP MID-YEAR ADJUSTMENTS $ - $ 419,713 ELECTRIC FUND 4 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Gas System, Customer Connections GS-80017 $ 250,000 $ 250,000 Connection Charges This action provides $250,000 in additional funding from the Gas Fund reserve, offset by the recognition of $350,000 in additional revenue from customer connections, to the Gas System, Customer Connections project (GS-80017) due to increased new construction in Palo Alto and demands for additional customer connections. Subtotal - Additional Appropriations 250,000$ 250,000$ TOTAL GAS FUND CIP MID-YEAR ADJUSTMENTS $ 250,000 $ 250,000 ADDITIONAL APPROPRIATIONS Landfill Closure RF-11001 $ - $ (25,000)Refuse Fund Reserve This action transfers $25,000 from the Refuse Fund to the Capital Improvement Fund for the Art in Public Places contribution associated with the CIP RF-11001 (Landfill Closure). This was one of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. Subtotal - Additional Appropriations -$ (25,000)$ TOTAL REFUSE FUND CIP MID-YEAR ADJUSTMENTS $ - $ (25,000) PROJECT COMPLETIONS Storm Drain Master Plan Update SD-15008 $ - $ 8,171 Storm Drainage Reserve This action adds $8,171 from the Strom Drainage Reserve to the Storm Drain Master Plan Update project (SD-15008) to correct a technical error in order to provide funding for expenses charged to the project after it was closed. Subtotal - Project Completions -$ 8,171$ GAS FUND STORM DRAINAGE FUND REFUSE FUND 5 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Storm Drainage System Replacement and Rehabilitation SD-06101 $ 233,662 $ 233,662 Storm Drainage Reserve This action transfers $233,662 from the General Fund to the Storm Drainage to reimburse the Storm Drain Replacement and Rehabilitation project (SD- 06101) for expenses incurred related to the construction of sandbag barrier along the San Francisquito Creek downstream of Highway 101. However, since storm drain CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which does not include this project), additional funding in the amount of $233,662 is needed to reimburse the project for this expense. Additional details can be found in the Enterprise Funds transactions for the Storm Drainage Fund Operating Transfers In, outlined in Attachment A, Exhibit 1. Subtotal - Additional Appropriations 233,662$ 233,662$ TOTAL STORM DRAINAGE FUND CIP MID- YEAR ADJUSTMENTS $ 233,662 $ 241,833 ADDITIONAL APPROPRIATIONS Radio Infrastructure Replacement TE-05000 $ 1,000,000 $ 1,000,000 Technology Fund Reserve This action appropriates $1,000,000 that was held in the Budget Stabilization Reserve through FY 2015 (see CMR 6215) for the City's unfunded General Fund portion of the Silicon Valley Regional Interoperability Authority's (SVRIA) Radio Infrastructure project (TE-05000) to move towards a county-wide 700 Mhz radio communications system. TECHNOLOGY FUND STORM DRAINAGE FUND 6 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments Radio Infrastructure Replacement TE-05000 $ 268,272 $ 268,272 Technology Fund Reserve The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Subtotal - Additional Appropriations 1,268,272$ 1,268,272$ TOTAL TECHNOLOGY FUND CIP MID-YEAR ADJUSTMENTS $ 1,268,272 $ 1,268,272 ADDITIONAL APPROPRIATIONS Scheduled Vehicle and Equipment Replacement - Fiscal Year 2015 VR-15000 $ 26,466 $ 127,624 Vehicle Fund Reserve This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR- 15000. Subtotal - Additional Appropriations 26,466$ 127,624$ TOTAL VEHICLE REPLACEMENT FUND CIP MID- YEAR ADJUSTMENTS $ 26,466 $ 127,624 VEHICLE REPLACEMENT FUND TECHNOLOGY FUND 7 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Water System Customer Connections WS-80013 $ 217,000 $ 217,000 Connection Charges This action provides $217,000 in additional funding from the Water Fund reserve, offset by the recognition of $217,000 in additional revenue from customer connections, to the Water System, Customer Connections project (WS-80013) due to increased new construction in Palo Alto and demands for additional customer connections. Water Regulation Station Improvements WS-07000 -$ $ 786,375 Water Reserve On June 29, 2015, the City Council approved CMR# 5634, authorizing a budget amendment increasing the Water Regulation System Improvements project (WS-07000) in the amount of $786,375, offset by reductions to the Water Reservoir Coating Improvements project (WS-08001) in the amount of $393,188 and the Seismic Water System Upgrades project (WS-09000) in the amount of $393,187, with no impact to the reserve levels in the Water Fund. Due to a technical error, this adjustment never occurred. As a result, this action provides the funding necessary to complete the seismic retrofits as outlined in CMR# 5634. The corresponding reductions in reserves are recommended below. Water Reservoir Coating Improvements WS-08001 -$ $ (393,188)Water Reserve This action reflects the reduction in the Water Reservoir Coating Improvements project (WS- 08001) in the amount of $393,188, as discussed above in the Water Regulation Station Improvements adjustment. Seismic Water System Upgrades WS-09000 $ - $ (393,187)Water Reserve This action reflects the reduction in the Seismic Water System Upgrades project (WS-09000) in the amount of $393,187 , as discussed above in the Water Regulation Station Improvements adjustment. Subtotal - Additional Appropriations 217,000$ 217,000$ TOTAL WATER FUND CIP MID-YEAR ADJUSTMENTS $ 217,000 $ 217,000 WATER FUND 8 2/19/2016 (ID # 6420)City of Palo Alto Finance Committee Staff Report Report Type: Action Items Meeting Date: 3/1/2016 City of Palo Alto Page 1 Summary Title: Fiscal Year 2016 Midyear Budget Review Title: Finance Committee Review and Recommendation to the City Council Regarding Adoption of a Budget Amendment for Fiscal Year 2016 to Adjust Budgeted Revenues and Expenditures in Accordance with the Recommendations in the FY 2016 Midyear Budget Review Report From: City Manager Lead Department: Administrative Services Recommendation Staff recommends that the Finance Committee recommend to the City Council adoption of the FY 2016 Mid-year Budget Amendment which includes: 1)Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance for the General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and Capital Improvement Projects Fund (Attachment A, Exhibit 1) 2)Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance Capital Improvement Project (Attachment A, Exhibit 2) 3)Proposed amendments to the Fiscal Year 2016 Table of Organization: a)Reclassify 2.0 Buyers to 2.0 Senior Buyers in the Administrative Services Department; b)Reclassify 1.0 Management Analyst to 1.0 Senior Management Analyst, 0.6 in the Public Works Department and 0.4 in the Planning Community Environment Department; and c)Eliminate two 0.5 Account Specialists (part-time benefited) and add 1.0 Account Specialist (full time) in the Administrative Services Department. Motions Motion to recommend to the City Council to adopt the FY 2016 Mid-year Budget Amendment for the proposed mid-year adjustments to the FY 2016 budget for the General Fund, Capital Improvement Projects Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds as identified in Attachment A, Attachment B, and related exhibits. Executive Summary Annually, in March, staff presents to the Finance Committee the status of revenues and #2 City of Palo Alto Page 2 expenditures for major funds and Capital Improvement Program as of December 31 of the current fiscal year. As part of that status report, staff also brings forward recommendations to adjust the annual adopted budget. Adjustments to the City’s budget may become necessary as revenues and expenditures may vary from the original budget plan. The attached documents summarize and outline changes to the City’s FY 2016 Adopted Budget. In this report, recommended budget adjustments are generally grouped into four types of transactions: - New requests: These requests are ones that require additional funding to address a very limited number of program needs. These adjustments are brought forward ahead of the annual budget process because the need either cannot or should not wait until later in the year. - Reimbursements and Grants: These actions, which typically have a net-zero impact, adjust grants, reimbursements, and fee revenue and expenditure estimates to align with current year end projected levels as appropriate. - Previous Council Direction: These requests execute previous direction authorized by the City Council. - Technical Clean-ups: These actions are recommended to adjust the budget levels to align with current anticipated year end revenue or expenditure levels or to realign funding among departments and funds based on updated needs. These actions require amendments to department budgets which the Finance Committee reviews and responds to staff’s recommendation for approval. Overall, with the adjustments recommended in this report, the General Fund and all other funds are on track to end the fiscal year within budgeted levels. Including recommendations contained in this report, the General Fund is projected to generate a one-time budget surplus of approximately $3.1 million as a result of excess revenues and additional expenditure with recommended revised budgeted estimates in this report. Additional expenditure savings may result by year end and will be monitored and brought forward for City Council consideration as necessary. Based on the actions recommended in this report, the Budget Stabilization Reserve is projected at $37.0 million, or 19.9 percent of adopted expenditures. This level is $2.6 million above the target level of 18.5 percent of total operating expenditures. As part of the development of the FY 2017 Proposed Budget (late April/early May) as well as closing of the FY 2016 budget (November/December), staff will bring forward recommendations for use of any FY 2016 projected budget surplus. The FY 2016 Mid-year Budget Review report includes recommendations to adjust project budgets for the City’s 2016 Capital Improvement Plan (CIP) for various funds. The majority of the actions recommend closing out existing projects and transferring the remaining balances to the appropriate fund. Background This report summarizes proposed changes to the FY 2016 Budget and reports financial activity through December 31, 2015. Where possible, budget change recommendations are brought City of Palo Alto Page 3 forward for City Council consideration as part of the approval of the FY 2016 Mid-year Budget Review report to consolidate requests and streamline the Budget Appropriation Ordinance. This report is organized by fund with a primary focus on major changes in the General Fund. Mid-year changes for the Enterprise, Internal Service, and Special Revenue Funds are also included in this report. Adjustments are detailed in Attachment A and related exhibits. Discussion The following pages provide an overview of the FY 2016 mid-year fund status for the General Fund and Enterprise Funds and recommended budget adjustments as they pertain to the City’s FY 2016 Operating and Capital budget. Operating Budget Under this section of the report, citywide changes to the FY 2016 Adopted Operating Budget are described for the General Fund, Enterprise Funds, Internal Service Funds, and Special Revenue Funds. General Fund After six months experience in the current fiscal year, overall, the General Fund is tracking within budgeted levels and is anticipated to end the year with a one-time budget surplus of approximately $3.1 million as a result of excess revenues and additional expenditure with recommended revised budgeted estimates in this report. Excess revenues above current budgeted levels receipts for Property Tax, Sales Tax, and Transient Occupancy Tax receipts offset with lower than expected receipts for Utility Users Tax. Additional expenditure savings may result by year end primarily due to estimated vacancy savings based on staffing levels through December 2015 and will be monitored during the remainder of the year. Should the organization track with savings, staff will bring forward recommendations to use any fiscal year 2016 projected budget surplus as part of the development of the Fiscal Year 2017 Proposed Budget (late April/early May) as well as closing of the Fiscal Year 2016 Budget (November/ December). As described in more detail below and detailed in Attachment A, Exhibit 1, staff recommends various adjustments to the Fiscal Year 2016 General Fund Budget related to new requests, reimbursements, grants, previous Council direction, or technical clean-ups. At previous City Council discussions, items for further discussion have arisen. Historically, the City set aside $2.0 million from the Stanford Funds for Project Safety Net related costs. The City Manager was asked to explore the use of General Fund dollars for those elements of Project Safety that were public safety in nature, TrackWatch and fencing costs. It is estimated that through FY 2016, approximately $1.5 million in funding will be expended for TrackWatch and other means restriction. Therefore, should the Council wish, a motion to reduce the General Fund Budget Stabilization Reserve (BSR) to reimburse these historic costs could be made, reducing the BSR to approximately $35.5 million or 19.1 percent, $1.1 million above the target level of 18.5%. Ongoing funding of TrackWatch costs are anticipated to be discussed further as City of Palo Alto Page 4 part of the FY 2017 budget process. General Fund Revenue The chart below compares the Fiscal Year 2016 Adopted Budget revenue estimates for all revenue categories with the FY 2016 Mid-year Budget Review projections. As depicted in the chart, the majority of revenue categories are trending upwards offset by a decrease in the Utility User Tax receipts. Overall, staff is projecting General Fund revenues will finish the year $4.4 million or 2.7% above original budgeted projections. A detailed discussion by revenue category follows. Major Tax Revenue Estimate Adjustments Sales Tax Sales Tax receipts are anticipated to end the year at $28.4 million, an increase of $0.8 million above the FY 2016 Adopted Budget. This change is due to stronger sales tax performance in the 3rd calendar year quarter receipts which reflects activity through September 2015. In this quarter, sectors showing strength include: furniture/appliance, food markets, restaurants, and construction. Apparel stores, electronic equipment, and business services declined in the 3rd quarter. Other major sectors, such as department stores and new car sales, displayed modest growth. A recommended increase in the budget estimate for FY 2016 is included in this report to align with current tracking. Property Tax Property Tax receipts are anticipated to end the year at $36.0 million, $0.9 million above the FY 2016 Adopted Budget estimate of $35.1 million. The increase is due to excess funds from the City of Palo Alto Page 5 Educational Revenue Augmentation Fund (ERAF). This is the second year in which the County expects additional ERAF monies. This year end estimate is also based on information received from quarterly meetings with the Santa Clara County Assessor’s Office and adjusts for appeals on record with the Assessor’s Office, additions to the roll, and movements in assessed values. A recommended increase in the budget estimate for FY 2016 is included in this report to align with current tracking. Transient Occupancy Tax (TOT) Overall, Transient Occupant Tax (TOT) receipts are anticipated to exceed the FY 2016 Adopted Budget levels by $3.2 million, from $18.8 million to $22.0 million based on actual receipts to date. This increase is attributable to the dramatic improvement in room rates and the City’s newest hotels (Hilton Garden Inn and Homewood Suites by Hilton) performing way above expectation. During the first five months of the fiscal year, TOT receipts have trended above expected levels. In this period, average occupancy and daily room rates were 79.5 percent and $253, respectively. While occupancy percentage has slightly declined due to the addition of new hotel rooms, daily room rates have increased 11.2 percent over the prior year. In addition, the City began collecting TOT revenue from Airbnb rentals starting in January 2015. Of this increase, $2.3 million is dedicated for infrastructure spending (attributable to new hotels and the voter approved TOT rate increase from 12 to 14 percent that took effect on January 1, 2016) which is reflected in a transfer from the General Fund to the Capital Improvement Fund. A net increase in the General Fund of $0.9 million will result. A recommended increase in the budget estimate for FY 2016 is included in this report to align with current tracking. Documentary Transfer Tax Documentary Transfer Tax collections are anticipated to end the year at $ 7.1 million, a $0.2 million increase over the FY 2016 Adopted Budget estimate of $6.9 million. Through mid- January 2016, Documentary Transfer Tax receipts are running 9.6 percent above the same prior year period. As this revenue source is sensitive to upward and downward movements in the real estate market as well as the mix of commercial and residential transactions in any one year collections will continue to be monitored closely. A small increase in the budget estimate for FY 2016 is included in this report to align with current tracking. Utility Users’ Tax (UUT) The City’s Utility Users Tax revenue is based on a 5 percent tax on electric, water, gas and 4.75 percent on telephone usage. Overall receipts are tracking to end the year at $10.5 million, $0.7 million below FY 2016 Adopted Budget levels of $11.2 million. Gas usage has been lower due to a warmer than expected winter and gas prices have been low due to an abundant gas supply. Water usage is down as a consequence of drought conservation efforts. Although the telephone UUT rate was reduced from 5.0 percent to 4.75 percent in a ballot measure, receipts have been higher than expected. A recommendation to reduce the FY 2016 budgeted estimate by $700,000 is recommended in this report to align with the current lower tracking levels. City of Palo Alto Page 6 Other General Fund Revenues: Charges for Services The FY 2016 Adopted Budget revenue estimate for this revenue category is $25.4 million. However, it has been revised down approximately $0.6 million throughout the fiscal year through previously approved adjustments by the City Council. This report includes recommendations to decrease the current FY 2016 budgeted revenue estimate further by approximately $0.6 million, the majority of which is due to a reduction in anticipated revenue from Stanford in the amount of $380,499. This reduction is due to two factors 1) the third amendment to the Stanford Fire Services contract that was approved by Council on January 25, 2016 ($255,392) and 2) the variance between the budgeted and actual costs of providing Fire Services to the University for FY 2015 ($125,107). Additional details on these adjustments can be found in Attachment A, Exhibit 1. Additionally, the report requests a technical correction to remove revenue for plan check permits from the Fire Department ($269,000). The revenue for this activity is budgeted and collected in the Development Services Department; however, the budget for this revenue was inadvertently not removed from the Fire Department when the Development Services Department was created wasinas part of the Fiscal Year 2015 Budget. From Other Agencies The FY 2016 Adopted Budget revenue estimate projected $0.4 million in revenues from other Agencies. A $0.2 million revenue increase is recommended in this category primarily to recognize the reimbursement from the State of California Office of Emergency Services for emergency fire services provided on overtime as part of mutual aid for Strike Teams responding to wildfires burning across the state during the summer of 2015. This revenue increase is offset by a corresponding increase to the Fire Department’s overtime expense appropriation as discussed elsewhere in this report. Additional reimbursement from the California commission of the Peace Officer Standard and Training (POST) is also recognized ($16,000) to reimburse the City for POST certified training courses attended by various Police Department staff. Other Revenue The FY 2016 Adopted Budget assumes $1.6 million in other revenue. This report recommends decreasing this amount by $0.2 million for grants and reimbursements. This decrease reflects the removal of $0.3 million due to the deferral of a Master Plan for the area around Fry’s Electronics until a broader vision for the surrounding neighborhood is adopted. This reduction in revenues is offset by a reduction in expenditures in the Planning and Community Environment Department discussed elsewhere. The Other Revenue category reduction is partially offset by the recognition of new grants reimbursements such as $45,000 from the Friends of the Palo Alto Children’s Theatre for theater programs and $15,000 from the Friends of the Junior Museum and Zoo for a new exhibit. Operating Transfers In Overall transfers of $18.6 million are anticipated to end the year at budgeted levels. However, included in this report is an adjustment to align the FY 2016 General Fund Equity Transfer from City of Palo Alto Page 7 Utilities to reflect current capital assets in the Gas Fund per the FY 2015 Comprehensive Annual Financial Report (CAFR). The General Fund will receive an additional $552,000 transfer from the Gas Fund. General Fund Expense General Fund Expenditures are generally tracking to remain within budgeted expenditures through the end of the fiscal year. Included in this report are a number of recommended adjustments that grouped, as discussed above, new requests, reimbursements and grants, previous Council direction, and technical adjustments. Below outlines a few of the significant recommended changes in each of these categories. Additional retails of each recommended adjustment can be found in Attachment A, Exhibit 1. New Requests: These requests are ones that require additional funding to address a very limited number of program needs. These adjustments are brought forward ahead of the annual budget process because the need either cannot or should not wait until later in the year. - Repayment of Storm Drainage Fund: A transfer of $0.2 million from the General Fund to the Storm Drainage Fund to reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred related to the construction of a sandbag barrier along the San Francisquito Creek downstream of Highway 101 is recommended. In preparation for the 2015-2016 El Niño storm season, the City and other member agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local businesses. - Administrative Services City-Wide Support: approximately $0.1 million additional funding primarily for temporary staffing assisting with the Purchasing Division and city-wide training support for SAP. - Fire Department New Hires: Approximately $66,000 in additional funds will ensure that training ($15,000) and Uniforms and Personal Protective Equipment ($51,000) are funded with the anticipated hire of six new firefighters by year end. - Fire Department Supplies and Materials: Approximately $36,000 in additional funds will provide for the replacement of six hazardous materials protective suits that are past their current useful life as well as the tools and equipment to replace hoses and nozzles on all fire engines to ensure they are in compliance with the National Fire Protection Agency regulations. - Commute Survey: Additional funding of $35,000 is recommended for the administration and completion of a commute survey to inform the creation of a Transportation Management Association (TMA). Reimbursements and Grants: These actions, which typically have a net-zero impact, adjust grants, reimbursements, and fee revenue and expenditure estimates to align with current year end projected levels as appropriate. Recommended adjustments include: - Public Safety Reimbursements: Costs of $0.2 million associated with Strike team deployments ($177,000) and POST training ($16,000) are recommended to be City of Palo Alto Page 8 appropriated in the Fire overtime and Police contractual services departmental budgets respectively. - Community Services Department Grants and Fee Program Adjustments: Approximately a net increase of $0.09 million to align program expenditures with anticipated revenues as well as recognition of various grants and contributions for programs such as the Palo Alto Children’s Theater ($45,000) and support of various school districts including Palo Alto Unified School District and Santa Clara School District Title 1 schools ($40,000). - Mayfield Development Project: This recommends the appropriation of $0.08 million to provide resources necessary for the Mayfield Development Project. It is anticipated that additional contributions will be recognized and appropriated as part of the FY 2017 budget process as well. Previous Council Direction: These requests execute previous direction authorized by the City Council. The largest of these is a recommended $8.0 million planned reduction to the General Fund Budget Stabilization Reserve. The appropriation of transfers in the amount of $8.0 million from the General Fund Budget Stabilization Reserve to various funds and approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). As part of that report, transfers to the Capital Improvement Fund ($7.0 million) and the Technology Fund ($1.0 million) were approved. Additional recommended adjustments include the replenishment of the City Manager's Office Contingency Account ($51,000) for funds temporarily reallocated to the Administrative Services Department to hire a compliance contractor and establish a minimum wage program (approved by the City Council on August 24, 2015) Technical Clean-ups: These actions are recommended to adjust the budget levels to align with current anticipated year end revenue or expenditure levels or to realign funding among departments and funds based on updated needs. The most significant action recommended is the removal of the implied subsidy from departmental budgets throughout the City ($2.1 million all funds, $1.4 million General Fund). There is a new requirement which dictates that government agencies must recognize the true cost of medical health care by active and retirees. The health care premiums are the same regardless of age or active status with the exception of medicare premiums. The new requirement is intended to recognize that as people age their medical cost increase. Therefore, an actuarial calculation must be completed to recognize the higher cost of medical for retirees, which is reduced from active employees health care costs. The net impact is zero since the retiree medical is increased and offset by decreasing active employee cost also known as implied subsidy. During the development of the FY16 Adopted Budget, the Implied Subsidy for Retiree Healthcare was inadvertently budgeted as part of the allocation for retirement healthcare cost as well as active employee healthcare rates in Departmental budgets. These actions, which can be found throughout Attachment A, Exhibit 1, correct for this by recognizing the expenditure City of Palo Alto Page 9 savings and reducing departmental budgets. Additional transactions include: - Annual Financial Audit: This allocates an additional $70,000 for the external financial auditor to properly align budgeted funds with the timing of the work being completed. - MakeX Program Reallocation: Actions to transfer $28,000 from the Library Department to the Community Services Department (CSD) are recommended to support the continuation of the MakeX program under the leadership of CSD. Budget Stabilization Reserve The General Fund began FY 2016, after the closing out of the FY 2015 budget, with a $36.8 million Budget Stabilization Reserve (BSR) balance which was 19.8 percent of the operating budget expenditures. Included in this figure were assumed transfers and allocations of funds for certain purposes to allocate out the remaining FY 2015 surplus of $13.6 million as outlined and approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). Subsequent to the FY 2016 budget adoption, Council has approved BAOs totaling $2.8 million which reduced the BSR to $33.9 million at the time of the printing of this report (February 2016). These actions dropped the BSR balance below the approved level of 18.5 percent to 18.2 percent or $0.4 million below the targeted level. Included in this FY 2016 Mid-Year Budget Review are the necessary budgetary transactions in the amount of $8.0 million in transfers from the General Fund BSR as approved by the City Council in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). This draw on the General Fund BSR was already factored into the figures cited in the paragraph above. Once adjusting for these transactions, this Mid-Year Budget Review recommends a net addition to the BSR of $3.1 million. This reflects the combined implications of better than expected revenue income of $4.4 million partially offset by an increase in expenditures of $1.4 million. These changes result in a projected General Fund BSR balance of $37.0 million, or 19.9 percent of FY 2016 Adopted expenditures. This is $2.6 million above the target level of 18.5 percent of total operating expenditures. City of Palo Alto Page 10 FY 2016 Budget Stabilization Reserve Summary ($’s in 000’s) BSR Balance , June 30, 2015 $ 48,198 Actions Approved in CMR #6251 - FY 2016 Adopted Budget (Ordinance 5329) (2,123) - Potentially establish a Pension Trust Fund (retained in BSR) (1,305) FY 2016 Budget Appropriation Ordinance Amendments (various CMR’s) (2,855) FY 2016 Mid-Year Budget Review Recommended Adjustments Actions Approved in CMR #6251, transaction executed in FY2016 Mid-Year Budget - Transfer to Capital Improvement Fund: Roth Building Historical Rehabilitation Reserve (CMR #5879) (1,000) - Transfer to Capital Improvement Fund Infrastructure Reserve (6,000) - Transfer to Technology Fund: Radio Replacements (1,000) Various other Adjustments as outlined in Attachment A, Exhibit 1 (excess revenues $4.4 million offset by increased expenditures $1.4 million) 3,055 BSR Projected Balance, June 30, 2016* $ 36,970 19.91% * This figure assumes a draw on the General Fund BSR of $1.3 million for the potential establishment of a Pension Trust Fund upon Council direction/approval as outlined in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR. Should those funds remain in the General Fund BSR and not be used to establish a Pension Trust Fund, the revised BSR level would be $38.3 million or 20.6 percent of FY 2016 Adopted expenditures. This is $3.9 million above the target level of 18.5 percent of total operating expenditures. As part of the development of the FY 2017 Proposed Budget (late April/early May) as well as closing of the FY 2016 budget (November/December), staff will bring forward recommendations for use of the FY 2017 projected budget surplus. Overtime Analysis The Public Safety Overtime Analysis Fiscal Year 2014 - Fiscal Year 2016 (Attachment B) compares the net overtime cost for the Fire and Police departments for FY 2014, FY 2015 and the first seven months of FY 2016. Net overtime cost represents the Public Safety departments’ modified overtime budgets offset with revenue received to fund overtime along with vacancy savings that are being covered by overtime expenditures. Overtime expenditures for each department are discussed in further detail below. Fire Department As of January 31, 2016, the Fire Department expended $1.5 million or 110.1 percent of its FY 2016 Adopted overtime budget, which is similar to the $1.5 million expended for the same period in FY 2015. This is largely attributable to having the same number of vacancies (approximately 10) in FY 2016 and FY 2015. Also, during the first half of Fiscal Year 2016 the Fire Department had six personnel on workers’ compensation paid leave which is slightly more than half the number of positions on workers’ compensation paid leave (10) for the entire Fiscal Year 2015. After adjusting for reimbursement for overtime from Stanford University and vacancies being backfilled with overtime, the net overtime cost is approximately $418,000. City of Palo Alto Page 11 Staff vacancies and workers' compensation disabilities are the major reasons for the high level of overtime spending. The remaining use of overtime is related to succession planning, sick leave, vacation, other leaves (military, bereavement, jury duty), special events (Stanford Football, Senior Games and Earthquake’s Soccer), seasonal fire station coverage and multiple mutual aid responses (Strike Teams) to wild land fires and fire station cover assignments throughout the State during the summer of 2015. To reimburse the City for its participation in these Strike Teams, the California Office of Emergency Services has approved a reimbursement to the City for these mutual aid services, in the amount of approximately $177,000 in revenue from other agencies and a corresponding increase to the Fire Department’s overtime appropriation are recommended elsewhere in this report. It should be noted that Stanford reimbursed 30.3 percent of Fire Service expenses through Fiscal Year 2015, including overtime; however, in Fiscal Year 2016, the City and Stanford renegotiated a one year extension to the current fire services contract. As outlined in CMR #6505 Stanford Fire Agreement 3rd Amendment, the Third Amendment provides for continuation of fire services for one year at a fixed fee of $6.5 million, while allowing the time needed to facilitate negotiation of financial terms for a new long term agreement. Approximately $500,000 of the total $6.5 million is assumed for reimbursement of fire services overtime. This extension expires October 8, 2016. Overall, the Department is tracking slightly over budget in salary and benefits expenditures, largely due to the high overtime expenses. Staff will continue to monitor overtime expenditures to ensure the Department will remain within budget by the end of FY 2016. Police Department As of January 31, 2016, the Police Department expended $1.1 million or 72.1 percent of its annual overtime budget, which is slightly more than the $1.0 million expended during the same period in FY 2015. The higher level of overtime expenditures is attributable to having a few longer term vacancies in FY 2016 (approximately six vacancies of longer than six months) compared to FY 2015 (approximately five vacancies of longer than six months through the same time period). Also, during the first half of Fiscal Year 2016 the Police Department had seven personnel on workers’ compensation paid leave which is almost half the number of positions on workers’ compensation paid leave (16) for the entire Fiscal Year 2015. After adjusting for overtime reimbursements from Stanford and the Utilities Department for dispatch services, and from neighboring cities for animal control and care services and vacancies backfilled with overtime, the net overtime cost is approximately $501,000. Traffic control services at Stanford football games and other events are partially offset by reimbursements from the University and other organizations. Although, the Department is tracking over its overtime budget, overall the Department is tracking under budget in salary and benefits expenditures largely due to vacancy savings being more than the overtime overage. Staff will continue to monitor overtime expenditures to ensure the Department will come within budget by the end of FY 2016. City of Palo Alto Page 12 Enterprise Funds While most of the Enterprise Fund mid-year adjustments actions are net zero changes, revenue and expenditures offsets, and budgetary cleanup items, notable mid-year adjustments to the City’s Electric, Gas, and Water Enterprise Funds operating budgets are discussed below. The mid-year transactions for the other Enterprise Funds: Fiber Optics, Refuse, Storm Drainage, Utilities Administration, Wastewater Collection, and Wastewater Treatment reflect small allocated expenses for the Sustainability Dashboard software and the return of closed out CIP funding. Detail on those funds and all of the Enterprise Fund mid-year adjustments are presented in greater detail in Attachment A, Exhibit 1. Staff recommendations related to the Enterprise Fund Capital Improvement Program are discussed later in this report and additional details can be found in Attachment A, Exhibit 2. Electric Fund A net reserve reduction of $2.6 million is recommended primarily due to the drought and updated revenue projections as summarized below: Electric customer sales revenue is recommended to be decreased by $2.5M to reflect the latest revenue projection. There are lower sales of surplus electric energy in the market due to lower hydroelectric power generation. The City is one of several Western customers who assist the Western Area Power Administration and Bureau of Reclamation by providing payment of certain charges one month in advance, which allows those agencies to commit those funds to major capital projects under Federal appropriations rules. These advance payments are offset by bill discounts one month later. The charges and credits of $466,000 exactly offset each other, and therefore have no budget impact. Additional capital project costs of $420,000 reflect the net impact of project completions and additional project funding. Additional details can be found in Attachment A, Exhibit 2 or below in the Capital Program section of this report. Gas Fund Net reserve use in the amount of $0.5 million is recommended due to an increase of $552,000 in the FY 2016 Equity Transfer from the Gas Fun to the General Fund accounts for the majority of this impact on the reserve. This correction reflects current capital assets in the Gas Fund per the FY 2015 Comprehensive Annual Financial Report (CAFR). In addition, as a result of increased new construction in Palo Alto and demands for additional customer connections, additional revenue from customer connections and Gas System Customer Connections project costs have increased ($250,000). Additional details can be found in Attachment A, Exhibit 2 or below in the Capital Program section of this report. City of Palo Alto Page 13 Storm Drainage Fund There are no net changes proposed for the Storm Drainage Fund; however, there are a few recommended adjustments to note: Recognizing $120,000 in grant revenue from the California Department of Water Resources offset by a commensurate increase in expenditures to implement an early warning system for the San Francisquito Creek watershed. A transfer of $233,662 from the General Fund to the Storm Drainage Fund to reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred related to the construction of a sandbag barrier along the San Francisquito Creek downstream of Highway 101. In preparation for the 2015-16 El Niño storm season, the City and other member agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local businesses. Additional details can be found in Attachment A, Exhibit 2 or below in the Capital Program section of this report. Wastewater Collection Fund Net reserve use in the amount of approximately $58,000 reflects the net impact of two recommended adjustments partially offset by a reduction in personal services due to the removal of the implied subsidy duplicate funding: A transfer from the Waste Water Collection Fund to the Technology Fund of approximately $46,000 to reimburse the Radio Infrastructure project (TE-05000) for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. An increase in contractual services to contribute a portion of increased costs for hauling away construction spoils or $33,000. Wastewater Treatment Fund Net reserve increase in the amount of $116,526 adjusts for the reduction in personal services due to the removal of the implied subsidy duplicate funding partially offset by additional costs associated with the purchase of additional vehicles not included in the current Vehicle Fund Replacement Project (VR-15000). Water Fund Net reserve decrease in the amount of $0.4 million is recommended in the report primarily due to the drought as detailed below: A decrease of $2.1 million to align with year-end projected collections due to drought effects as water use has declined across residential, commercial, industrial and internal (City) customers. This year, a total of $37.3 million is anticipated by year end, down City of Palo Alto Page 14 from the adopted level of $39.4 million. A corresponding decrease of $1.9 million in water commodity expenditures, reflecting the decreased consumption from customers due to drought regulations and conservation efforts partially offsets the decline in revenues. An increase of $85,000 in contractual services is recommended to establish a regular testing and calibration of large water meters program. AWWA recommends that these meters be tested and calibrated once per year. A transfer from the Water Fund to the Technology Fund of approximately $46,000 to reimburse the Radio Infrastructure project (TE-05000) for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. As a result of increased new construction in Palo Alto and demands for additional customer connections, additional revenue from customer connections and Water System Customer Connections project costs have increased ($250,000). Additional details can be found in Attachment A, Exhibit 2 or below in the Capital Program section of this report. An increase in contractual services to contribute a portion of increased costs for hauling away construction spoils or $33,000. Internal Service Funds Information Technology Net Reserve increases in the amount of $123,541 due to an increase in revenues of $80,292 based on the reconciliation of Stanford’s contractual costs for Capital Projects including Radios ($12,543) and Computer Aided Dispatch Replacement ($67,749) based on the Fire Safety Services contract with Stanford University and a reduction in costs due to the removal of the implied subsidy duplicate funding. Additional Net-zero increases in revenues and expenses of $1.3 million associated with the Radio Infrastructure Replacement project are recommended. Additional details can be found in Attachment A, Exhibit 2 or below in the Capital Program section of this report. Vehicle Replacement Fund Net Reserve decrease of $167,509 is recommended in this report primarily to reflect the addition of funding for Scheduled Vehicle and Equipment Replacement (VR-15000) of $127,624. Additional adjustments include: Contractual Service funding of $80,000 for a consultant study to review the City’s Vehicle Replacement allocation methodology. A net-zero adjustment to recognize $214,725 in revenue from the sale of surplus street sweeping vehicles. The proceeds of the sale are being transferred to the Refuse Fund. City of Palo Alto Page 15 Special Revenue & Agency and Trust Funds California Avenue Parking District Fund In FY 2015, the City of Palo Alto outsourced street sweeping services. The street sweeping contract for the City provides services for the geographic areas contained within the California Avenue Parking District as well as the University Avenue Parking District, and this action reimburses $38,552 to the Refuse Fund to for the California Avenue Parking District’s proportional share of the contract. University Avenue Parking District Fund In FY 2015, the City of Palo Alto outsourced street sweeping services. The street sweeping contract for the City provides services for the geographic areas contained within the University Avenue Parking District as well as the California Avenue Parking District, and this action reimburses $62,755 to the Refuse Fund for the University Avenue Parking District’s proportional share of the contract. University Avenue Parking Assessment Agency Fund As a result of the parking audit performed in FY 2016, the City Auditor’s Office determined that $1.8 million should be transferred from the Capital Improvement Fund Infrastructure Reserve to the University Avenue Parking Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district was formed and issued special assessment bonds, the City deducted the initial project expenses from the bond proceeds but did not transfer those expenses, totaling $1,790,295, back to the U University Avenue Parking Assessment Agency Fund. It is anticipated that these funds will be used to decrease the special assessment bonds. Capital Improvement Program Budget Adjustments to the City’s 2016 Capital Improvement Plan for various projects are noted in Attachment A, Exhibit 2, with specific project adjustments described as well. CIP changes fall into three basic categories: 1) projects requiring additional appropriations; 2) projects having reductions in appropriations; and 3) projects with other adjustments such as transfer of funding between projects, closing completed projects or creating new projects. For General Fund Capital Projects, different categories have been created, as described below. Highlights of CIP changes by fund are as follows: General Fund The Infrastructure Reserve (IR) serves as the ending fund balance of the Capital Improvement Fund and is required primarily for cash flow purposes, unforeseen urgent projects, and funding for future projects not yet budgeted in the Capital Improvement Program. The actions recommended as part of this report will result in an increase of $7.4 million in the IR. This increase in the IR will be considered in the development of the 2017-2021 Proposed Capital City of Palo Alto Page 16 Improvement Program. The table on the following page, as well as the subsequent analysis, summarizes the various recommendations by category. Additionally, staff is currently reviewing the funding strategies for future years, and will incorporate adjustments into the FY 2017 capital budget process with the intention of further increasing the IR to align funding with the assumptions of the Council approved Infrastructure Plan. Mid-Year Changes to the Capital Improvement Fund Infrastructure Reserve (IR) Impact on IR Balance Increase/(decrease) Project Completions $31,773 Additional Revenues (Operating & Capital) $9,408,814 Additional Appropriations (Operating & Capital) ($1,998,005) Total Mid-Year Change to IR $7,442,582 Project completions: $31,773 will be realized by closing nine completed projects. Revenues and alternative funding sources: $35,137 will be realized through two transfers: $15,810 from Refuse Fund and $19,327 from the General Fund to reimburse Residential Preferential Parking project (PL-15003) for expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. A second adjustment will recognize a $50,000 donation, with a commensurate increase in project expenditures for the Art Center Auditorium Audio, Visual, and Furnishings project (AC- 14000) from the Palo Alto Art Center Foundation for additional expenses incurred during construction. Technical Adjustments: Technical corrections are being made to two projects totaling $131,778 to correct errors that occurred during the Fiscal Year 2015 Capital Budget reappropriations process. Funding was inadvertently removed from the Building System Improvements (PF-01003) project and the Security Systems Improvement Project (PF-04000). Enterprise Funds Consistent with the recommendations of the City Auditor’s Utilities Reserves Audit, the Utilities Department is disencumbering funds for several projects as part of an ongoing effort to improve CIP project management and budgeting for projects. This year, a few projects have revised engineering estimates and require additional funding to be completed. Projects requesting additional funding are listed here. All capital project funding adjustments, including disencumbering and close-outs are shown in Attachment A, Exhibit 2. The net result of mid-year capital adjustments to the Enterprise Funds are shown in the table below. City of Palo Alto Page 17 Fund # of Projects Total Increase Total Revenue Total Reduction/Clos ing of Projects Net Electric 8 $600,000 $0 ($180,287) $419,713 Gas 1 $250,000 $250,000 $0 $0 Water 4 $217,000 $217,000 $0 $0 Storm Drain 1 $233,662 $233,662 $8,171 ($8,171) Total Enterprise Funds 14 $1,300,662 $700,662 ($172,116) $411,542 Electric Fund EL-11010 - UG District 47 Increase funding by $400,000 to complete the undergrounding project. The substructure contract bid for this project resulted in higher than anticipated costs and the remaining electrical portion requires an additional $400,000 for the installation of electrical facilities and purchase of equipment. EL-89044 - Substation Improvements Increase funding by $200,000 to address facility equipment failure issues related to air conditioning and insulation that impact up to 10 metal-clad city buildings. Gas Fund GS-80017 – Gas Customer Connections This action increases funding by $250,000 to address increases in new construction in Palo Alto and demands for additional customer connections. The expense is offset by $250,000 in additional revenues from customer connections. Water Fund WS-80013 – Water Customer Connections This action increases funding by $217,000 to address increased new construction in Palo Alto and demands for additional customer connections. The expense is offset by $217,000 in additional revenues from customer connections. WS-07000 – Water Regulation Station Improvements This action increases funding by $786,375. On June 29, 2015, the City Council approved CMR# 5634, authorizing a budget amendment increasing the Water Regulation System Improvements project (WS-07000) in the amount of $786,375, offset by reductions to the Water Reservoir Coating Improvements project (WS-08001) in the amount of $393,188 and the Seismic Water System Upgrades project (WS-09000) in the amount of $393,187, with no impact to the reserve levels in the Water Fund. Due to a technical error, this adjustment never occurred. As a result, this action provides the funding necessary to complete the seismic retrofits as outlined in CMR# 5634. The corresponding reductions in reserves are recommended below. City of Palo Alto Page 18 Storm Drain Fund SD-06101 – Sandbag Reimbursement This action transfers $233,662 from the General Fund to the Storm Drainage Fund for expenses incurred related to the construction of a sandbag barrier along the San Francisquito Creek downstream of Highway 101. Internal Service Funds The Internal Service Departments have several projects disencumbering funds for several projects as part of an ongoing effort to improve CIP project management and budgeting for projects. The complete list of Internal Service Fund capital funding adjustments is shown in Attachment A, Exhibit 2. The net result of mid-year capital adjustments to the Internal Service Funds are shown in the table below. Fund # of Projects Total Increase Total Revenue Total Reduction/ Closing of Projects Net Vehicle Replacement 1 $127,624 $26,466 $0 ($101,158) Technology 1 $1,268,272 $1,268,272 $0 $0 Total Internal Service Funds 2 $1,395,896 $1,294,738 $0 ($101,158) Table of Organization Changes The proposed Full Time Equivalent (FTE) adjustments to the Table of Organization include the following requests: - Delete a 1.0 FTE Management Analyst position with 0.4 FTE funded in the General Fund and 0.6 FTE funded in the Capital Improvement Fund - Add a 1.0 FTE Senior Management Analyst position with 0.4 FTE funded in the General Fund and 0.6 FTE funded in the Capital Improvement Fund This action reclassifies a 1.0 FTE Management Analyst position to a 1.0 FTE Senior Management Analyst position to be more commensurate with the level of work currently being performed working on special projects. - Delete two 1.0 FTE Buyer positions with 1.0 FTE funded in the General Fund and 1.0 FTE funded in the Wastewater Treatment Enterprise Fund - Add two 1.0 FTE Senior Buyer positions with 1.0 FTE funded in the General Fund and 1.0 FTE funded in the Wastewater Treatment Enterprise Fund This action reclassifies two 1.0 FTE Buyer positions to two 1.0 FTE Senior Buyer positions to more accurately align the position classification with the duties currently being performed. - Delete two 0.5 FTE Account Specialist (part-time benefited) positions with 0.5 FTE funded in the General Fund and 0.5 FTE funded in the Residential Parking Permit Programs Fund - Add a 1.0 FTE Account Specialist (full-time) position with 0.5 FTE funded in the City of Palo Alto Page 19 General Fund and 0.5 FTE funded in the Residential Parking Permit Programs Fund This action converts two part-time benefited 0.5 FTE Account Specialist positions to a full-time 1.0 FTE Account Specialist position. This full time position will support Neighborhood Parking Programs, including the Residential Parking Permit Program (RPP), College Terrace, and Crescent Park. These programs have caused increased counter, phone, and email contacts requesting information on how to obtain permits and information on the programs. There is also increased citation inquiries/complaints, payment processing, scheduling of hearings, and refunds. There is no net cost in Fiscal Year 2016 for these position changes, and they will be factored into the development of the Fiscal Year 2017 budget. As an update to the total FTE count for the City, the table below shows the addition of 2.0 FTE in Fiscal Year 2016. First was a 1.0 FTE Project Manager position with 0.4 FTE funded in the General Fund and 0.6 FTE funded in the Capital Improvement Fund as approved by the Council on December 14, 2015 to implement and maintain the Infrastructure Management System. Second is a 1.0 FTE Management Analyst position funded in the General Fund as recommended to be approved by Council on February 29, 2016 to manage and administer the Business Registry Program. Fiscal Year 2016 Mid-year Position Change Summary FY 2016 Adopted FY 2016 Changes FY 2016 Modified General Fund 599.31 1.40 600.71 Enterprise Funds 351.09 0.00 351.09 Other Funds 89.70 0.60 90.30 Total 1,040.10 2.00 1,042.10 City of Palo Alto Page 20 Resource Impact Adoption of the attached ordinance will allow for adjustments to the FY 2016 budget, along with amendments to the Table of Organization, and General Fund CIP projects. With the approval of this budget appropriation ordinance, the projected ending balance of the General Fund Budget Stabilization Reserve is $37.0 million. The projected ending Rate Stabilization Reserve total for all Enterprise funds collectively decreases by $3.8 million. Individual fund reserve adjustments are shown in the table below. Enterprise Fund Reserve Mid-Year Adjustment Airport Fund Reserve $1,761 Electric Fund Supply Rate Stabilization Reserve ($2,445,231) Electric Fund Distribution Rate Stabilization Reserve ($128,683) Gas Fund Distribution Rate Stabilization Reserve ($542,955) Fiber Optic Fund Rate Stabilization Reserve ($70,000) Refuse Fund Rate Stabilization Reserve ($289,626) Storm Drainage Fund Rate Stabilization Reserve $1,739 Water Fund Rate Stabilization Reserve ($375,876) Wastewater Collection Fund Rate Stabilization Reserve ($57,882) Wastewater Treatment Fund Rate Stabilization $116,526 Total ($3,790,227) Policy Implications These recommendations are consistent with existing City policies. Environmental Assessment This is not a project under Section 21065 for purposes of the California Environmental Quality Act (CEQA). Attachments: Attachment A, Exhibit 1 - Proposed Fiscal Year 2016 Midyear Adjustments (PDF) Attachment A, Exhibit 2 - FY16 Midyear CIP Adjustments (PDF) Attachment B - Public Safety Overtime Analysis FY 2014 - FY 2016 (PDF) ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description NON-DEPARTMENTAL Documentary Transfer Tax 200,000 This action increases the Documentary Transfer Tax by $0.2 million, from $6.9 million to $7.1 million to reflect current tracking levels. Through mid-January 2016, Documentary Transfer Tax receipts are running 9.6 percent above the prior year tracking. This revenue source is sensitive to upward and downward movements in the real estate market as well as the mix of commercial and residential transactions in any one year. Operating Transfers-In 552,000 This action increases the Fiscal Year 2016 Equity Transfer from the Gas Fund to the General Fund in the amount of $0.6 million to reflect current capital assets in the Gas Fund per the Fiscal Year 2015 Comprehensive Annual Financial Report. Property Tax 900,000 This action increases the estimate for Property Tax receipts by $0.9 million to an estimated $36.0 million in Fiscal Year 2016. The increase is due to excess funds from the Educational Revenue Augmentation Fund (ERAF). This is the second year in which the County expects additional ERAF monies. This year end estimate for Property Taxes is based on information received from quarterly meetings with the Santa Clara County Assessor’s Office and includes appeals on record with the Assessor’s Office, additions to the roll, and movements in assessed values. Sales Tax 800,000 This action increases the estimate for Sales Tax revenues by $0.8 million to an estimated $28.4 million in Fiscal Year 2016. This change is due to stronger sales tax performance in the 3rd calendar year quarter. In this quarter, sectors showing strength include: furniture/appliance, food markets, restaurants, and construction. Apparel stores, electronic equipment, and business services declined in the 3rd quarter. Other major sectors, such as department stores and new car sales, displayed modest growth. Transient Occupancy Tax 3,200,000 This action increases the estimate for Transient Occupant Tax (TOT) by $3.2 million, from $18.8 million to $22.0 million based on actual receipts to date. This increase is attributable to the dramatic improvement in room rates and the City’s newest hotels (Hilton Garden Inn and Homewood Suites by Hilton) performing way above expectation. During the first five months of the fiscal year, TOT receipts have trended above expected levels. In this period, average occupancy and daily room rates were 79.5 percent and $253, respectively. While occupancy percentage has slightly declined due to the addition of new hotel rooms, daily room rates have increased 11.2 percent over the prior year. In addition, the City began collecting TOT revenue from Airbnb rentals starting in January 2015. Of this increase, $2.3 million is dedicated for infrastructure spending (attributable to new hotels and the voter approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016) which is reflected in a transfer from the General Fund to the Capital Improvement Fund. A net increase in the General Fund of $0.9 million will result from this action. Utility Users Tax (700,000) This action decreases the Utility Users Tax collections by $0.7 million, from $11.2 million to $10.5 million to reflect current receipt levels and the factors outlined below. The City’s utility tax revenue is based on a 5.0 percent tax on electric, water, and gas and 4.75 percent on telephone usage. Gas usage has been lower due to a warmer than expected winter and gas prices have been low due to an abundant gas supply. Water usage is down as a consequence of drought conservation efforts. Although the telephone UUT rate was reduced from 5.0 percent to 4.75 percent in a ballot measure, receipts have been higher than expected. Source Changes 4,952,000 Contingent Account (19,327) This action decreases the Planning Transportation Contingency in the General Fund to offset a recommended transfer to the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003) for a portion of expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Operating Transfers-Out 1,000,000 This action establishes a transfer of $1.0 million to the Technology Fund for the Radio Infrastructure Replacement Project (TE-05000) as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND NON-DEPARTMENTAL Operating Transfers-Out 233,662 This action establishes a transfer of $233,662 from the General Fund to the Storm Drainage Fund to reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred related to the construction of a sandbag barrier along the San Francisquito Creek downstream of Highway 101. In preparation for the 2015-2016 El Niño storm season, the City and other member agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget, funds were not appropriated for this purpose. As an interim measure, available funding was used in the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which does not include this project), additional funding in the amount of $233,662 is needed to reimburse the project for this expense. Operating Transfers-Out 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently charges the Refuse Fund for janitorial work related to the compost program; however, the use of the Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for expenses incurred. Operating Transfers-Out 19,327 This action establishes a transfer of $19,327 from the General Fund to the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003) for a portion of expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. A corresponding decrease in the Planning Transportation Contingency in the General Fund is recommended as well to offset this action. An additional $15,810 is recommended to be transferred from the Refuse Fund elsewhere in this report. Salary & Benefits (255,392) This action reduces the salary reserve by $255,392 to partially offset the recommended reduction in revenue from Stanford for Fire Services elsewhere in this report. The Fiscal Year 2016 Adopted Operating Budget revenue estimate assumed additional revenue based on estimated salary increases for International Association of Fire Fighters (IAFF) employees that are currently in negotiations with the City. These estimated salary increases were budgeted in the general fund salary reserve, not in the department. Transfer to Infrastructure 6,000,000 This action establishes a transfer of $6.0 million to the Capital Improvement Fund as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). This funding will be assumed in the development of the Fiscal Year 2017 Capital Budget. Transfer to Infrastructure 2,297,000 This action increases the transfer to the Capital Improvement Fund in the amount of $2.3 million from $5.4 million to $7.7 million to reflect current estimated Transient Occupant Tax (TOT) receipts in fiscal year 2016. This transfer reflects the portion of TOT attributable to new hotels and the voter approved TOT rate increase from 12.0 to 14.0 percent that took effect on January 1, 2016 which have been dedicated to the infrastructure plan. Transfer to Infrastructure 1,000,000 This action establishes a transfer of $1.0 million to the Capital Improvement Fund to establish a Roth Building Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To Lease for the Roth Building (June 29, 2015) and after several presentations to City Council requesting public funding, on December 15, 2014, City Council passed a motion instructing staff to identify $1.0 million to fund rehabilitation costs for the Roth building. Use Changes 10,315,493 (5,363,493) Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND CITY ATTORNEY Salary & Benefits (22,748) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (22,748) 22,748 CITY AUDITOR Contract Services 70,000 This action increases the contract services budget by $70,000 for the external financial auditor. Interim work is typically performed in April-June (approximately 40-50% of the contract amount), while the rest of the work is done after July 1st of each year. Budgeted funds are not properly aligned with the timing of the work, therefore, this action corrects this and aligns costs for work Salary & Benefits (5,430) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 64,570 (64,570) CITY CLERK Salary & Benefits (12,622) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (12,622) 12,622 CITY COUNCIL Salary & Benefits (13,062) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (13,062) 13,062 CITY MANAGER Contingent Account 51,000 This action increases the City Manager's Office contingency budget by $51,000 to reimburse expenditures incurred by the startup of the Contract Compliance program and minimum wage monitoring, including the $20,000 San Jose Minimum Wage contract. Salary & Benefits (19,666) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 31,334 (31,334) Net Changes To (From) Reserves Net Changes To (From) Reserves Net Changes To (From) Reserves Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND ADMINISTRATIVE SERVICES General Expense 45,000 This action increases the Administrative Services training budget to provide funding for the Global Software Training - SAP ease of use software training. General Expense 15,000 This action increases the Revenue Collections division of Administrative Services expenditure budget by $15,000 to provide funding for the replacement of the safe. The current safe as reached the end of useful life and the vendor has indicated the safe is no longer repairable. General Expense 15,000 This action increases the Administrative Services contractual budget to ensure sufficient funding for the OpenGov contract renewal. An ongoing increase in the Administrative Services budget will be assessed as part of the development of the Fiscal Year 2017 budget. Salary & Benefits 50,880 This action increases the temporary salaries budget in the Purchasing Division to fund contract administration work. It is anticipated that additional one-time funding will be requested to continue this support in the fiscal year 2017 budget as well. Salary & Benefits (84,241) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 41,639 (41,639) COMMUNITY SERVICES Charges for Services 25,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo (FJMZ) to support Santa Clara School District Title 1 schools. This action is offset by a corresponding increase in expenditures. A separate action to include the second and third years of the contract will be included as part of the development of the Fiscal Year 2017 Operating Budget. Charges for Services 15,000 This action increases the Charges for Services revenue from Palo Alto Unified School District, offset by a corresponding increase in expenditures. The City now has a contract in place to provide performances to the school district for the next three years, and this will be factored into the development of the Fiscal Year 2017 Operating Budget. Charges for Services 10,000 This action increases Charges for Services revenue from the Friends of the Junior Museum and Zoo (FJMZ) to support a field trip for schools in San Mateo County to visit Google. This action is offset by a corresponding increase to expenses below. Charges for Services (20,000) This action decreases Charges for Services revenue from the Vocal Lessons program budget, offset by a corresponding decrease in expenses. The City will continue to provide a Vocal Lessons program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to the vocal lessons instructors and participants will pay the instructors directly. Charges for Services (23,000) This action decreases Charges for Services revenue from the Ballroom Dancing program budget, offset by a corresponding decrease in expenses. The City will continue to provide a Ballroom Dancing program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to the ballroom dancing instructors and participants will pay the instructors directly. Other Revenues 45,000 This action increases Other Revenues for funds received from the Friends of the Palo Alto Children's Theatre (FOPACT) to provide operational support for Children's Theatre activities. This action is offset by a corresponding increase in expenses. Other Revenues 15,000 This action increases Other Revenues for funds received from the Friends of the Junior Museum and Zoo (FJMZ) to support the fabrication of a new exhibit. This is offset by a corresponding increase to expenses below. Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND COMMUNITY SERVICES Other Revenues 9,500 This action increases Other Revenues for the Palo Alto Art Center Budget to acknowledge funding that the City has received from Silicon Valley Creates for general operating support of the Palo Alto Art Center, offset by a corresponding expenditure increase. Other Revenues 9,000 This action increases revenue the City has received from the Institute of Museum and Library Services (IMLS) due to a one-time budget augmentation of grant funds offset by a corresponding expenditure increase. The funds will be used to offset costs of engaging a consultant to design family discovery kits for the Art Center galleries. The balance of the grant award ($16,000) will be incorporated into the development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and distribution of the kits. Source Changes 85,500 Contract Services 45,000 This action increases the Contract Services budget to appropriate additional funding for general operational expenses associated with the Palo Alto Children's Theatre, offset by a corresponding revenue increase. Contract Services 15,000 This action increases the Contract Services budget, offset by a corresponding increase in revenues, for Palo Alto Unified School District performances. The City now has a contract in place to provide performances to the school district for the next three years, and this will be factored into the development of the Fiscal Year 2017 Operating Budget. Contract Services 9,000 This action increases expenses, offset by a corresponding increase to revenue, to appropriate one- time funding that the City has received from the Institute of Museum and Library Services (IMLS). The funds will be used to offset costs of engaging a consultant to design family discovery kits for the Art Center galleries. The balance of the grant award ($16,000) will be incorporated into the development of the Fiscal Year 2017 Operating Budget for the creation, fabrication, and distribution of the kits themselves. Contract Services (20,000) This action decreases Contract Services expenses from the Vocal lessons program budget, offset by a corresponding decrease in revenues The City will continue to provide a Ballroom Dancing program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to the vocal lessons instructors and participants will pay the instructors directly. Contract Services (23,000) This action decreases Contract Services expenses from the Ballroom Dancing program budget, , offset by a corresponding decrease in revenues The City will continue to provide a Ballroom Dancing program, however, in lieu of directly contracting for the ballroom dancing instructors and collecting the fees for the program, the City will rent the facility to the ballroom dancing instructors and participants will pay the instructors directly. General Expense 28,000 On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected from the Bryant Street Garage. This action restores $28,000 to the Community Services Department budget from the Library Department. The funding was transferred to the Library to support the continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now recommended to be transferred back. General Expense 9,500 This action increases expenses for the Palo Alto Art Center budget, offset by a corresponding increase in revenues, to appropriate funding that the City has received from Silicon Valley Creates for general operating support of the Palo Alto Art Center. Salary & Benefits 25,000 This action increases Salaries and Benefits expenses to support Santa Clara School District Title 1 schools. This action is offset by a corresponding increase in revenues. A separate action to include the second and third years of the contract will be included as part of the development of the Fiscal Year 2017 Operating Budget. Salary & Benefits 10,000 This action increases Salaries and Benefits, offset by corresponding revenue from the Friends of the Junior Museum and Zoo (FJMZ), to support a field trip for schools in San Mateo County to visit Google. Salary & Benefits (148,963) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND COMMUNITY SERVICES Supplies & Material 15,000 This action increases supplies and materials by $15,000, offset by a corresponding increase in revenues, to appropriate funding received from the Friends of the Junior Museum and Zoo (FJMZ) to support the fabrication of a new exhibit at the Junior Museum and Zoo. Use Changes (35,463) 120,963 DEVELOPMENT SERVICES Charges for Services 80,000 This action increases Charges for Services revenues by $80,000 to provide resources related to the Mayfield Development Project, offset by a corresponding increase in expenses. This action represents estimated costs associated with the project in FY 2016. Anticipated revenues and expenses associated with the Mayfield Project will be incorporated into the development of the FY 2017 Operating Budget. Source Changes 80,000 Contract Services 80,000 This action increases the Contract Services expense budget, offset by a corresponding increase to revenues, by $80,000 to provide necessary resources related to the Mayfield Development Project. This action represents estimated costs associated with the project in FY 2016. Anticipated revenues and expenses associated with the Mayfield Project will be incorporated into the development of the FY 2017 Operating Budget. Salary & Benefits (59,351) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 20,649 59,351 FIRE Charges for Services (269,000) This action is a technical correction to remove revenue for plan check permits from the Fire Department. The revenue for this activity is budgeted and collected in the Development Services Department; however, the budget for this revenue was inadvertently not removed from the Fire Department when the Development Services Department was created as part of the Fiscal Year 2015 Budget. Charges for Services (380,499) This action decreases the estimated revenue from Stanford in the amount of $380,499 primarily due to the alignment of the budgeted revenue with the third amendment to the Stanford Fire Services contract that was approved by Council on January 25, 2016 ($255,392). Additional revenue was assumed in the Fiscal Year 2016 budget based on estimated salary increases for International Association of Fire Fighters (IAFF) employees that are currently in negotiations with the City. These salary increases were budgeted in the general fund salary reserve, not in the department, so a corresponding reduction to the salary reserve of $255,392 elsewhere in this report will offset the revenue reduction. In addition, this action further decreases revenue from Stanford by $125,107 due to a variance between the budgeted and actual costs of providing Fire Services to the University for Fiscal Year 2015. The primary contributor to the variance was lower employee service costs due to a large number of vacancies in the department in Fiscal Year 2015. From Other Agencies 176,884 This action increases revenue from the California Office of Emergency Services for reimbursement for emergency fire services provided on overtime as part of mutual aid for Strike Teams that responded to wildfires burning throughout California during the summer of 2015. Source Changes (472,615) Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND FIRE Contract Services 15,000 This action increases funding for training to fund the administrative costs associated with sending the six Firefighter employees that are anticipated to be hired in Fiscal Year 2016 to a Joint Fire Academy taught by the Sunnyvale Public Safety Department. As with past practice, due to the infrequency of hiring new sworn fire employees, no funding was assumed for academy costs for new employees as part of the Fiscal Year 2016 Budget. Salary & Benefits 176,884 This action increases overtime funding for reimbursement from the California Office of Emergency Services for emergency fire services provided as part of mutual aid for Strike Teams that responded to wildfires burning throughout California during the summer of 2015. Salary & Benefits (359,578) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Supplies & Material 51,000 This action increases funding for Uniforms and Personal Protective Equipment (PPE) to fund the outfitting of six new sworn Firefighter employees that will begin work with the City in February 2016 by attending a Joint Fire Academy taught by the Sunnyvale Public Safety Department. PPE includes the employees' daily uniforms as well as turnouts, helmets, boots, gloves, and various other safety equipment needed to effectively put out both structure and wild-land fires. The Department's Fiscal Year 2015 budget includes funding for PPE repair and replacement for existing employees; however, as with past practice due to the infrequency of hiring new sworn fire employees, no funding was assumed for PPE purchases for new employees as part of the Fiscal Year 2016 Budget. Supplies & Material 20,000 This action increases funding for Uniforms to fund the replacement of the Fire Department's six hazardous materials (HazMat) protective suits that are past their current useful life. The current HazMat suits are 8-9 years old, but the manufacturer recommends a 5 year useful life for these suits, and recommends suits that are between 5-10 years to be used for training purposes. Outfitting the City's HazMat personnel with current standards will allow them to partner with other agencies for annual testing processes and allow PAFD to begin mitigating higher level hazardous material disasters while awaiting regional teams. Supplies & Material 16,500 This action increases funding for tools and equipment to fund the replacement of hoses and nozzles on all fire engines and fire trucks in the fleet. The National Fire Protection Agency (NFPA) requires the first two lines at a structure fire to flow at least 300 gallons per minute (GPM). After testing, it was discovered that PAFD's lines only flow an average of 90 GPM, and that to get the appropriate pressure with the current hardware, PAFD would have to pump the hose lines at a pressure that would not be safe to manage for a single firefighter. In order to safely get to the appropriate GPM and a flow that is manageable, PAFD will replace the current fog nozzles with open smooth bore nozzles and the current hoses with updated hoses that allow more GPM with fewer pounds per square inch (PSI). In addition, this action will fund a hose bed modification to install a metal divider on all fire engines and fire trucks in the fleet to reduce the risk of injury and allow firefighters to deliver water faster and more consistently. Use Changes (80,194) (392,421) HUMAN RESOURCES Salary & Benefits (30,086) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (30,086) 30,086 Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND LIBRARY Other Revenues 11,500 This action increases grant revenue for Building Up the Bikes, a grant project from the Pacific Library Partnership. These funds will be offset by a corresponding expenditure increase to install two bike repair stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate action to recognize and appropriate the balance of the grant ($1,000) for supplies, education, and outreach in Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year 2017 Operating Budget. Source Changes 11,500 General Expense 11,500 This action increases expenses for Building Up the Bikes, a grant project from the Pacific Library Partnership. These funds will be offset by a corresponding revenue increase to install two bike repair stations, produce safe routes to Libraries maps, and offset costs of a bike trailer. A separate action to recognize and appropriate the balance of the grant ($1,000) for supplies, education, and outreach in Fiscal Year 2017 will be brought forward as part of the development of the Fiscal Year 2017 Operating Budget. General Expense (28,000) On June 2, 2014, the Council approved the FY 2015 Teen Programs using the net revenue collected from the Bryant Street Garage. This action restores $28,000 to the Community Services Department budget from the Library Department. The funding was transferred to the Library to support the continuation of the MakeX program as part of the FY 2016 Adopted Budget, but is now recommended to be transferred back. Salary & Benefits (68,391) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (84,891) 96,391 PLANNING & COMMUNITY ENVIRONMENT Other Revenue (265,000) This action reduces Other Revenue by $265,000 to reflect that the City is deferring a Master Plan for the area around Fry's Electronics until after a broader vision for the surrounding neighborhood is adopted. As such, the grant from the Valley Transit Authority (VTA) to perform the work will not be obtained. This action is offset by a reduction to expenses. Source Changes (265,000) Contract Services 35,000 This action provides $35,000 for the administration and completion of a commute survey to inform the creation of a Transportation Management Association (TMA). Recommendations related to the creation of the TMA are anticipated to be brought to City Council in Spring 2016. As part of the development of the FY 2015 Operating Budget, $150,000 was set aside to examine the development of a Transportation Management Association. The FY 2016 Operating Budget included funding for year-two of the development of the TMA, as well as an additional $100,000 for various TMA pilot programs and start-up costs. Contract Services (300,000) This action reduces contract services by $300,000 to reflect the deferral of a Master Plan for the area around Fry's Electronics until after a broader vision for the surrounding neighborhood is adopted. Accordingly, the grant from the Valley Transit Authority (VTA) to perform the work will not be obtained. This action is partially offset by a corresponding reduction to revenues. Salary & Benefits (48,523) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (313,523) 48,523 Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND POLICE From Other Agencies 16,005 This action increases revenue from other agencies for reimbursement from the California Commission of the Peace Officer Standard and Training (POST) to reimburse the City for POST certified training courses attended by various Police Department staff. Charges for Services 8,692 This action increases revenue from Stanford for the Fiscal Year 2015 Year-End Adjustment due to a variance between the budgeted and actual costs of providing Public Safety Communication Services to the University. Source Changes 24,697 Contract Services 16,005 This action increases funding for training for reimbursement from the California commission of the Peace Officer Standard and Training (POST) to reimburse the City for POST certified training courses attended by various Police Department staff. Salary & Benefits (404,051) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (388,046) 412,743 PUBLIC WORKS Salary & Benefits (141,681) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Supplies & Material 10,000 This action provides $10,000 in one-time funding for additional expenses incurred related to the watering needs of the City’s urban forest. Due to extreme drought conditions, an extra water truck and driver were needed to water established trees that were in failure. As a result, Urban Forestry reallocated tree planting funds for the additional rental. Use Changes (131,681) 131,681 Total General Fund Changes to BSR (4,945,287) Net Changes To (From) Reserves Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 2/19/2016 General Fund 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET GENERAL FUND Other Revenues 50,000 This action recognizes a $50,000 donation, with a commensurate increase in project expenditures for the Art Center Auditorium, Audio, Visual, and Furnishings project (AC-14000), from the Palo Alto Art Center Foundation for additional expenses incurred during construction. Transfer from the Refuse Fund 15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003) for expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Transfer from the General Fund 19,327 This action transfers $19,327 from the Planning Transportation Contingency in the General Fund to the Capital Improvement Fund to reimburse the Residential Preferential Parking project (PL-150003) for expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Transfer from the Refuse Fund 25,000 This action recognizes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art in Public Places contribution associated with the Landfill Closure (RF-11001). A corresponding increase in the Art in Public Places project budget is recommended as outlined in Attachment A Exhibit 2. Transfer from the General Fund 1,000,000 This action recognizes a transfer of $1.0 million from the General Fund to establish a Roth Building Reserve for future use as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). In CMR #5879 Palo Alto Historical Museum Option To Lease for the Roth Building (June 29, 2015) and after several presentations to City Council requesting public funding, on December 15, 2014, City Council passed a motion instructing staff to identify $1.0 million to fund rehabilitation costs for the Roth building. Transfer from the General Fund 6,000,000 This action increases the estimated transfer from the Budget Stabilization Reserve in the General Fund in fiscal year 2016 by $6.0 million as approved in CMR #6251 Close Fiscal Year 2015 Budget and Approve 2015 CAFR (November 11, 2015). Transfer from the General Fund 2,297,000 This action increases the estimated transfer from the General Fund to the Capital Improvement Fund in the amount of $2.3 million from $5.4 million to $7.7 million to reflect current estimated Transient Occupant Tax (TOT) receipts in fiscal year 2016. A corresponding increase in TOT receipts and transfers out of the General Fund are recommended elsewhere in this report. From Other Agencies 1,677 This actions recognizes revenue from Stanford's Fiscal Year 2015 portion of the Fire Station 1 Improvements CIP (PF-14002). Source Changes 9,408,814 CIP 175,937 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Transfer to the University Ave Parking Assessment Agency Fund 1,790,295 This action established a $1.8 million transfer from the Capital Improvement Fund to the University Ave Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking funds. In Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As a result of their investigation, the City Auditor’s Office determined that $1,790,295 should be transferred from the Capital Improvement Fund Infrastructure Reserve to the University Ave Parking Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district was formed and issued special assessment bonds, the City deducted the initial project expenses from the bond proceeds but did not transfer those expenses, totaling $1,790,295, back to the University Avenue Parking In-Lieu Fund. Use Changes 1,966,232 7,442,582 Net Changes To (From) Reserves CAPITAL IMPROVEMENT FUND ATTACHMENT A, EXHIBIT 1 2/19/2016 Enterprise Funds 2016 Category Amount Description AIRPORT FUND Source Changes - Salary and Benefits (1,761) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (1,761) Net Changes To (From) Reserves 1,761 Fund Balancing Entries 1,761 Change in Fund Balance 1,761 ELECTRIC FUND Net Sales (2,533,307) This action decreases the estimate for surplus energy revenue by approximately $2.5 million as a result of lower than expected hydroelectric generation due to dry weather conditions. Lower hydro- electric power generation led to lower sales of surplus electric energy in the market. Other Income (465,770) The City is one of several Western customers who assists the Western Area Power Administration and Bureau of Reclamation by providing payment of certain charges one month in advance, which allows those agencies to commit those funds to major capital projects under Federal appropriations rules. These advance payments are offset by bill discounts one month later. The charges and credits exactly offset each other, and therefore have no budget impact. However, this is a contractual program, and the City will be in default of its contractual obligations if it fails to provide the payments. The capital projects approved for funding under this program decreased from what was projected in the original FY 2016 budget. This credit reduction is offset by a corresponding reduction in expenditures. Other Income 3,445 This action recognizes the transfer of $3,445 from the Information Technology Fund which is reimbursing the Electric Fund for the rental of office space at the Utility Engineering Building. Currently a Senior Technologist responsible for Geographic Information Systems is using a limited amount of office space. The ongoing implication of this usage will be included as part of the development of the Fiscal Year 2017 Operating Budget. Source Changes (2,995,632) CIP 419,713 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Operating Transfers Out (46,309) The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Salary and Benefits (241,276) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. ($218,377 Operating and $22,899 Supply) CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET Total Airport Fund ENTERPRISE FUNDS ATTACHMENT A, EXHIBIT 1 2/19/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS ELECTRIC FUND Utility Purchases (88,076) This actions decreases utility purchase by $88,076. Drought conditions reduced FY 2015 water allocations of water customers, which Western power customers then had to pay, increasing their cost. Transmission access rates are also much higher than originally budgeted. Offsetting this are reduced costs due to delayed start dates for solar projects, and reduced output from landfill gas plant due to planned maintenance outages in FY 2016. This output was replaced with market purchases, where prices are lower than projected at budget and at lower prices than contract rates. Dry hydro and delayed solar projects also resulted in greatly reducing budgeted surplus energy revenue. Utility Purchases (465,770) This action is the corresponding offset of charges related to the Western Area Power Administration advance payment program. The capital projects approved for funding under this program decreased from what was projected in the original FY 2016 budget. The reduction in charges is offset by an equal reduction in credits (revenue). Use Changes (421,718) Net Changes To (From) Reserves (2,573,914) Fund Balancing Entries (2,573,914)Change in Fund Balance Total Electric Fund (2,573,914) FIBER OPTICS FUND Source Changes - Contract Services 25,000 This action increases the amount budgeted to contract services in the Fiber Optics Fund to engage a consultant to build front-end Fiber module to Engineering's utility system distribution database. The current Fiber database is in Access and outdated. Legal Support 45,000 This action increases the amount budgeted to legal services in the Fiber Optics Fund, programming an additional $45,000 for legal support to provide outside counsel and industry expertise to support Google Fiber and city-owned Fiber-to-the-Premise (FTTP) network initiatives. The increased funding needs are anticipated to continue in FY 2017 and budget actions will be brought forward as appropriate. Use Changes 70,000 Net Changes To (From) Reserves (70,000) Fund Balancing Entries (70,000)Change in Fund Balance Total Fiber Optics Fund (70,000) GAS FUND Other Income 250,000 This action recognizes $250,000 in additional revenue from customer connections, to the Gas System, Customer Connections project (GS-80017) due to increased new construction in Palo Alto and demands for additional customer connections. Source Changes 250,000 CIP 250,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. ATTACHMENT A, EXHIBIT 1 2/19/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS GAS FUND Contract Services 33,000 This action increase Contract Services costs in the Gas Fund to pay for that Fund's portion of increased costs for hauling away construction spoils. These costs have increased for three reasons: first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate. Second, the number of water and sewer new service installations have substantially increased due to fire code requirements and a utility requirement that sewer lines be replaced when a home is replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer funds. Operating Transfers Out 552,000 This action is a technical correction to adjust the amount of the FY 2016 Equity Transfer from the Gas Fund to the General Fund. This correction reflects current capital assets in the Gas Fund, per the FY2015 CAFR. Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Operating Transfers Out 4,986 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR-15000. Salary and Benefits (93,340) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. ($87,481 Operating and $5,859 Supply) Use Changes 792,955 Net Changes To (From) Reserves (542,955) Fund Balancing Entries (542,955)Change in Fund Balance Total Gas Fund (542,955) Operating Transfer-In 214,725 This action recognizes a transfer of $214,725 from the Vehicle Fund from the salvage value of City street sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund reserves. Operating Transfer-In 101,307 This action recognizes transfers of $38,552 and $62,755 from University Ave Parking District and California Avenue Parking District, respectively, to fund the districts proportional share of the street sweeping contract. In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the California Avenue and University Avenue parking districts. Because street sweeping services are provided in the parking districts, a portion of the street sweeping contract should be funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has been carrying the cost of the contract. This actions reimburses the Refuse Fund. The ongoing implications of this change in service delivery model will be factored into the development of the FY 2017 Operating Budget for each of these funds. REFUSE FUND ATTACHMENT A, EXHIBIT 1 2/19/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS Operating Transfer-In 40,223 This action provides a one-time transfer in the amount of $40,223 from the General Fund to the Refuse Fund to reimburse expenses incurred for the City’s compost program. The City currently charges the Refuse Fund for janitorial work related to the compost program; however, the use of the Refuse Fund is restricted per Proposition 218. As a result, this action reimburses the Refuse Fund for expenses incurred. Source Changes 356,255 Contract Services 222,022 This action appropriates $222,022 to correct for an inadvertent error in the final adoption of the Fiscal Year 2016 Operating Budget. On 23 March 2015, City Council approved CMR # 5558 to provide for a Fiscal Year 2015 budget amendment in the amount of $387,000 for one-time funding for the purchase of kitchen buckets and outreach materials. Due to a clerical error, $222,022 of the funding was not appropriated to fiscal year 2016 for this activity; this actions corrects for that. Contract Services 173,105 This action provides additional one-time funding in the amount of $173,105 for the annual reconciliation of Fiscal Year 2015 expenses incurred for solid waste. Due to the robust economy, in Fiscal Year 2015, an additional 2,300 tons of municipal solid waste tons were processed at the SMART station and delivered to the Kirby Landfill. Contract Services 165,434 This action provides additional one-time funding in the amount of $165,434 for the GreenWaste contract for expenses invoiced to the City related to CPI increases in rent at the Geng Road facility. GreenWaste incurred annual CPI adjustments to their Geng Road facility but did not pass-through these expenses to the City as required by Section 7.09 of the agreement. Contract Services 101,307 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the California Avenue and University Avenue parking districts. Because street sweeping services are provided in the parking districts, a portion of the street sweeping contract should be funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund from University Ave Parking District and California Avenue Parking District, respectively, to fund the districts proportional share of the street sweeping contract. Operating Transfers Out 25,000 This action establishes a transfer from the Refuse Fund to the Capital Improvement Fund for the Art in Public Places contribution associated with the CIP RF-11001 (Landfill Closure). A corresponding increase in the Art in Public Places project budget is recommended as outlined in Attachment A, Exhibit 2. Operating Transfers Out 15,810 This action transfers $15,810 from the Refuse Fund to the Capital Improvement Fund to reimburse the Residential Preferential Parking project PL-15003 for expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Salary and Benefits (56,797) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 645,881 Net Changes To (From) Reserves (289,626) Fund Balancing Entries (289,626)Change in Fund Balance Total Refuse Fund (289,626) REFUSE FUND ATTACHMENT A, EXHIBIT 1 2/19/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS Grant Revenue 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water Resources (DWR) to implement a flood early warning system for the San Francisquito Creek watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a web interface that provides early warning to local residents of impending flooding on San Francisquito Creek. The grant requires the City front the initial expenses for the project and then request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016 and this action will recognize the $120,000 in additional revenue from the state offset by a commensurate increase in expenditures. Operating Transfer-In 233,662 This action recognizes a transfer of $233,662 from the General Fund to the Storm Drainage fund to reimburse the Storm Drain Replacement and Rehabilitation project (SD-06101) for expenses incurred related to the construction of sandbag barrier along the San Francisquito Creek downstream of Highway 101. In preparation for the 2015-16 El Niño storm season, the City and other member agencies of the San Francisquito Creek Joint Powers Authority (JPA) concluded that it was prudent to construct a temporary sandbag flood barrier in order to provide enhanced flood protection for local businesses. As this expense was not anticipated during preparation of the Fiscal Year 2016 budget, funds were not appropriated for this purpose. As an interim measure, available funding was used in the Storm Drain Replacement and Rehabilitation project for this purpose; however, since storm drain CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which does not include this project), additional funding in the amount of $233,662 is needed to reimburse the project for this expense. Source Changes 353,662 CIP 241,833 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Contract Services 120,000 In Fiscal Year 2014, the City was awarded a $120,000 grant from the California Department of Water Resources (DWR) to implement a flood early warning system for the San Francisquito Creek watershed. The grant funded a system of rainfall and stream gauges, telemetry equipment and a web interface that provides early warning to local residents of impending flooding on San Francisquito Creek. The grant requires the City front the initial expenses for the project and then request reimbursement from the DWR. Funding for this project was not budgeted in Fiscal Year 2016 and this action will recognize the $120,000 in additional revenue from the state offset by a commensurate increase in expenditures. Salary and Benefits (9,910) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 351,923 Net Changes To (From) Reserves 1,739 Fund Balancing Entries 1,739 Change in Fund Balance Total Storm Drainage Fund 1,739 STORM DRAINAGE FUND ATTACHMENT A, EXHIBIT 1 2/19/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS Source Changes - Contract Services 33,000 This action increase Contract Services costs in the Wastewater Collection Fund to pay for that Fund's portion of increased costs for hauling away construction spoils. These costs have increased for three reasons: first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate. Second, the number of water and sewer new service installations have substantially increased due to fire code requirements and a utility requirement that sewer lines be replaced when a home is replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer funds. Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Salary and Benefits (21,427) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 57,882 Net Changes To (From) Reserves (57,882) Fund Balancing Entries (57,882)Change in Fund Balance Total Wastewater Collection Fund (57,882) Source Changes - Operating Transfers Out 11,597 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR-15000. Salary and Benefits (128,123) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (116,526) Net Changes To (From) Reserves 116,526 Fund Balancing Entries 116,526 Change in Fund Balance Total Wastewater Treatment Fund 116,526 WASTEWATER TREATMENT FUND WASTEWATER COLLECTION FUND ATTACHMENT A, EXHIBIT 1 2/19/2016 Enterprise Funds 2016 Category Amount Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET ENTERPRISE FUNDS WATER FUND 7 Net Sales (2,144,842) This action decreases the budgeted revenue estimates by $2.1 million to align with year end projected collections due to drought effects as water use has declined across residential, commercial, industrial and internal (City) customers. This year, a total of $37.3 million is anticipated by year end, down from the adopted level of $39.4 million. These revenue decreases are largely offset by corresponding decrease in water purchases and rates are projected to increase over the next few years to stabilize the fund. Other Income 217,000 This action recognizes $217,000 in additional revenue from customer connections, to the Water System, Customer Connections project (WS-80013) due to increased new construction in Palo Alto and demands for additional customer connections. Source Changes (1,927,842) CIP 217,000 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Commodity Purchases (1,898,396) This action decreases expenditures in water commodity purchases, reflecting the decreased consumption from customers due to drought regulations and conservation efforts. Contract Services 85,000 This action increase Contract Services costs in the Water Fund to establish a regular testing and calibration of large water meters program. AWWA recommends that these meters be tested and calibrated once per year. The last round of testing and calibration was completed at the end of FY 2014, so these meters are nearly overdue for annual testing. It is anticipated that this annual test will be and ongoing cost and therefore will be factored in the development of the FY 2017 Operating Budget. Contract Services 33,000 This action increase Contract Services costs in the Water Fund to pay for that Fund's portion of increased costs for hauling away construction spoils. These costs have increased for three reasons: first, with the landfill closing, the utility is unable to dump clean soil at the landfill at a low rate. Second, the number of water and sewer new service installations have substantially increased due to fire code requirements and a utility requirement that sewer lines be replaced when a home is replaced. Lastly, the utility is using open trench methods instead of horizontal drilling for most new water service installations. Spoils hauling costs are shared equally between the water, gas, and sewer funds. Operating Transfers Out 9,883 This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR-15000. Operating Transfers Out 46,309 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Salary and Benefits (44,762) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (1,551,966) Net Changes To (From) Reserves (375,876) Fund Balancing Entries (375,876)Change in Fund Balance Total Water Fund (375,876) ATTACHMENT A, EXHIBIT 1 2/19/2016 Other Funds 2016 Category Description UNIVERSITY AVENUE PARKING ASSESSMENT AGENCY FUND Operating Transfers In 1,790,295 This action recognizes a $1.8 million transfer from the Capital Improvement Fund to the University Ave Parking Assessment Agency Fund as recommended in the Auditor's review of the City's parking funds. In Fiscal Year 2016, the City Auditor’s Office concluded an audit of the City’s parking funds. As a result of their investigation, the City Auditor’s Office determined that $1.8 million should be transferred from the Capital Improvement Fund Infrastructure Reserve to the University Ave Parking Assessment Agency Fund to reimburse the fund for initial project expenses incurred for the 528 High Street and 445 Bryant Street garages. According to the Auditor’s report, after the assessment district was formed and issued special assessment bonds, the City deducted the initial project expenses from the bond proceeds but did not transfer those expenses, totaling $1.8 million, back to the University Avenue ParkingAssessment AgencyFund. Source Changes 1,790,295 1,790,295 Operating Transfers Out 38,552 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the California Avenue and University Avenue parking districts. Because street sweeping services are provided in the parking districts, a portion of the street sweeping contract should be funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund from University Ave Parking District and California Avenue Parking District, respectively, to fund the districts proportional share of the street sweeping contract. Use Changes 38,552 (38,552) Operating Transfers Out 62,755 In Fiscal Year 2015, the City outsourced citywide street sweeping services which also impacted the California Avenue and University Avenue parking districts. Because street sweeping services are provided in the parking districts, a portion of the street sweeping contract should be funded by the districts. These contract amounts were not budgeted in Fiscal Year 2016 and the Refuse Fund has been carrying the cost of the contract. This action transfers $38,552 and $62,755 to the Refuse Fund from University Ave Parking District and California Avenue Parking District, respectively, to fund the districts proportional share of the street sweeping contract. Use Changes 62,755 (62,755) Operating Transfer In 26,466 This action recognizes transfers of $26,466 ( $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund) to partially offset the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR- 15000. CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET Amount VEHICLE REPLACEMENT FUND TRUST & AGENCY FUNDS INTERNAL SERVICE FUNDS Net Changes To (From) Reserves SPECIAL REVENUE FUNDS CALIFORNIA AVENUE PARKING DISTRICT FUND Net Changes To (From) Reserves UNIVERSITY AVENUE PARKING DISTRICT FUND Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 2/19/2016 Other Funds 2016 Category Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET Amount Other Income 214,725 This action recognizes $214,725 in revenue in the Vehicle Fund from the salvage value of City street sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015. The proceeds from this transaction are being transferred from the Vehicle Fund to the Refuse Fund reserves. Source Changes 241,191 Operating Transfer Out 214,725 This action budgets a $214,725 transfer from the Vehicle Fund to the Refuse Fund. Surplus receipts from the salvage value of City street sweepers sold as result of the outsourcing of street sweeping services in Fiscal Year 2015 are being transferred back to the Refuse Fund. CIP 127,624 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. Contract Services 80,000 This action provides $80,000 in one-time funding for a consultant study to review the City's Vehicle Replacement Allocation methodology. Salary and Benefits (13,649) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 408,700 (167,509) From Other Agencies 80,292 Stanford's Fiscal Year 2015 portion of the Radio Infrastructure Replacement CIP (TE-05000) $12,543 and Computer Aided Dispatch Replacement CIP (TE-09000) $67,749 Operating Transfers- In 1,000,000 This action transfers $1,000,000, representing the unfunded General Fund portion of the Silicon Valley Regional Interoperability Authority's (SVRIA) project, to the Technology Fund. As discussed in the Close of the Fiscal Year 2015 Report (CMR 6512), $1,000,000 was to be held in reserve in the General Fund and subsequently transferred to the Technology Fund. Operating Transfers- In 185,235 The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Other Income 83,037 As discussed above, this action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Source Changes 1,348,564 CIP 1,268,272 This action increases appropriated expenditures in various capital projects as outlined in Attachment A, Exhibit 2. INFORMATION TECHNOLOGY FUND INTERNAL SERVICE FUNDS VEHICLE REPLACEMENT FUND Net Changes To (From) Reserves ATTACHMENT A, EXHIBIT 1 2/19/2016 Other Funds 2016 Category Description CITY OF PALO ALTO MID-YEAR ADJUSTMENTS TO THE CITY MANAGER'S 2016 ADOPTED BUDGET Amount Operating Transfer Out 3,445 This action transfers $3,443 from the Information Technology Fund to the Electric Fund to provide funding for the rental of a cubicle at the Utility Engineering Building for use by the Senior Technologist responsible for Geographic Information Systems. A separate action to establish this transfer on an ongoing basis will be brought forward as part of the development of the Fiscal Year 2017 Operating Budget. Salary and Benefits (46,694) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes 1,225,023 123,541 Salary and Benefits (9,393) This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Use Changes (9,393) 9,393 Net Changes To (From) Reserves PRINT AND MAIL FUND Net Changes To (From) Reserves INTERNAL SERVICE FUNDS INFORMATION TECHNOLOGY FUND Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments PROJECT COMPLETIONS Hopkins Park Improvements (Formerly Pe-07001)PG-11000 -$ -$ Infrastructure Reserve Project Completed Children's Theatre Replacement And Expansion AC-09001 -$ -$ Infrastructure Reserve Project Completed New Sound System For Lucie Stern Community Theatre AC-09002 -$ -$ Infrastructure Reserve Project Completed Dimmer Replacement And Lighting System CC-09001 -$ -$ Infrastructure Reserve Project Completed Rinconada Park Improvements PE-08001 -$ -$ Infrastructure Reserve Project Completed Scott Park Improvements (Formerly PC-11004)PG-11003 -$ (1,429)$ Infrastructure Reserve Removes remaining funding due to completion of the project Cubberley Roof Replacement PF-14000 -$ (1,442)$ Infrastructure Reserve Removes remaining funding. Work will continue in the Cubbereley Capital Improvement Fund project CB- 16002. Golf Course Tree Maintenance PG-12002 -$ (6,818)$ Infrastructure Reserve Removes remaining funding due to completion of the project Eleanor Pardee Park Improvements PE-12012 -$ (22,084)$ Infrastructure Reserve Removes remaining funding due to completion of the project Subtotal - Project Completions -$ (31,773)$ ADDITIONAL APPROPRIATIONS Art in Public Places Project AC-86017 $ 25,000 $ 25,000 Operating Transfers-In This action transfers $25,000 from the Refuse Fund to the Capital Improvement Fund for the Art in Public Places contribution associated with the CIP RF-11001 (Landfill Closure). This was one of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. Art in Public Places Project AC-86017 $ - $ 38,000 Infrastructure Reserve This action transfers $30,000 from CIP PG-12006 (Magical Bridge Playground Project) and $8,000 from PE-13016 (El Camino Park Restoration) to AC- 86017 (Art in Public Places) for eligible Public Art costs. These were two of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. FY 2016 CIP Mid-Year Adjustments CAPITAL PROJECT FUND 1 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments Residential Preferential Parking PL-15003 $ 35,137 $ 35,137 Operating Transfers-In This action transfers $15,810 from the Refuse Fund and $19,327 from the Planning Transportation Contingency in the General Fund to the Capital Improvement Fund to reimburse Residential Preferential Parking project PL-15003 for expenses incurred for the installation of new residential parking permit and street sweeping signage installed in the Downtown Residential Preferred Parking District. Art Center Auditorium Audio, Visual, and Furnishings AC-14000 $ 50,000 $ 50,000 Other Revenue This action recognizes a $50,000 donation, with a commensurate increase in project expenditures for the Art Center Auditorium Audio, Visual, and Furnishings project (AC-14000) from the Palo Alto Art Center Foundation for additional expenses incurred during construction. Building System Improvements PF-01003 $ - $ 100,000 Infrastructure Reserve This action provides $100,000 to the Building Systems Improvement Project (PF-01003) to correct a technical error that occurred during the Fiscal Year 2015 budget reappropriations process. Funding was inadvertantly removed from the project. Security System Improvements PF-04000 $ - $ 31,778 Infrastructure Reserve This action provides $31,778 to the Security Systems Improvement Project (PF-04000) to correct a technical error that occurred during the Fiscal Year 2015 budget reappropriations process. Funding was inadvertantly removed from the project. Salaries and Benefits - Capital Improvement Fund CIP Projects AS-10000 $ - $ (34,205)Infrastructure Reserve This action is a technical correction to remove costs in all funds associated with the Implied Subsidy for Retiree Healthcare that was inadvertently budgeted as part of the allocation for retirement healthcare costs to Departments in the Fiscal Year 2016 Budget. Magical Bridge Playground Project PE-12013 $ - $ (30,000)Infrastructure Reserve This action transfers $30,000 from CIP PG-12006 (Magical Bridge Playground Project) to AC-86017 (Art in Public Places) for eligible Public Art costs. This was one of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. CAPITAL PROJECT FUND 2 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments El Camino Park Restoration Project PE-13016 $ - $ (8,000)Infrastructure Reserve This action transfers $8,000 from PE-13016 (El Camino Park Restoration) to AC-86017 (Art in Public Places) for eligible Public Art costs. This was one of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. Subtotal - Additional Appropriations 85,137$ 207,710$ TOTAL GENERAL FUND CIP MID-YEAR ADJUSTMENTS $ 85,137 $ 175,937 PROJECT COMPLETIONS El Camino Underground EL-05000 -$ (25,124)$ Electric Fund Reserve Removes remaining funding due to completion of the project UG District 45 EL-06002 -$ (59,271)$ Electric Fund Reserve Removes remaining funding due to completion of the project E. Charleston 4/12kV EL-08000 -$ (60,861)$ Electric Fund Reserve Removes remaining funding due to completion of the project AMR/AMI – Feasibility EL-10008 -$ 115$ Electric Fund Reserve Additional funding of $115 is needed to close this project. Rebuild Greenhouse EL-11007 -$ (26,118)$ Electric Fund Reserve Removes remaining funding due to completion of the project Rebuild UG Dist 12 EL-12000 -$ (9,028)$ Electric Fund Reserve Removes remaining funding due to completion of the project Subtotal - Project Completions -$ (180,287)$ ELECTRIC FUND CAPITAL PROJECT FUND 3 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Substation Improvements EL-89044 $ 200,000 Electric Reserve This action provides $200,000 in additional funding from the Electric Fund reserve to the Substation Facility Improvements project (EL-89044) to address two major causes of equipment failure that include adding an air conditioning or insulation additions to ten (10) metal- clad substation buildings and replace melted remote terminal units (RTU) in several substations. There are ten (10) metal-clad buildings in the Palo Alto system. The existing fan-run, air-moving system cut into the walls do not provide sufficient temperature regulation and facility temperatures have exceeded the microprocessor and IC based manufacturer’s equipment ratings with the fans on full-blast which have resulted in equipment failures. Although the equipment ratings have risen, so have the air conditioning requirements as the newer equipment runs at higher operating temperatures in each iteration of the evolution of microprocessor development. There is also a safety concern as the substations crews need to work in there also and they have had to delay work because of the high temperatures. Underground District 47-Middlefield, Homer, Webster, Addison EL-11010 $ 400,000 Electric Reserve This action provides $400,000 in additional funding from the Electric Fund reserve to the Underground District 47 – Middlefield, Homer, Webster, Addision (EL-11010) project for the undergrounding of the existing overhead distribution system. The substructure contract bid for this project resulted in higher than anticipated costs and as a result the remaining electrical portion has yet to be completed and will require an additional $400,000. The additional funds are required for the installation of electrical facilities and purchase of equipment. Subtotal - Additional Appropriations -$ 600,000$ TOTAL ELECTRIC FUND CIP MID-YEAR ADJUSTMENTS $ - $ 419,713 ELECTRIC FUND 4 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Gas System, Customer Connections GS-80017 $ 250,000 $ 250,000 Connection Charges This action provides $250,000 in additional funding from the Gas Fund reserve, offset by the recognition of $350,000 in additional revenue from customer connections, to the Gas System, Customer Connections project (GS-80017) due to increased new construction in Palo Alto and demands for additional customer connections. Subtotal - Additional Appropriations 250,000$ 250,000$ TOTAL GAS FUND CIP MID-YEAR ADJUSTMENTS $ 250,000 $ 250,000 ADDITIONAL APPROPRIATIONS Landfill Closure RF-11001 $ - $ (25,000)Refuse Fund Reserve This action transfers $25,000 from the Refuse Fund to the Capital Improvement Fund for the Art in Public Places contribution associated with the CIP RF-11001 (Landfill Closure). This was one of the last projects under the legacy Public Art program, wherein eligible Public Art costs were transferred at the conclusion of the project. Current practice is to budget eligible Public Art funding directly to the Art in Public Places project. Subtotal - Additional Appropriations -$ (25,000)$ TOTAL REFUSE FUND CIP MID-YEAR ADJUSTMENTS $ - $ (25,000) PROJECT COMPLETIONS Storm Drain Master Plan Update SD-15008 $ - $ 8,171 Storm Drainage Reserve This action adds $8,171 from the Strom Drainage Reserve to the Storm Drain Master Plan Update project (SD-15008) to correct a technical error in order to provide funding for expenses charged to the project after it was closed. Subtotal - Project Completions -$ 8,171$ GAS FUND STORM DRAINAGE FUND REFUSE FUND 5 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Storm Drainage System Replacement and Rehabilitation SD-06101 $ 233,662 $ 233,662 Storm Drainage Reserve This action transfers $233,662 from the General Fund to the Storm Drainage to reimburse the Storm Drain Replacement and Rehabilitation project (SD- 06101) for expenses incurred related to the construction of sandbag barrier along the San Francisquito Creek downstream of Highway 101. However, since storm drain CIP funding is restricted to projects identified in the 2005 storm drainage fee ballot measure (which does not include this project), additional funding in the amount of $233,662 is needed to reimburse the project for this expense. Additional details can be found in the Enterprise Funds transactions for the Storm Drainage Fund Operating Transfers In, outlined in Attachment A, Exhibit 1. Subtotal - Additional Appropriations 233,662$ 233,662$ TOTAL STORM DRAINAGE FUND CIP MID- YEAR ADJUSTMENTS $ 233,662 $ 241,833 ADDITIONAL APPROPRIATIONS Radio Infrastructure Replacement TE-05000 $ 1,000,000 $ 1,000,000 Technology Fund Reserve This action appropriates $1,000,000 that was held in the Budget Stabilization Reserve through FY 2015 (see CMR 6215) for the City's unfunded General Fund portion of the Silicon Valley Regional Interoperability Authority's (SVRIA) Radio Infrastructure project (TE-05000) to move towards a county-wide 700 Mhz radio communications system. TECHNOLOGY FUND STORM DRAINAGE FUND 6 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments Radio Infrastructure Replacement TE-05000 $ 268,272 $ 268,272 Technology Fund Reserve The City of Palo Alto has been participating in a multi-year project with all the Joint Powers Authority members in the Silicon Valley Regional Interoperability Authority (SVRIA) to fund and construct a county-wide radio communications system that will permit all public safety officers across Santa Clara County to communicate with one another. Palo Alto and other municipalities will also use the system for local government radio communication (Public Works, Utilities, etc.). This action reimburses the Radio Infrastructure project (TE-05000) in the amount of $268,272, distributed as follows: $83,037 in other revenue; $46,309 from the Water Fund; $46,309 from the Electric Fund; $46,309 from the Gas Fund, and $46,309 from Wastewater Collection Fund, for costs associated with the Silicon Valley Regional Communications System for Utilities and Stanford University which were not specifically included in the Fiscal Year 2016 Capital budget. Subtotal - Additional Appropriations 1,268,272$ 1,268,272$ TOTAL TECHNOLOGY FUND CIP MID-YEAR ADJUSTMENTS $ 1,268,272 $ 1,268,272 ADDITIONAL APPROPRIATIONS Scheduled Vehicle and Equipment Replacement - Fiscal Year 2015 VR-15000 $ 26,466 $ 127,624 Vehicle Fund Reserve This action transfers $9,883 from the Water Fund, $4,986 from the Gas Fund, and $11,597 from the Wastewater Treatment Fund, for a total of $26,466, and draws $101,158 from the Vehicle Replacement Fund Reserve for a total project expenditure increase of $127,624 for the replacement and acquisition of additional vehicles not included in Fiscal Year 2015 replacement cycle under project VR- 15000. Subtotal - Additional Appropriations 26,466$ 127,624$ TOTAL VEHICLE REPLACEMENT FUND CIP MID- YEAR ADJUSTMENTS $ 26,466 $ 127,624 VEHICLE REPLACEMENT FUND TECHNOLOGY FUND 7 2/19/2016 Attachment A, Exhibit 2 Title Project Number Revenue Expense Funding Source Comments FY 2016 CIP Mid-Year Adjustments ADDITIONAL APPROPRIATIONS Water System Customer Connections WS-80013 $ 217,000 $ 217,000 Connection Charges This action provides $217,000 in additional funding from the Water Fund reserve, offset by the recognition of $217,000 in additional revenue from customer connections, to the Water System, Customer Connections project (WS-80013) due to increased new construction in Palo Alto and demands for additional customer connections. Water Regulation Station Improvements WS-07000 -$ $ 786,375 Water Reserve On June 29, 2015, the City Council approved CMR# 5634, authorizing a budget amendment increasing the Water Regulation System Improvements project (WS-07000) in the amount of $786,375, offset by reductions to the Water Reservoir Coating Improvements project (WS-08001) in the amount of $393,188 and the Seismic Water System Upgrades project (WS-09000) in the amount of $393,187, with no impact to the reserve levels in the Water Fund. Due to a technical error, this adjustment never occurred. As a result, this action provides the funding necessary to complete the seismic retrofits as outlined in CMR# 5634. The corresponding reductions in reserves are recommended below. Water Reservoir Coating Improvements WS-08001 -$ $ (393,188)Water Reserve This action reflects the reduction in the Water Reservoir Coating Improvements project (WS- 08001) in the amount of $393,188, as discussed above in the Water Regulation Station Improvements adjustment. Seismic Water System Upgrades WS-09000 $ - $ (393,187)Water Reserve This action reflects the reduction in the Seismic Water System Upgrades project (WS-09000) in the amount of $393,187 , as discussed above in the Water Regulation Station Improvements adjustment. Subtotal - Additional Appropriations 217,000$ 217,000$ TOTAL WATER FUND CIP MID-YEAR ADJUSTMENTS $ 217,000 $ 217,000 WATER FUND 8 2/19/2016 Attachment B 2/19/2016 thru 1/31/16 2014 2015 2016 POLICE DEPARTMENT Overtime Expense Adopted Budget $1,500,000 $1,500,000 $1,500,000 Modified Budget 1,500,000 1,500,000 1,539,053 Net Overtime Cost - see below 593,565 946,558 500,774 Variance to Budget $906,435 $553,442 $1,038,279 Overtime Net Cost Actual Expense $1,711,764 $1,893,220 $1,108,967 Less Reimbursements Stanford Communications 54,552 62,000 33,208 Utilities Communications Reimbursement 29,845 36,614 18,204 Local Agencies (A)8,905 10,417 7,630 Police Service Fees 73,934 69,570 65,195 Total Reimbursements 167,236 178,601 124,238 Less Department Vacancies 950,963 768,061 483,956 Net Overtime Cost $593,565 $946,558 $500,774 Department Vacancies (number of days)4,251 3,223 2,192 Workers' Compensation Cases 14 16 7 Department Disabilities (number of days)776 502 173 FIRE DEPARTMENT Overtime Expense Original Budget $1,424,414 $1,424,414 $1,382,714 Modified Budget (B)1,750,956 1,608,710 1,382,714 Net Overtime Cost - see below 1,012,521 94,836 418,023 Variance to Budget $738,435 $1,513,874 $964,691 Overtime Net Cost Actual Expense $2,562,549 $2,171,795 $1,522,454 Less Reimbursements Stanford Fire Services (C)776,452 658,054 500,000 Cal-Fire/FEMA (Strike Teams)50,542 184,296 - Total Reimbursements 826,994 842,350 500,000 Less Department Vacancies 723,034 1,234,609 604,431 Net Overtime Cost $1,012,521 $94,836 $418,023 Department Vacancies (number of days)2,618 3,712 2,171 Workers' Compensation Cases 18 10 6 Department Disabilities (number of days)489 249 94 NOTES: (A)Includes Animal Services contract with Los Altos and Los Altos Hills. (B)FY 2016 Does not include Strike Team Reimbursement of $176,884 recommended in this Report. (C )Stanford reimbursed 30.3% of Fire Services through FY 2015. Of the FY 2016 total flat amount, $6.5 million, $500,000 estimated for overtime. Public Safety Departments Overtime Analysis for Fiscal Years 2014 through 2016 FINANCE COMMITTEE TRANSCRIPT Regular Meeting Tuesday, March 1, 2016 Chairperson Filseth called the meeting to order at 6:06 P.M. in the Community Meeting Room, 250 Hamilton Avenue, Palo Alto, California. Present: Filseth (Chair), Holman, Schmid, Wolbach arrived at 6:10 P.M. Absent: Oral Communications Agenda Items 2.Finance Committee Review and Recommendation to the City Council Regarding Adoption of a Budget Amendment for Fiscal Year 2016 to Adjust Budgeted Revenues and Expenditures in Accordance With the Recommendations in the FY 2016 Midyear Budget Review Report. Chair Filseth: Next item on the agenda is the Budget Amendment for the mid-year budget review. Lalo Perez, Chief Financial Officer: Thank you Chair Filseth. Lalo Perez, Chief Financial Officer. Every year we come to you about this time, maybe a little later this year, to report to you our mid-year status of the Budget for the City. For the most part we concentrate on the General Fund. We have all the funds in the report, next the presentation in your packet, with slides and I am going to give you an overview, a highlight of what is in the packet, but the packet is obviously all discussable and for you to review and ask us questions. With me tonight is Kiely Nose, Budget Manager and Tarun Narayan, who is going to talk about the revenues and then there is also behind me Staff from all the other departments, in case you have questions about their particular requests that are coming through. The first slide we have a, I apologize about my voice. I am going through the downturns of a cold. We have a projected $3.1 million one-time budget surplus in the General Fund. A lot of that has got to do with revenues and Tarun is going to get into the details of that in a minute here. With that recommendation of Page 1 of 22 ATTACHMENT C FINAL MINUTES adjustment to the revenues and the expenses that we have projected for you, we are going to end up with a projected reserve of $37 million, or 19.9 percent. As you may recall, the Council target is 18.5, so this is currently about 2.6 above that target, so that is what we have projected at this point remaining as our cushion in the Operating Budget. I do want to note, and we are going to have another slide where we will talk about it a little bit more, there is also, you may recall when we closed the fiscal year last year, a $1.3 million tentative hold for potential funding of the Unfunded Pension Liabilities. That number is not in this number because we isolate it, but it is in that reserve, so the 37 is really 38.3. With that let me just go to the next slide and have Tarun give you a quick explanation of some of our major tax revenues. Tarun Narayan, Manager of Treasury, Debt and Investments: Good evening again. Just to kind of give you a really high level highlight, as indicated, the Sales Tax is going by $0.8 million. Our performance in this revenue has been stronger than what we had expected originally. Sectors such as restaurants, auto sales, construction, particularly from the Stanford development, leasing and electronic and office equipment have been doing very well. On the Property Tax, the City was recently informed by the County that we will receive $0.9 million from the excess ERA Funds. The excess ERA funds are the remaining funds after the State has satisfied its K-12 school obligations, the excess funds are then returned to local governments. This will be the second year we received this, but it is considered a one-time receipt. We don’t expect to be always that will be the case. On the Transient Occupancy Tax (TOT), as noted, the TOT has been increased by $3.2 million, with $2.3 million being dedicated to the infrastructure. In the first seven months of this year our average room rates have been up by 10.8 percent while the occupancy has been down, so we have a couple of new, two new Hilton Hotels, another one coming on this slide, plus the Epiphany that came in the year before, so even without increased capacities and the occupancy has gone slightly down, but our revenue receipts have been much higher than we expected, particularly from the new hotels. They have kind of ramped up much faster, due to the demand in this area than we originally expected. That’s why of the $3.2 million, $2.3 of it is actually going to be dedicated the infrastructure. On the Document Transfer Tax, though this revenue source is highly dependent on property sales transactions and volume and price, which makes it a little bit of a wild card, as I always tend to put it, it has been up about 7 percent over last year, so we are recommending a modest $0.2 million increase in that area. The Utility Users’ Tax, the City’s utility revenues have been down due to such things as less water usage. It’s been partially offset with higher telephone receipts, but the telephone is the Page 2 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES smaller of the two in terms of the amount we received, so a decrease of $0.7 million is being recommended. This chart merely shows what the adopted-to-projected is and I will leave it at that. Mr. Perez: In terms of some of the highlights of what is in here, we picked some of the larger ones. So one of the first ones listed is the repayment to the Storm Drain Fund of about $200,000, and that is related to a Capital Improvement Project (CIP) with a sandbag project and the function is really more of a General Fund function, rather than a storm drain function, so that is why the reimbursement. In my department there is a request for about $100,000 and that is primarily for purchasing contract administrative work. As we have increased capital projects, we have an increase in the number of purchase requests, so with that, temporary staffing helps push the projects along in a faster manner. The last one there that we have is for the Fire Department. This is associated with new hires, training and uniforms for those new Staff members. We have spoken to you about the turnover that we have had recently, and we have had associated expense with that. In terms of reimbursements and grants, we also have about $177,000 in reimbursement from the State for the Strike Team. As you recall, we are mandated by State law to respond, but we do get a reimbursement for those expenses. The next one is associated with last year’s year-end. I spoke to you about the $1.3 million earlier. There is also $7 million that we asked for your approval, and you gave, at the Committee and at the Council, of which $6 million was for infrastructure. You asked us to not label it specifically to any project, but to be specifically identified for the $126 million plan that is now being updated. Then the other million is for the Rock Building rehab, so that is segregated until the Rock Building lease comes about, then those funds will be released at that time. The last item there is $1 million for the Technology Fund, and that’s for radio replacement. The last one is a clean- up. We double budgeted for a particular expense. There is a new requirement for us to account for the actual medical cost between current and retirees, so the logic is that as we get older, we have more needs for medical costs and when the CalPERS issues the premiums, health care premium, there is no distinction for that. It is the same rate until you reach Medicare age, so there is a calculation, and Mr. Bartel helps us calculate to determine what is called an Implied Subsidy. We, unfortunately, put it in two places so the good news is we have another $1.4 million as a result of that. Council Member Holman: You’re just trying to make us feel good. Mr. Perez: We goofed on the right way. The General Fund other items here is the $1.3 million that I explained earlier. Just to remind you, on April 5 we Page 3 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES have Mr. John Bartel coming to speak to you, and this is a good opportunity to remind you if you have any questions that you want us to send along so he can prepare for that presentation, I would appreciate you sending them in. We will discuss funding options at that point, so you don’t need to take any action tonight, we just want to remind you that is there for you. Then something that has been coming up is Project Safety Net. Our intent is not to talk about the program tonight. That’s not on the Agenda. What we do want to discuss with you is that there has been a discussion at Council various times where the $1.5 million to date in the expenditures, and we can get into that particular number details, which has been funded out of the Stanford University Medical Center Development Agreement Funds – should that have been the case or not. I believe there have been different opinions among the Council Members, so what we are saying to you as a Committee is that if you want to take some action, that it could probably start here at the Committee level with some recommendation to the Council for wider discussion. We don’t have a recommendation as Staff for you. It is a matter that Council members have made comments. We just noted that in there for your consideration. In terms of Enterprise Funds, I am just going to highlight on a couple of them. There is a lot of activity. We are going to get a lot more information later on in the evening with items that are on the Agenda, so that is why I am really giving you a quick highlight. In the Electric Fund there is the net reduction of $2.6 million in reserves. It is all associated, or mostly associated with the lower hydroelectric power generation and the drought impacts. For the Gas Fund, there is the net use of about $500,000. This is associated with the equity transfer and the equity transfer is impacted by the capital assets, your capital asset growth, and that impacts the transfer. Then there is also an increased cost due to additional customer connections being requested. For the Water Fund, there is a net reserve impact of about $400,000, and that’s associated with the drought impact, and again, you will hear more about that later tonight. The last piece that I wanted to highlight was the Capital Program. The revenues are going up by $9.4 million. We already discussed the 7 and the 2.3, so those are the reasons, and then the additional appropriation, as you may have read, it went to the Policy and Services (P&S) Committee, so you may not have seen it directly. That is the result of an Audit Review. Our City Auditor and her Staff discovered that we had used the $1.8 I will call it, in funds from the Parking-in-Lieu and what was supposed to happen is that the $1.8 was supposed to have been used and then bonds on top of that to cover the garages that were being built. When we issued the debt, we issued it with the $1.8 included in there. So as a result, what we need to do is defease the bonds for the $1.8 that shouldn’t have been issued, so that was discussed at P&S. P&S agreed with the recommendation and it was sent on to Council, so Page 4 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES this is to take care of that action. So the University Avenue Assessment District folks will see a reduction of the $1.8, and again, similar to the General Obligation (G-O) Bond, we are going to review both options and see what is best for the assesses. With that we are open to questions the Committee may have. Chair Filseth: Since there are no public speakers, Council Members. Anybody? Council Member Wolbach. Council Member Wolbach: I’ll move for Staff recommendation. Chair Filseth: Second? Council Member Holman: Not yet. Chair Filseth: Why don’t we come back to that after questions? If nobody seconds it, I’ll second it. Council Member Wolbach: I didn’t have any questions. The report was excellent. (crosstalk) Chair Filseth: So the $3.1 million surplus, essentially it looked to me like that basically, all of it gets used to top up the Budget Stabilization Reserve. Is that basically right? Kiely Nose, Budget Manager: Correct. Right now it is recommended to go there. Chair Filseth: Okay, and then I think you mentioned this too, but that includes the – in fact it is down here in the fine print somewhere – that includes the $1.3 million set aside for the Section 115? Mr. Perez: The1.3 is coming from the prior fiscal year surplus, so when I showed you in the slide – if you don’t mind going back to that slide, Kiely, the one with the … Thank you. So bullet point two there, the $37 million, the 3.1 is imbedded in that number. On top of this 37 we have the 1.3 Chair Filseth: Right. Page 5 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES Mr. Perez: From last year. Chair Filseth: Okay. Then the other question I wanted to ask on this revolves around Project Safety Net and, if I understand what you said is that this year Project Safety Net is funded by the Stanford Med Center Funds, right? So the $37 million and the Budget Stabilization Reserve (BSR) and so forth is independent of what we do this year with Project Safety Net because that might come from the Stanford Fund. Is that correct? Mr. Perez: Unless costs change, but yeah. The 1.5 is since fiscal year 12. It is an accumulation of the expenditures from that timeframe. I don’t know if there were expenditures necessarily in 12 for this particular 1.5, but there is a series of years, so it is a multi-year expense. Chair Filseth: So if I understand the question you are basically bringing up on this is, “Should we finance Project Safety Net out of the Stanford Funds, or should we finance it out of the General Fund?” Is that basically the question? Mr. Perez: And that has been raised by members of the Council, so what we felt was, you needed to have information as to where we stand on the budget. What are your reserve balances so you can have better information as you consider if you want to take a course of action. Chair Filseth: So is that a question relevant to the Fiscal Year (FY) 2016 Budget, or is that something we have to consider for next year? Mr. Perez: Some could argue that it could be a change in direction from 2016 and prior years. That you could go back to the BSR and pull it from there and reimburse the dollars. Chances are that we could go back and request that you use those dollars for a similar expense, given that we are getting tighter budgets. Others could say, “Well, it seems applicable to that expense and we just have to keep going forward.” So, there are just different approaches that we have heard and different opinions. Chair Filseth: Well, it seems to me like if Project Safety Net is going to be an ongoing structural kind of thing, then probably the Stanford Fund is probably not the right way to fund it because those were finite amounts, and so forth, that do not get built into our cost structures, am I basically asking the right question on it? Page 6 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES Mr. Perez: Yeah, I think that is an excellent observation for all of us to recognize, that the Stanford Funds are going to run out at some point and so if we want to have something in place from a policy perspective, we need to make some decisions. What we are trying to say is as we make those decisions, if we want to use other funds, there are also other means and we just wanted to make sure that you are looking at all the information as possible. Rob has joined us too, so he may have something to add to the comments. Chair Filseth: So we will go to him in a second, but if we could just finish my question, to make sure I am on the right planet here. In the budget update that you are asking us to accept, Project Safety Net is still funded for this budget cycle out of the Stanford Funds, not out of the General Fund, and all these numbers in that? Mr. Perez: Can you just share with the Committee what the funding level is at right now for 2016. Ms. Nose: Sure. In Fiscal Year 2016 the projected costs are about $1.2 million in total, so that is both the track watch as well as the general administration of, so all of that is currently being funded out of the Stanford Funds, but based on current projections, your Stanford Funds are going to be nearly zero by the end of Fiscal Year 2016, so in Fiscal Year 2017 there will need to be a discussion and a decision on where the ongoing funding source is going to be. Chair Filseth: Rob do you want to weigh-in on this? Robert de Geus, Director of Community Services: Yes. Robert de Geus, Director of Community Services. I just wanted to point out that the $1.5 million that is discussed up there is a topic because that’s the amount that has been spent on means restrictions specifically, so that is track security, fencing, vegetation removal, and all of those types of things, and the question that has come up from a couple of Council members is that the money set aside from the Stanford Development Fund for Project Safety Net was intended for the Project Safety Net collaborative and the coordination and growth of the collaborative, not capital infrastructure, safety improvements. So that is why it came up. Chair Filseth: Council Member Holman. Page 7 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES Council Member Holman: Yeah, just to clarify that, so 1.2 is the amount that is being suggested for this next Fiscal Year, and that includes track watch and Project Safety Net? Ms. Nose: That would be the current Fiscal Year projections, so Fiscal Year 2016, yes. Council Member Holman: And 1.5 is the means restriction only. It wasn’t that much, I don’t think. Mr. de Geus: Over four or five years, so since we started the Track Security Program and it’s been ramping up because of the second cluster, over that fiveyear period we have spent $1.5 million of the $2 million for Project Safety Net on means restrictions. Council Member Holman: Okay, which includes the fencing. Mr. de Geus: Fencing, vegetation removal, track security guards. As you know, there is additional spending that may need to occur if this camera intrusion system is successful. Council Member Holman: Okay. I don’t and none of us are on the School Liaison, but what are the conversations to this point in time, or do any of you know, what the school – Cory is, I’m sorry. What are the conversations with the School District about cost sharing and it’s not just these, there’s other things too that we have a responsibility to our citizens and school, it seems like there have been a lot of conversations that should kick in to help with a number of these things. Council Member Wolbach: I’ll actually defer to Rob first on this one. Mr. de Geus: It is something that we have talked to the School District about before and Caltran to help with some of the costs related to the security on the (inaudible) line and Caltran did help with the fencing, but could they do more? It would be great if they did. Up until now the School District has declined to support financially on that particular program. Council Member Holman: Is that intractable? Council Member Wolbach: Good question. Page 8 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES Mr. de Geus: Yeah, it is a question for the district and they care as much as we do about the safety, it seems. Council Member Holman: It’s not showing up financially, is it, that concern. Chair Filseth: I assume it is a Charter discussion? Mr. de Geus: Yes, it is, and we have a new Superintendent now, of course, and so I am not sure that Jim has had a chance to talk with Max. I know that previously with Kevin Skelly we had asked him a number of times. Council Member Holman: So, do I understand the conversation hasn’t happened with Max. He has been here, what, a year and a half or so? Mr. de Geus: I know I haven’t had it with Max. I am not sure that Jim has. He may have. I know they have been talking about this topic before. I’m not sure if he specifically asked for financial support. Council Member Holman: Lalo, do you have something to add? Mr. Perez: No. Council Member Holman: Okay. Corey, do you have anything to add to that. Council Member Wolbach: I actually don’t. We have only had one meeting since I joined the Committee and it was essentially looking at the year. Council Member Holman: Okay, alright. Council Member Wolbach: It is a good question. Council Member Holman: It is, yes. I had a question also about TOT, if I could change gears? About TOT, (crosstalk) so occupancy has dropped a little bit, but room rates have continued to escalate, so we are still ahead of the game on that. Is there any way of giving a prognosis about where we are in terms of hotel generation, in terms of creating new hotels? There has been some conversation about we give a great Floor Area Ratio (FAR) incentive to build hotels. Do you have a crystal ball about where we are in terms of that creation of… Page 9 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES Tarun Narayan, Manager of Treasury, Debt and Investments: I’m afraid not. The newer hotels are more the high-end hotels, so they are helping in terms of our overall room rates, but in terms of, there are some that are being discussed, but I don’t really have any information. Lalo, do you have any information? Mr. Perez: We know about the San Antonio and that’s not in our numbers, potentially there, right? I don’t know beyond that. What I do, have in conversations with my colleagues is that we are all facing the same demand in the County. We meet every couple of months and we talk about this, that we all are getting requests for, additional hotel requests, that there is that need, and so my suspicion would be, without any data in front of me, that is probably what we are seeing in the numbers, because we are all building out, but the rates keep moving up. There is a demand for the higher end as Tarun mentioned, expanding the suites next to the Westin and there is some expectation that there is going to be a demand for a high-end suite expense, but it is something we obviously want to keep monitoring and watching and these numbers. We don’t have the impacts of the Super Bowl, for example, so we are very curious to see what that activity was and how it impacted the numbers, not just for us but in the area. Council Member Holman: So, not to say that we are there yet, but in talking to your colleagues, is there any thought about when we might reach, for lack of a better word, saturation? Mr. Perez: You know, I think that is the area there has been concern and that’s one of the drivers for our recommendation to only use 70 percent of the new revenue from the new hotels than the 2 percent, because if something does happen, with all of this building up, we want to have a buffer, and so it is something that we discussed prior to coming onto the Committee in the long-range financial forecast with the Committee, and that was one area where the Committee focused and was concerned about that, go back and revisit those numbers then when we talk to you soon here on the long-range update as a Council we will touch on that, what adjustments we made as a result of that, those issues. Joe Saccio, Assistant Director of Administrative Services: I’m Joe Saccio, Assistant Director of Administrative Services Department (ASD). Just in case, I don’t want you to walk away thinking that occupancy has dropped because people are not coming to Palo Alto, it is really because we have expanded considerably the room base. That is the reason for that and at the Page 10 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES same time, and Tarun just mentioned, the high-end hotels are getting really good occupancy and hotel rates that are well above where they were a year ago even, so just to clarify. As far as saturation goes, we are not seeing what I would call the cannibalization that might go on by adding new hotels and that other hotels are suffering. You have kind of a low-end group and you have kind of a high-end group, and it looks like both of those groups are doing fairly well, so… Council Member Holman: My last question about TOT is then we are monitoring the extended-stay revenues? Mr. Perez: Yeah, and for those that may not know what you are referring to, is that in our ordinance if you stay 30 days or longer, then there is no tax. So the extended-stays are intended to be that type of stay, longer than 30 days. So we do keep an eye on that. We have some mix of that in our portfolio, but it is a smaller number, of course, than the regular stays. Council Member Holman: Didn’t we – a conversation for another time – but I think we moderated that somewhat. So one question about, on the chart that is in the packet and in your slides too, and it is on the Permits and Licenses, and charge for services both. Charge for services, some of those are more directly interpreted than some of the others because these also – you know, if it is TOT or if it is a Property Tax or if it is a Sales Tax, the City doesn’t have any impact from that? I understand this is on the income side, but charge for services and permits and licenses as income does also have an impact on the other side because they often require either increased Staff because of increased activity and such, so I am always a little bit, like, how do I look at those two numbers? So I don’t know, if you have anything to say about that, but it is a different kind of revenue stream particularly. Ms. Nose: It is, you’re right. They are very closely targeted or pegged for its activity, from a staffing or contractual services perspective, and you will see in here departments actually adjusting for that, so you will see through Community Services Department (CSD) where they are kind of refining and looking at their projects and their programs and services they are offering, and realigning their revenues and expenses and you will see them have an imbalance, so they will pull their fees down if the program is not doing as well, and of course, an increase in the anticipated expenses to reflect that lower activity level. Usually throughout the organization, departments are really good at looking at, “If my activities are higher, then I am going to Page 11 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES request the additional revenue and the additional resources associated with that.” Council Member Holman: Typically those additions are fully loaded. They are budgeted on a fully loaded basis. Ms. Nose: Correct. Council Member Holman: I think that is what I had at the moment. Chair Filseth: It is kind of interesting. You’re asking, is there a contribution margin chart that looks like this, is basically what you are asking, right? Council Member Holman: Yes. Chair Filseth: Do we ever do that? Ms. Nose: A contribution margin? I would say you are probably more talking about like our cost recovery levels than you are (crosstalk). Mr. Perez: What’s the Subsidy? Ms. Nose: Yeah, what is the Subsidy? (crosstalk) During the year we try to keep them pretty balanced, but you will see that as far as (inaudible) in the Municipal Fees. Chair Filseth: Council Member Schmid. Council Member Schmid: I would like to ask a question about Slide eight, if you could put it up there. There is a number up there, $1.8 million, but the key word is “Parking Assessment District”. I think this is one of the first times on my eight years on the Council that it has actually come to a Council meeting. Parking is a profound issue for Palo Alto. We find ourselves trying to deal with the Residential Parking Program (RPP), Transportation Demand Management (TDM), multimodal, times, delay, Citizens’ Survey said it is issue number one of concern of people. Here you are asking us to approve transfer to the Parking Assessment District. I have often wondered what that district is, and tried to figure it out. Here we have an Audit Report that deals with parking, but it doesn’t deal with the Parking Assessment District, except to say we owe them money. What is the Parking Assessment District and Page 12 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES what does it do? Let me talk for a minute here. In here there is also some, we owe some money, we overcharged for parking spaces. The Parking Assessment District is supposed to help allocate parking places to workers in town to create a balance in the Commercial District. I think there has been a profound failure and we are dealing with that failure, dealing with this overflow of parking. I guess this is the first time I have seen this audit. I guess it has gone to Policy and Services. I don’t think it came to Council, so I haven’t seen it. This is my first look at it. I missed it, but it is extremely important, and there are certain things missing in here, and what’s missing is, “What is the Parking Assessment District, and what does it do for us?” Now I just took some of the places named here that we owe money to for parking, example 240 Hamilton. They claim a right to 20, what’s called “parking benefit units” that they do not have to provide a parking place because they are part of the Parking Assessment District, and they feel they have a right to 20 parking places. And every single project in the Downtown that comes to us has a certain number of parking places that they have a vested right to. You count up claims. They are listed here in the engineering report that set up the Parking Assessment District, and there are 9,148 spaces they claim, so when 240 Hamilton comes and says, “Oh, I have 20,” that is 20 out of 9,100. Now how does the Parking Assessment District have the right to claim 9,100 spaces? Well, they did a good thing. In 2000, 2002 they put money in the Assessment District and they helped build two downtown garages. They added 704 spaces. But when they did that, in the report they ended up with a claim for 9,140 parking spaces, and they are still claiming those. Every time a building goes up they claim those spaces, and that is why we have parking in the neighborhoods. Why we need, I notice one of the things we are asked for today is to let’s spend $35,000 on a Commute Survey. We are not asking the Parking District to do that. We are asking the General Fund to do that. So the question is, “What role and responsibility does the General Fund have?” That is Item 3 on our Agenda tonight. Who pays? How much does the business side pay? How much do residents pay? That is an important question because we keep coming back to the General Fund. I guess if we had an Audit of Parking Funds, I think we ought to include the Downtown Parking Assessment District, and explain what the relationship is between their building 704 parking spaces and they are claiming 9,140. Now before I vote yes on this, yes on the appropriation, maybe it makes sense, I would like an answer to what is the Downtown Parking Assessment District and what’s the basis of their claim to 9,100 parking spaces. So, I believe that is a question. Mr. Saccio: I think you are raising some philosophical issues which I won’t address, but when we did that Assessment Study we were looking at how Page 13 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES many spaces were provided on site versus how many spaces were required, based on the square footage of the buildings, and for which there was no provision or parking spaces. So the 9,000 spaces that you are referring to, Council Member Schmid, was the total number of spaces that should have been provided and weren’t. That was a simple, and I won’t go into the details, a simple way and methodology that did not confer any rights. It was a methodology used to spread the construction, design, etc. costs among the property owners for the two new garages. It was a methodology and is explained in … Council Member Schmid: That was my understanding but I started to go back through each of the applications made to the Council for new construction, and each of them decrees, “I have 37 parking spaces paid for, I have 144 parking spaces, I have 20 parking spaces.” And they come directly from this list. Mr. Saccio: It is not that methodology if someone reads the report. It is just that. It is not a guarantee to any – let’s just say that it says there were 20 spaces that one property needed for parking. They don’t get 20 spaces over in the garage that are identified for that specific property. Council Member Schmid: There are not 20 spaces. Mr. Saccio: In fact, there should be 9,000 rather than 700 that you referred to earlier. Council Member Schmid: Let me ask the City Auditor then, when you were doing an audit of parking, why didn’t you raise the issue of these claims for rights to spaces that don’t exist. Harriet Richardson, City Auditor: We were not looking at that. We were looking at, “Did they charge the right amount,” and as Joe mentioned, when they charge a Parking-in-Lieu fee, that goes into a fund which is to fund future construction of a parking space. There isn’t necessarily a parking space reserved for them in a garage at that particular point in time. There may not be a parking space, and this is to help fund future construction of garage space. That’s the purpose of the Parking-in-Lieu Fund, and that is what we were looking at was the Parking-in-Lieu Fund. Council Member Schmid: Okay, and let me take it a step further then, 425 University came to us and they said, “We are building so much commercial Page 14 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES space, but we have 37 parking spaces by right.” We don’t have to fill that. That ends up going into the neighborhoods. And we pass an RPP to restrict that, but by what right to they claim 37 parking spaces and why doesn’t the audit report help us look at that number? Ms. Richardson: There is not a right to 37 parking spaces. They are required to fund, build or fund a certain number of parking spaces. Those are not guaranteed. The ones that are not part of their building that are for future construction are not guaranteed to them for their particular business. Council Member Schmid: Could I ask the City Attorney’s Office? Ms. Richardson: Could I ask just one more question? Council Member Schmid: Yeah. Ms. Richardson: You mentioned that you haven’t seen the report yet. So there is a gap from when we present the report to the Committee, with this Policy and Services Committee and when the minutes are finalized, so it can get on the agenda, so it’s expected to come on the March 14 Council agenda. Council Member Schmid: Okay. I guess the problem is, we are being asked to vote tonight on a recommendation and a report that some of us have not seen yet. City Attorney, I guess there is a question here. When a proposal comes to the Council for new construction, and they say, “Well I have 37 spaces in the Parking Assessment District,” what is the appropriate response of the City Council and the City Attorney to that? Terence Howzell, Principal Attorney: The short, direct answer to your question, Council Member Schmid, is that without a review of the Report that you are referring to, I can’t give a definitive answer. I understand the concern that you have identified. I can appreciate those concerns as well, but I think, based on the information I have in front of me, I cannot give you a definitive answer. From what I was able to gather from the comments, the Auditor Staff does not necessarily believe that the documents indicate that there was an entitlement to the particular spots, but it is, the In-Lieu Fees are intended to kind of represent the costs of providing that type of parking in the future, but my understanding just from the discussion, and again, I would like to review the documents further, is that the documents are not intended to provide an entitlement to a particular number of spots. Page 15 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES Council Member Schmid: Thank you. Yeah, let me just try to draw a conclusion from that, is I would recommend that we do not approve the $1.8 million tonight because we have not yet had a full discussion of the Audit Report that is making that recommendation, and that this parking issue is such a profound and important issue to everything we do, that we should wait until we have a response or answer to that. Ms. Richardson: Can I also clarify what the $1.79 million represents for you. So when the construction was done, there was some money that had already been pain into the Parking-in-Lieu Fund. That money was taken out and moved to the Project Fund for construction of the garages. Then when they issued the bonds and they started doing the deductions, they counted those expenditures against the bonds, but they had actually already been paid from the Parking-in-Lieu fees, so it is really reimbursing that double counting. It is a reconciliation. Chair Filseth: Let me make sure I understand what you and Harriet said about this. First of all, on the issues that Greg is bringing up, I think it is actually quite interesting because essentially what 425 University, are they actually claiming they have these many parking spaces, or are they simply claiming, “I have a waiver that I don’t have to build 37 parking spaces.” It’s like we have one rule that says you have to build this many parking spaces, but another one says you have paid so much so you don’t have to do that and it is divorced from whether those parking spaces actually exist or not. Council Member Schmid: If I could clarify, what the report has is it has the number of square footage, the parking required, the number of private spaces they have and the subtraction of that from the required becomes what they call, “Parking Benefit”. Those are the numbers they claim when they come to the Council that they are covered. Council Member Wolbach: Chair Filseth, I think we are getting pretty far afield from the item that is on our agenda. Chair Filseth: Okay, let me come back to that. I hear where you are going, so I am going to come back to that, okay. It seems to me, if I understand what you and Harriet said is that the issue of the $1.8 million is maybe not the same as the one that you are bringing up, which has to do with, do these spaces exist or not. If I understand what you want to do from a budget perspective, it’s that basically we issued $1.8 million in bonds more Page 16 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES than we should have, right, and we need to pay that back because we are not authorized to do that. Is that correct? Mr. Perez: That is exactly it. I apologize, I thought that the report was already in your hands, so I was very vague. Let me give it a little more context. There was Council direction at that time to build the garages. They asked, “How much money do we have in the Parking-in-Lieu Fund.” We said 1.8. The said, “Okay, take the 1.8, use that towards the cost of the garage and finance the rest.” What we did is we included the $1.8 in the financing, so we believe what the recommendation the auditor made and our belief is that money needs to be reimbursed because we have to follow the Council directive that was given and we didn’t do that when we issued over the amount that we needed. So all we are saying is, this has nothing to do with the (inaudible) of the Assessment it is to follow the Council directive at that time and issue the correct amount. Chair Filseth: So I actually think that Council Member Schmid is opening a really interesting issue. Most of us find a connection between the number of parking spaces and the Parking Assessment District, In-Lieu Fees and so forth to be rather opaque, so it actually kind of makes sense to me that maybe this is something the Finance Committee ought to take a look at. With that said, it seems also that I wonder if the issue of the $1.8 million isn’t sort of independent of that. It really has to do with correcting the financing error. Does that characterize that right? Mr. Perez: That’s right. Chair Filseth: Do you agree with that, since you brought it up. (crosstalk) Council Member Schmid: I was referring, I guess, to the Audit Report and the Audit Report also has listings of requests by specific sites for In-Lieu Parking Fees, and it seems to be an endorsement of the current means of calculating and collecting of the In-Lieu Fees, and I am raising the issue of is that misplaced. (crosstalk) Chair Filseth: Let me ask the following question, a correlating question, are we being asked tonight to endorse the audit report? Mr. Perez: No. The way I am looking at it, and let me see if I can help you set this, that 1.8 was for collection of fees based on a policy that is already done. I think what you are raising is, “What should be our current policy in Page 17 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES these cases that are coming up?” That is now. We are talking about something that happened before and with previous Council direction, so there are two issues, something that already happened versus what we should be doing now, who should be paying, how should we calculate it, who should be looking at it, what is the opinion? But that is today, not into the previous transaction. Chair Filseth: I understand. I think, if I can guess where Council Member Schmid is going, it is the concern that if we simply rubber stamp the $1.8 million, then this issue goes away and disappears and nobody looks at it again for another year or two. Council Member Schmid: I guess I want to make the point, I have been on the Council for eight years and this is the first time I had a chance to talk publically about the University Parking Assessment District, and it is on your slot. Mr. Perez: Well, from a process perspective, your City Auditor said the report is coming to you. That’s when you get your opportunity to… Chair Filseth: Harriet, when do we see the report? Ms. Richardson: I’m expecting it to go to full Council on March 14. We just got the minutes and Dennis in my office put together the Staff report today so we should be put in Minute Traq tomorrow and adding it to the Agenda. Chair Filseth: Is that here or… Ms. Richardson: It would be on Consent. It has already gone to Policy and Services, but you do have the option of pulling it for discussion. (crosstalk) If you want me to move it to Action, it’s not on the agenda yet, it’s going to be and then tomorrow I can go ahead and just plan now to do that. Council Member Holman: I think you left it on Consent, it is going to get pulled and referred to Finance anyway, so… Chair Filseth: It seems like one option could be that Council could choose to do that. Council Member Holman: Could I ask just one question in follow-up on this? Page 18 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES Chair Filseth: You still have the floor. Council Member Holman would like to ask a question. Council Member Schmid: I think I have had my share of time. Chair Schmid: Council Member Holman. Council Member Holman: Thank you to Council Member Schmid for raising this issue. It has always been, I’d say it is more than opaque, I’d say it is convoluted under an opaque curtain. It is very much a conundrum to a lot of people to understand that. I guess the other question I have though, is $1.8 million, this is like, isn’t it like ten years ago? So I’m kind of like… Ms. Richardson: The final payment was made in 2008. Council Member Holman: So it’s only eight years ago. I guess I am a little troubled that at one point a $1.8 million, you could call it an error, was made and it took eight years to find it and it took an Audit to find it. So I am a little concerned about that. Mr. Perez: And we are too. What it is it’s a series of processes, as you well know. In Palo Alto things don’t happen overnight. These garage discussions started somewhere in the mid-90’s and it took a long period of time and different people, and when you have different transitions of Staff, unfortunately, that is what happened to us, and it wasn’t caught and the auditor did catch it. So what we are trying to do is do the right thing based on what the Council directive was. Council Member Holman: I guess I will repeat something I said the other evening, which is, and Council Member Wolbach will say it is off point, and in a way it is, but in a way it is not, is that when the City is looking at the new software that we are going to use for all our input, that certainly the City Auditor be included in that, so that we can help develop systems and training systems that don’t just rely on the same person being in place to be able to track things, because you have been here for a long time, and you can’t follow everything, but so I am just putting another plug in for that. Chair Filseth: I am going to make an observation here and then turn it over to Council Member Wolbach, who is waiting patiently over there. I noticed Page 19 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES that 9,000 divided by 700 is 12.8, so as long as each space has 13 more stacked on top we should be set, right. Council Member Schmid: That’s right, 13. Council Member Wolbach: Let me say that I do agree that this a fascinating, important topic. I look forward to having more opportunities to discuss it when it seems appropriate. I just want to make sure we don’t give Staff too hard a time on a subject that they were not prepared to discuss in depth this evening. That said, if my colleagues would like to try again to move the Staff recommendation? Chair Filseth: Second. MOTION: Council Member Wolbach moved, seconded by Chair Filseth to recommend to the City Council adoption of the FY 2016 Mid-year Budget Amendment which includes: 1. Proposed amendments to the Fiscal Year 2016 Budget Appropriation Ordinance for the General Fund, Enterprise Funds, Special Revenue Funds, Internal Service Funds, and Capital Improvement Projects Fund; and 2. Proposed amendment to the Fiscal Year 2016 Budget Appropriation Ordinance Capital Improvement Project; and 3. Proposed amendments to the Fiscal Year 2016 Table of Organization: a. Reclassify 2.0 Buyers to 2.0 Senior Buyers in the Administrative Services Department; and b. Reclassify 1.0 Management Analyst to 1.0 Senior Management Analyst, 0.6 in the Public Works Department and 0.4 in the Planning Community Environment; and c. Eliminate two 0.5 Account Specialists (part-time benefited) and add 1.0 Account Specialist (full time) in the Administrative Services Department. Chair: Filseth: Do you care to speak to your Motion? Page 20 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES Council Member Wolbach: Nope, I think we have had enough discussion on this one. Council Member Schmid: I’d like to propose an amendment that we postpone paying the $1.8 million until we have a full discussion of the audit for further recommendations. Chair Filseth: Maker of the Motion does not accept the proposed amendment, so is there a second (inaudible) do you want to offer. There does not appear to be a second. AMENDMENT: Council Member Schmid moved, seconded by Council Member XXX to postpone the Capital Improvement Budget adjustment to transfer $1.79 million to the University Avenue Parking Assessment District. Council Member Schmid: Okay. AMENDMENT FAILED DUE TO THE LACK OF A SECOND Chair Filseth: I’m going to ask a question, is it appropriate that this group, back on Project Safety Net, is it appropriate that the Finance Committee make a recommendation that going forward, starting in 2017, that the Project Safety Net funds should come out of the regular General Fund as opposed to the Stanford Fund, or is that something you guys don’t need from us? Mr. Perez: I think you could do that in the (crosstalk), I think it would be appropriate when we would bring you the budget for it, that if you have a different direction for us then you make that at that point because we will be specific at that point as to what we are thinking of where the funding should come from. Chair Filseth: So that would be the 2017 Operating Budget kind of topic for May? Mr. Perez: Yeah, in May. Chair Filseth: Okay, fair enough. Any further comments. Page 21 of 22 Finance Committee Action Minutes March 1, 2016 FINAL MINUTES Council Member Wolbach: Yes, I will just jump in here. I was also thinking the same thing, that I want to make sure we do have a discussion about the long-term funding of Project Safety Net. I think that is a very important discussion and I am looking forward to having that when we discuss 2017. Mr. Perez: Chair Filseth, if I may add, just so everybody understands, we are not going to, if you were to move forward, the Council were to move forward with these Motions, we are not defeasing the bonds right away. We would have to come back to you. So we are not taking any action with this 1.8 at this point, we are just moving it from one fund to another. I just wanted to be clear on the record what the steps were. Chair Filseth: I see. Okay, all in favor? Motion passes unanimously. Thank you very much. MOTION PASSED: 4-0 Council Member Schmid: Just a clarification, I guess. We do have scheduled for March 14 the Audit Report? Female: At Council. (crosstalk) …she is waiting for the minutes. Ms. Richardson: I do have the minutes today. Female: Okay. Page 22 of 22 Finance Committee Action Minutes March 1, 2016 City of Palo Alto (ID # 6789) City Council Staff Report Report Type: Consent Calendar Meeting Date: 4/11/2016 City of Palo Alto Page 1 Summary Title: Adoption of MOA for PMA, POA, SEIU, IAFF Title: Adoption of New Memoranda of Agreement for Palo Alto Police Officers’ Association (PAPOA), International Association of Firefighters’ Union Local 1319 (IAFF), Service Employees’ International Union Local 521 (SEIU) and Palo Alto Police Management Association (PAPMA) and Adoption of a Resolution Amending the City of Palo Alto Merit Rules and Regulations. From: City Manager Lead Department: Human Resources Recommendation Staff recommends that Council approve and adopt new Memoranda of Agreement for Palo Alto Police Officers’ Association (PAPOA), International Association of Firefighters’ Union Local 1319 (IAFF), Service Employees’ International Union Local 521 (SEIU) and Palo Alto Police Management Association (PAPMA). Staff further recommends that the Council adopt the attached resolution amending the Merit System Rules and Regulations to incorporate such Memoranda of Agreement and eliminate redundant chapters. Overview As a local public agency, the City of Palo Alto is required under California State law to meet and confer in good faith with its recognized labor organizations in an effort to reach agreements regarding wages, hours and other terms and conditions of employment1. The City’s negotiating teams comprised of outside counsel, Human Resources staff and City management representatives, met with labor representatives for many months of meetings until tentative agreements were reached. 1 The Meyers-Milias Brown Act (MMBA), adopted in 1968 as Government Code 3500, establishes the legal framework under which the public agency and labor organizations are required to meet and confer in good faith. City of Palo Alto Page 2 A summary of the agreements and copies of the proposed Memoranda of Agreement are attached as exhibits. The four labor organizations that reached tentative agreements with the City are: Palo Alto Police Officers’ Association (PAPOA), representing 83 positions; International Association of Firefighters’ Union Local 1319 (IAFF), representing 99 positions; Service Employees’ International Union (SEIU), representing 580 positions; and Palo Alto Police Management Association (PAPMA), representing 7 positions. Background An objective of the bargaining process is for the parties to reach agreement prior to the expiration of the MOA, to avoid a lapse in coverage of the contract. Although the parties began negotiations months prior to expiration of each agreement, PAPOA, IAFF and SEIU contracts had expired without a successor agreement, The PAPMA had not successfully completed an MOA since it’s recognition as a labor organization in 2009. The status of the MOA’s is as follows: Palo Alto Police Officers’ Association (PAPOA) – expired June 30, 2014 International Association of Firefighters Union Local 1319 (IAFF) – expired June 30, 2014 Service Employees’ International Union (SEIU) – expired November 30, 2015 Palo Alto Police Management Association (PAPMA) – no MOA since inception in 2009 Despite many months of negotiations, the parties had a difficult time reaching agreement due to a very difficult bargaining environment which included: Salaries Under Market: Palo Alto’s salaries have fallen behind the market by significant amounts for many job classes. Due to these gaps in market position and the cost of bringing salaries to acceptable levels, the discussions regarding the comparable market salaries and timing of market adjustments were extensive, time-consuming and difficult. Prior Concessions: Prior to the current negotiations, retiree medical benefits had been restructured to save costs and new pension tiers had been adopted to reduce costs. Pension changes included increasing the retirement age and reducing the pension formula for new employees. These actions had been difficult, but necessary for the long-term health of the City’s finances. City of Palo Alto Page 3 Further Pension Cost-Sharing: A primary interest of the City was negotiating for employees to accept a greater share of pension costs. This caused concern by the employee groups with regard to the negative impact on take-home salaries. Capped Medical Costs: The City also required employees represented by PAPOA, IAFF, and PAPMA to agree to a fixed cap on medical premiums with the goal of sharing future increases, rather than continuing to split the premiums according to a percent of cost. Given the recent volatility of medical rates, this was viewed as a significant concession. SEIU and management and professional bargaining units agreed to a fixed cap on medical premiums in their previous labor agreement. Operational Issues Under Consideration: In addition to the economic proposals, a number of operational issues, such as shift schedules for IAFF, staffing, and assignments, required the negotiating parties to review policies and practices to fully understand the impacts. Many of the issues were complex in nature and required time-consuming research. Despite these difficulties, negotiations for all four labor groups are successfully concluded and tentative agreements were reached between the parties. In accordance with each labor group’s bylaws, the tentative agreements have been ratified by the represented employees. More detailed summaries for each agreement are attached to this memo as exhibits, along with copies of each MOA (including tracked changes). The following is a high-level summary of the significant economic changes in the agreements. Further detail of each agreement is included in the attached exhibits. Pension Contributions: In addition to the mandatory employee contributions currently contributed by City employees, each of the public safety labor organizations has agreed to increase their share of the pension contribution by 28 to 33 percent over the term of the agreement, and miscellaneous employees have agreed to increase their contributions by 12.5 to 16 percent over the term of the SEIU agreement. “General Salary Adjustments” are applied across-the-board and the agreed-upon percentages are based upon the Consumer Price Index (CPI) and other factors that reflect inflation and regional increases in the cost of living. “Market adjustments” are based on salaries in comparable agencies. The City’s goal was to set compensation at the middle of the comparable market. Market Adjustments are applied only to employees who are below the median of the market, to bring the salary to the median during the term of the agreement. City of Palo Alto Page 4 It should be noted that although some employers strive to place salaries at the top of the market or at the top one-third or one-fourth of the market, the City’s current pay philosophy is to maintain salaries at the median of the market. Effective Dates: The tentative agreements for PAPOA, IAFF and PAPMA state that salary adjustments will be effective in “the pay period which includes June 30.” For purposes of brevity, the summary below reflects adjustment dates as July 1, unless otherwise noted. Summary of Salary Adjustments Included in the Agreements 1. Palo Alto Police Officers’ Association (PAPOA) Term: July 1, 2014 through June 30, 2018 (4 years) General Salary Adjustments: 2.5% upon adoption of the agreement; 2.5% July 1, 2016; 2.5% July 1, 2017 Market Adjustments: 3% upon adoption of the agreement; 2.2% July 1, 2016; up to 2.5% January 1, 2018 if behind median of the comparable market 2. International Association of Firefighters Union Local 1319 (IAFF)* Term: July 1, 2014 through June 30, 2018 (4 years) General Salary Adjustments: 2.5% upon adoption of the agreement; 2.5% July 1, 2016; 2.5% July 1, 2017 Market Adjustments: 5% upon adoption of the agreement; 8% July 1, 2017; up to 2.5% January 1, 2018 if behind median of the comparable market *Market surveys for IAFF indicate that the salaries had fallen severely under market. It is possible that this has led to the increased recruitment and retention issues experienced by the department. 3. Service Employees’ International Union (SEIU) Term: December 1, 2015 through December 31, 2018 (3 years) General Salary Adjustments: 1.5% upon adoption of the agreement; 3% December 1, 2016; 3% December 1, 2017 Market Adjustments: due to the wide-ranging classifications and placements in the market, this bargaining unit’s Market Adjustments of 1%-10% will be adjusted in thirds, with 1/3 paid upon adoption of the agreement; 1/3 on December 1, 2016 and 1/3 July 1, 2017. City of Palo Alto Page 5 4. Palo Alto Police Management Association (PAPMA) Term: January 11, 2016 through June 30, 2017 (1.5 years) General Salary Adjustments: 2.5% upon adoption of the agreement; 2.5% July 1, 2016; 2.5% on the last day of the agreement (June 30, 2017) Market Adjustments: 3% upon adoption of the agreement; 0.5% July 1, 2016; 0.5% on the last day of the agreement (June 30, 2017) Summary of Medical Benefit Changes In the new agreements, all of the labor organizations have agreed to move from a 90%/10% share of the medical premiums to a fixed cap on the City’s health contributions. For SEIU, beginning in 2013, the City’s contributions towards medical premium became a fixed dollar amount per month. PMA’s medical premium became a fixed amount in January 2016. Lastly, IAFF and POA will change to a fixed amount beginning in January 2017. The premium contributions by the City will be capped as follows: It is anticipated that the capped medical premiums will result in savings of approximately $350,000 over the life of the contracts by switching IAFF, PAPOA and PAPMA to capped medical premiums. The capped medical premiums will further allow the City to contain future growth of healthcare costs. Resource Impact The estimated net costs of the agreements, after pension contributions, medical caps and other concessions are as follows (inclusive of changes to salary, pension and other roll-ups to salary) for the complete terms of the agreements: Palo Alto Police Officers’ Association (PAPOA) Term: July 1, 2014 through June 30, 2018 (4 years) Cumulative Cost for Term of Agreement: $4.2 million Maximum Monthly Medical Contribution by City Monthly Premium Contribution 2016 Monthly Premium Contribution 2017 Monthly Premium Contribution 2018 Employee Only $743 $773 $804 Employee Plus One $1,485 $1,544 $1,606 Employee Plus Two or More $1,931 $2,008 $2,088 City of Palo Alto Page 6 International Association of Firefighters Union Local 1319 (IAFF) Term: July 1, 2014 through June 30, 2018 (4 years) Cumulative Cost for Term of Agreement: $6.3 million Service Employees’ International Union Local 521 (SEIU) Term: December 1, 2015 through December 31, 2018 (3 years) Cumulative Cost for Term of Agreement: $5.2 million to the General Fund and $6.3 million to Special Funds, for a total to all funds of $11.5 million. Palo Alto Police Management Association (PAPMA) Term: January 11, 2016 through June 30, 2017 (1.5 years) Cumulative Cost for Term of Agreement: $317,736 These estimated costs are based on calculations from the Fiscal Year 2016 Adopted Budget and are only intended to reflect approximate costs as a result of these agreement terms. As in most municipal governments, the majority of the City’s budget is for the cost of salaries and benefits of the employees who provide services to the community. In Palo Alto, as of the Fiscal Year 2016 Adopted Operating Budget, employee costs are approximately 60.7% of the General Fund budget and 28.1% of All Funds. Similar to investments in the City’s infrastructure, ongoing investments in the City’s workforce is a necessary component to recruit and retain a well-qualified workforce in order to ensure the effective delivery of quality services. As in any circumstance that involves competing interests, the organization will be challenged with managing the budget to support all of its resource demands. Through the good faith bargaining that resulted in the four tentative agreements discussed in this letter, the labor organizations have agreed to increase pension and medical cost-sharing and the City will maintain salaries that do not lead the market, but aim to remain at the median of the market. Policy Implications The MOAs recommended for approval are consistent with the goals identified by the City Council in the City’s Labor Guiding Principles (attachment D). Environmental Review Approval of the MOAs affecting the wages, hours and working conditions of City employees is not a project under the California Environmental Quality Act (CEQA). Attachments: Attachment A: Resolution Amending Merit Rules Chapter 14 (PDF) City of Palo Alto Page 7 Attachment B: IAFF Summary of the Agreement (PDF) Attachment C: PMA Summary of the Agreement (PDF) Attachment D: POA Summary of the Agreement (PDF) Attachment E: SEIU Summary of the Agreement (PDF) Attachment F: IAFF MOA 2016 (PDF) Attachment G: PMA MOA 2016 (PDF) Attachment H: PAPOA MOA 2016 (PDF) Attachment I: SEIU MOA 2016 (PDF) Attachment J: IAFF MOA 2016 Redline Version (PDF) Attachment K: PAPOA MOA 2016 Redline Version (PDF) Attachment L: SEIU MOA 2016 Redline Version (PDF) Attachment M: Labor Guiding Principles 4 9 2012 (PDF) *NOT YET APPROVED* 1 Resolution No. _____ Resolution of the Council of the City of Palo Alto Repealing Chapters 15, 16, 17, 18, and 19 of the Merit System Rules and Regulations and Repealing and Restating Chapter 14 of the Merit System Rules and Regulations, Regarding Collectively Bargained Labor Agreements RECITALS A. Chapter 12 of the City of Palo Alto Merit System Rules and Regulations provides for recognition of employee organizations representing certain full- and part-time employees of the City. B. Representatives of the City and its various recognized employee organizations from time to time engage in negotiations on matters within the scope of representation. C. Pursuant to the Meyers-Milias-Brown Act, Government Code Section 3500 et seq., following good faith negotiations, the City Council may set the terms and conditions of employment for represented employees, either through adoption of a written memorandum jointly prepared by the parties or through unilateral implementation of the City’s last, best, and final offer. NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows: SECTION 1. Chapters 15, 16, 17, 18, and 19 of the Merit System Rules and Regulations are hereby repealed in their entirety. SECTION 2. Chapter 14 of the Merit System Rules and Regulations is hereby repealed and restated to read as follows: “CHAPTER 14 MEMORANDA OF AGREEMENT Sections: 1401 Memoranda of Agreement incorporated by reference 1402 Council action incorporated by reference 1403 Controlling provisions 1401. Memoranda of Agreement incorporated by reference. Upon adoption by the Palo Alto City Council and for the duration of its effective term, any Memorandum of Agreement or other collectively bargained agreement by and between the City of Palo Alto and a recognized employee organization is hereby *NOT YET APPROVED* 2 incorporated into these Merit System Rules and Regulations by reference as though fully set forth herein. 1402. Council action incorporated by reference. In the absence of a collectively bargained agreement, any resolution, ordinance, minute order, or other action of the Palo Alto City Council setting wage, hours, or other terms and conditions of employment for represented employees is hereby incorporated into these Merit System Rules and Regulations by reference as though fully set forth herein. 1403. Controlling provisions. In the case of conflict with this chapter and any other provisions of the Merit System Rules and Regulations with respect to a represented employee, this chapter will prevail over such other provisions as to such represented employees.” SECTION 3. It is not the intent of the City Council in adopting this resolution to create any right or obligation extending beyond the effective term of any duly adopted memorandum of agreement. SECTION 4. The Council finds that this is not a project under the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ___________________________ ______________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ___________________________ ______________________________ Senior Deputy City Attorney City Manager ______________________________ Director of Administrative Services ____________________________ Director of Human Resources IAFF Summary of the Agreement 1. General Salary Increases Under this agreement, all employees in the unit will receive a 2.5% increase effective the pay period after City Council approval of the contract; a 2.5% increase effective the pay period including July 1, 2016; and a 2.5% increase effective the pay period including July 1, 2016.1 2. Market Adjustments for Positions Under Market In the summer of 2015, the City completed a total compensation study that evaluated the total package of salary, other cash benefits and insurance for Palo Alto employees in comparison to similar positions in sixteen comparable Bay Area agencies. Employees below median, after receiving the first salary increase of 2.5%, will receive market increases of 5%. Employees will receive an additional 8% in the pay period that includes July 1, 2016. Lastly, during the final year of the contract, the City will conduct a market study and will provide a market increase up to 2.5%, only if the market study shows that the Firefighter classification is below the market median. Providing these market adjustments will allow the City to better recruit and retain employees. Due to the strong economy, employees have more opportunities in both the public and private sectors. Ensuring that the City’s total compensation packages are consistent with comparable agencies in this market is a very important factor in retaining and attracting quality employees. 3. Increase to PERS Contribution Currently, all unit members pay the full 9% PERS Member Contribution. The parties have agreed to modify the Member Contribution by increasing the contribution to the Employer share of Pension. Upon ratification and as soon as administratively possible, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension. Effective the pay period that includes July 1, 2016, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 2%. Lastly, effective the pay period that includes July 1, 2017, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 3%. 4. Fixed City Contributions Toward Medical Premiums Beginning in 2010, employees began paying a portion of health care costs, and currently contribute 10% of premium amounts, with the City contribution capped at 90% of the second highest medical plan offered by CalPERS. Although this change was an improvement over the 1 The tentative agreements for PAPOA, IAFF and PAPMA state that salary adjustments will be effective in “the pay period which includes June 30.” For purposes of brevity, the summary below reflects adjustment dates as July 1, unless otherwise noted. City paying the full cost of the benefit, contribution amounts were still based on a percentage of the total premium cost, which has increased every year, so the structure did not fully meet the Council’s goal of moving away from benefit structures that place the burden on the City to pay the cost of automatic increases. Under this contract, beginning in January 2017, the City’s contributions will be fixed at the following dollar amounts per month rather than a changing percentage: 2017 Maximum City Contribution 2018 Maximum City Contribution Employee Only $773 $804 Employee Plus One $1,544 $1,606 Employee Plus Two or More $2,008 $2,088 This fixed amount approach eliminates the City’s obligation to automatically pay the cost of premium increases. This method also encourages employees to become better consumers, choosing the health care plan that provides the best value for their needs. 5. Alternative Medical Benefit Program Under this agreement, effective January 1, 2017, if a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through any other non-City of Palo Alto employer-sponsored or association-sponsored medical plan, the Employee may choose to waive his/her right to the City of Palo Alto’s medical insurance and receive cash payments in the amount of two hundred eighty four dollars ($284) for each month City coverage is waived. In addition, employees who have a registered domestic partner with the State of California or who have a domestic partner who meets the requirements of the City of Palo Alto, will be eligible for a stipend of $284 per month toward the cost of an individual health plan. In the prior MOA, the agreed reimbursement was one half of the average monthly premiums for each month city coverage is waived. In 2016, the premiums were determined to be the following: Employee $378.35; Employee +1 $756.69; and Employee + Family $983.70. By fixing the amount to $284, the City is no longer obligated to automatically pay the cost of premium increases. 6. Retiree Health Benefits The City currently administers a multi-tiered system of retiree medical benefits with different benefits and/or requirements based on hire date and retirement date. In June 2015, the City Council approved a settlement agreement providing active Palo Alto Police Officers’ Association (PAPOA) members subject to the section 22892 of the Public Employees' Medical and Hospital Care Act Resolution (PEMHCA) benefit with a one-time, irrevocable option to elect benefits under section 22893. (CMR #5834). The City offered this same one-time opt-in to active IAFF members who were hired before January 1, 2006. Employees hired before January 1, 2006 currently receive benefits under section 22892 of the PEMHCA upon retirement, while employees hired on or after January 1, 2006 currently receive benefits under section 22893 of the PEMHCA upon retirement. Section 22892 simply requires employers to provide benefits in an equal amount for both employees and retirees. Section 22893, by contrast, provides benefits to retirees on a graduated scale based on years of service and a statewide average of healthcare costs. Although the City originally shifted new hires to benefits under section 22893 as a cost-saving measure, in recent years, some employees have expressed a preference for the benefit structure under section 22893 (i.e. the post-2006 benefit) rather than the benefit structure of section 22892 (i.e. the pre-2006 benefit). 7. Staffing Discretion for the Fire Chief Under this agreement, the Fire Chief is given discretion to determine how many paramedics to deploy in a quick-response vehicle and how many paramedics to deploy in an emergency. Providing this Chief this discretion will provide for more efficient, cost effective operations. 8. Pay Differential Stacking Cap There are various differentials Firefighters are eligible to receive for different specialty assignments or in recognition of specialized training. This specialty pay includes pay differentials for paramedics, HazMat team members, and Fire Inspectors. The City and Union have agreed to cap the stacking of the differentials to 17.5%. Further, the parties agreed to roll in the 3% EMT differential into the Firefighter base salary because all Firefighters are required to also be EMTs. 9. 48/96 Work Schedule Pilot Program The City and Union agreed to have the City evaluate changing the Palo Alto Fire Department’s work schedule for 56-hour personnel from its current schedule to a “48/96” work schedule. The goal is to implement a pilot schedule change in January 2017, if the parties are in agreement and required administrative and technology changes can be implemented by this date. The 48/96 schedule is a fire department shift schedule where employees work two consecutive days (48 hours) followed by four consecutive days off duty (96 hours). Currently, employees work the Kelly 3-4 shift schedule where the employee works one day (24 hours), has one day off (24 hours), works one day, has one day off, works one day followed by four consecutive days off duty. The key difference in the two shift schedules is a 50% reduction in shift changes. For each member and for the department as a whole, the 48/96 is identical to the current Kelly 3/4 schedule in terms of the number of hours worked per week and per year. If a schedule can be designed that is FLSA compliant, cost neutral and does not compromise service to the community, the parties agree to move forward with a pilot work schedule change. The initial “Pilot Program” is planned to run for the term of the MOA, but may be terminated at any time if is determined to have a negative impact on costs or workforce effectiveness. The Pilot will conclude at the end of the MOA unless the parties mutually agree to extend the Pilot or adopt the Pilot as the standard 56-hour work schedule. PAPMA Summary of the Agreement 1. General Salary Increases and Market Adjustments Under this agreement, all employees in the unit received a 2.5% general salary increase as well as a 3% market/equity adjustment effective the pay period after the City Council approved the Letter Agreement (CMR #6487). On July 1, 2016 and July 1 2017, the Captain and Lieutenant classifications will receive an additional 2.5% general salary increase as well as a 0.5% market/equity adjustment.1 2. Increase to PERS Contribution Currently, all unit members pay the full 9% PERS Member Contribution. The parties have agreed to modify the Member Contribution by increasing the contribution to the Employer share of Pension by 3% over the term of the agreement. 3. Fixed City Contributions Toward Medical Premiums In 2014, the City moved to health premium contributions based on fixed dollar amounts rather than percentage contributions for employees in the SEIU and Management/ Professional units. Under the Letter Agreement, the City’s contributions for PAPMA were similarly converted to fixed dollar contributions. 4. Retiree Health Benefits Under the Letter Agreement, employees were given the opportunity to opt-in to Gov’t Code 22893 retiree medical vesting schedule. 5. MOA Provisions The City and PMA agreed to an MOA which includes the following provisions: • Compensation • Benefits • Retirement benefits • Management benefits • Leave programs • Discipline and grievance process 1 The tentative agreements for PAPOA, IAFF and PAPMA state that salary adjustments will be effective in “the pay period which includes June 30.” For purposes of brevity, the summary below reflects adjustment dates as July 1, unless otherwise noted. PAPOA Summary of the Agreement 1. General Salary Increases Under this agreement, all employees in the unit will receive a 2.5% increase effective the pay period after City Council approval of the contract; a 2.5% increase effective the pay period including July 1, 2016; and a 2.5% increase effective the pay period including July 1, 2016.1 2. Market Adjustments for Positions Under Market In the fall of 2015, the City completed a total compensation study that evaluated the total package of salary, other cash benefits and insurance for Palo Alto employees in comparison to similar positions in sixteen comparable Bay Area agencies. Employees below median, after receiving the first salary increase of 2.5%, will receive market increases of 3%. Employees will receive an additional 2.2% in the pay period that includes July 1, 2016. Lastly, during the final year of the contract, the City will conduct a market study and will provide a market increase up to 2.5%, only if the market study shows that the classification is below the market median. Providing these market adjustments will allow the City to better recruit and retain employees. Due to the strong economy, employees have more opportunities in both the public and private sectors. Ensuring that the City’s total compensation packages are consistent with comparable agencies in this market is a very important factor in retaining and attracting quality employees. 3. Increase to PERS Contribution Currently, all unit members pay the full 9% PERS Member Contribution. The parties have agreed to modify the Member Contribution by increasing the contribution to the Employer share of Pension. Upon ratification and as soon as administratively possible, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension. Effective the pay period that includes July 1, 2016, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 2%. Lastly, effective the pay period that includes July 1, 2017, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 3%. 4. Fixed City Contributions Toward Medical Premiums Beginning in 2010, employees began paying a portion of health care costs, and currently contribute 10% of premium amounts, with the City contribution capped at 90% of the second highest medical plan offered by CalPERS. Although this change was an improvement over the 1 The tentative agreements for PAPOA, IAFF and PAPMA state that salary adjustments will be effective in “the pay period which includes June 30.” For purposes of brevity, the summary below reflects adjustment dates as July 1, unless otherwise noted. City paying the full cost of the benefit, contribution amounts were still based on a percentage of the total premium cost, which has increased every year, so the structure did not fully meet the Council’s goal of moving away from benefit structures that place the burden on the City to pay the cost of automatic increases. Under this contract, beginning in January 2017, the City’s contributions will be fixed at the following dollar amounts per month rather than a changing percentage: 2017 Maximum City Contribution 2018 Maximum City Contribution Employee Only $773 $804 Employee Plus One $1,544 $1,606 Employee Plus Two or More $2,008 $2,088 This fixed amount approach eliminates the City’s obligation to automatically pay the cost of premium increases. This method also encourages employees to become better consumers, choosing the health care plan that provides the best value for their needs. 5. Alternative Medical Benefit Program Under this agreement, if a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through any other non-City of Palo Alto employer- sponsored or association-sponsored medical plan, the Employee may choose to waive his/her right to the City of Palo Alto’s medical insurance and receive cash payments in the amount of two hundred eighty four dollars ($284) for each month City coverage is waived. In addition, employees who have a registered domestic partner with the State of California or who have a domestic partner who meets the requirements of the City of Palo Alto, will be eligible for a stipend of $284 per month toward the cost of an individual health plan. In the prior MOA, the agreed reimbursement was one half of the average monthly premiums for each month city coverage is waived. In 2016, the premiums were determined to be the following: Employee $378.35; Employee +1 $756.69; and Employee + Family $983.70. By fixing the amount to $284, the City is no longer obligated to automatically pay the cost of premium increases. 6. Retiree Health Benefits The City currently administers a multi-tiered system of retiree medical benefits with different benefits and/or requirements based on hire date and retirement date. In June 2015, the City Council approved a settlement agreement providing active Palo Alto Police Officers’ Association (PAPOA) members subject to the section 22892 of the Public Employees' Medical and Hospital Care Act Resolution (PEMHCA) benefit with a one-time, irrevocable option to elect benefits under section 22893. (CMR #5834). 7. Holiday Pay Prior to 2012, PAPOA members received 120 hours of holiday pay per year. In 2012, the holiday pay was reduced to 90 hours per year. Effective with the pay period following Council approval, in lieu of restoring Holiday pay to 120 hours, salary ranges of all represented classifications will be increased by 1.44%. 8. Motorcycle Differential On a one time basis, employees assigned to operate motorcycles will receive a one-time non PERSable stipend representing 2.5% of the base salary of the employee’s classification minus applicable state and federal taxes. SEIU Summary of the Agreement 1. General Salary Increases Cost of living increases were a key concern for SEIU in the negotiations and how those increases will be applied to the market data. Under this agreement, all employees in the unit will receive a 1.5% increase effective the pay period after City Council approval of the contract; a 3% increase starting December 1, 2016, the beginning of the second year of the contract; and a 3% increase starting December 1, 2017, the beginning of the third year of the contract. 2. Market Adjustments for Positions Under Market At the beginning of negotiations, the City completed a total compensation study that evaluated the total packages of salary, other cash benefits and insurance for Palo Alto employees in comparison to similar positions in twelve comparable Bay Area agencies. A total of 151 job classifications representing approximately 468 employees were identified as under-market in the study, and will receive increases to bring them to the market median over the term of the agreement. Employees below median, after receiving the first salary increase of 1.5%, will receive market increases. The market adjustments range from modest increases of less than 2% to more significant increases up to 10% in a few cases. Employees will receive the market increase in 1/3 adjustments throughout the contract; with the first increases due the first pay period following ratification and approval of the MOA, the second due the first pay period following December 1, 2016, and the final due the first pay period following July 1, 2017. In addition, three positions, Utility System Operator, Water Quality Control Plant Operators, and Police Dispatchers, will receive targeted adjustments to help address significant difficulties recruiting and retaining qualified employees in those positions. Especially as the economy continues improving, employees may have more opportunities in both the public and private sectors. Ensuring that the City’s total compensation packages are consistent with comparable agencies in this market is a very important factor in retaining and attracting quality employees. 3. Increase to the PERS Contribution Currently, all unit members pay the full CalPERS Member Contribution. The parties have agreed to modify the Member Contribution by increasing the contribution to the Employer share of pension. Effective the pay period that includes December 1, 2016, and as soon as administratively possible, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 0.5% towards the Employer share of Pension. Effective the pay period that includes December 1, 2017, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 0.5% towards the Employer share of Pension for a total of 1%. 4. Fixed City Contributions Toward Medical Premiums Beginning in 2013, the City’s contributions towards medical premium became a fixed dollar amount per month rather than a changing percentage. Under the current contract, the City’s contributions will be fixed at the following dollar amounts per month: Monthly Premium Contribution 2016 Monthly Premium Contribution 2017 Monthly Premium Contribution 2018 Employee Only $743 $773 $804 Employee Plus One $1,485 $1,544 $1,606 Employee Plus Two or More $1,931 $2,008 $2,088 This fixed amount approach continues to eliminate the City’s obligation to automatically pay the cost of premium increases. This method also encourages employees to become better consumers, choosing the health care plan that provides the best value for their needs. 5. Retiree Health Benefits The City currently administers a multi-tiered system of retiree medical benefits with different benefits and/or requirements based on hire date and retirement date. In June 2015, the City Council approved a settlement agreement providing active Palo Alto Peace Officers’ Association (PAPOA) members subject to the section 22892 of the Public Employees' Medical and Hospital Care Act Resolution (PEMHCA) benefit with a one-time, irrevocable option to elect benefits under section 22893. (CMR #5834). The City offered this same one-time opt-in to active SEIU members who were hired before January 1, 2006. Employees hired before January 1, 2006 currently receive benefits under section 22892 of the PEMHCA upon retirement, while employees hired on or after January 1, 2006 currently receive benefits under section 22893 of the PEMHCA upon retirement. Section 22892 simply requires employers to provide benefits in an equal amount for both employees and retirees. Section 22893, by contrast, provides benefits to retirees on a graduated scale based on years of service and a statewide average of healthcare costs. Although the City originally shifted new hires to benefits under section 22893 as a cost-saving measure, in recent years, some employees have expressed a preference for the benefit structure under section 22893 (i.e. the post-2006 benefit) rather than the benefit structure of section 22892 (i.e. the pre-2006 benefit). 6. Night Shift Differential In some public service departments such as Utilities, Public Works, and Police Dispatch, a limited number of employees are paid a differential for working between 6:00pm and 8:00am. The City agreed to change this differential from $1.44 per hour to 6% of base pay. This change reflects the different levels of knowledge or skill provided by employees based on their experience or tenure with the City. 7. Bilingual Premium The City currently provides a bilingual premium to those employees who are in a position that requires significant use of another language. In order to qualify for the premium, employees must pass a language test. Further, the position must be identified as one that requires the need to communicate in another language. The City agreed to increase this differential from $35 per pay period to $50 per pay period. This increase is to acknowledge the level of skill that is needed in order to provide a high level of customer service in another language. 8. Safety Shoe Allowance The City currently reimburses employees 75% of the cost of job-related safety shoes with no specification to how many boots per year an employee may purchase. In order to fix the cost, the City and SEIU agreed to provide reimbursement up to $400 per fiscal year. Fixing the reimbursement amount will help the City control the cost of safety shoes. 9. Tuition Reimbursement The City and SEIU agreed to implement a tuition reimbursement program. The program is intended to provide educational and career development opportunities including licenses and certifications that are job related. The City will provide up to $100,000 per fiscal year for tuition reimbursement for successful completion of career related undergraduate or graduate level courses. The maximum reimbursement will be one thousand five hundred dollars ($1,500) per employee for each fiscal year of the MOU. Any unexpended funds from one year will be carried forward to the next year. 10. Other Changes for Efficiency and Clean – up Additional, minor language changes related to efficiency and cleaning up old language, including: • Updating meal reimbursement in accordance with City Policy limits which are based on the U.S. General Services Administration (GSA) per diem rates. • Creating a labor management meeting committee to discuss wellness program ideas. • Update to the Apprenticeships programs • Update to the City’s recovery of training costs for various training programs 1 MEMORANDUM OF AGREEMENT Between CITY OF PAL0 ALTO and I.A.F.F. LOCAL 1319 July 1, 2014 – June 30, 2018 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 2 PREAMBLE ________________________________________________________________________ 6 ARTICLE I - RECOGNITION ___________________________________________________________ 6 SECTION 1. RECOGNITION. ____________________________________________________________________ 6 ARTICLE II - NO DISCRIMINATION _____________________________________________________ 6 SECTION 1. NO DISCRIMINATION. _______________________________________________________________ 6 SECTION 2. FREE CHOICE. ____________________________________________________________________ 6 SECTION 3. HUMAN RELATIONS COMMITTEE. _____________________________________________________ 6 ARTICLE III - PAYROLL DEDUCTIONS – AGENCY SHOP __________________________________ 7 SECTION 1. PAYROLL DEDUCTIONS AND WRITTEN AUTHORIZATION. ___________________________________ 7 SECTION 2. AGENCY SHOP. ___________________________________________________________________ 7 ARTICLE IV - UNION ACTIVITIES ______________________________________________________ 8 SECTION 1. ON-DUTY TIME. ___________________________________________________________________ 8 SECTION 2. INTEROFFICE MAIL, BULLETIN BOARDS, AND E-MAIL. _____________________________________ 8 SECTION 3. USE OF MEETING PLACES. ___________________________________________________________ 9 ARTICLE V - NO STRIKES ____________________________________________________________ 9 SECTION 1. NO STRIKES.______________________________________________________________________ 9 ARTICLE VI - PROBATIONARY PERIOD _________________________________________________ 9 SECTION 1. TENTATIVE AND SUBJECT TO PROBATIONARY PERIOD. _____________________________________ 9 SECTION 2. PART OF TESTING PROCESS. __________________________________________________________ 9 SECTION 3. SUSPENSION OR TERMINATION. _______________________________________________________ 9 ARTICLE VII - SALARY PROVISIONS __________________________________________________ 10 SECTION 1. BASE WAGE RATES. ______________________________________________________________ 10 SECTION 2. OUT-OF-CLASS COMPENSATION. _____________________________________________________ 10 SECTION 3. PAY FOR COURT APPEARANCE. ______________________________________________________ 11 SECTION 4. CLASSIFICATIONS. ________________________________________________________________ 11 ARTICLE VIII - PAY DIFFERENTIALS __________________________________________________ 11 SECTION 1. PARAMEDIC DIFFERENTIAL. ________________________________________________________ 11 SECTION 2. HAZ MAT DIFFERENTIAL. __________________________________________________________ 12 SECTION 3. FIRE INSPECTOR DIFFERENTIAL. _____________________________________________________ 12 ARTICLE IX - HOLIDAYS ____________________________________________________________ 12 SECTION 1. NAMED HOLIDAYS. _______________________________________________________________ 12 SECTION 2. CONDITIONS. ____________________________________________________________________ 13 ARTICLE X - OVERTIME COMPENSATION ______________________________________________ 13 SECTION 1. COMPENSATION. _________________________________________________________________ 13 ARTICLE XI - APPARATUS STAFFING _________________________________________________ 13 ARTICLE XII - FIRE DEPARTMENT PROGRAMS _________________________________________ 14 SECTION 1. PROGRAMS. _____________________________________________________________________ 14 ARTICLE XIII - WORK ASSIGNMENTS AND TRANSFERS _________________________________ 14 SECTION 1. SHIPOUTS. ______________________________________________________________________ 14 SECTION 2. VACATION RELIEF POSITIONS. ______________________________________________________ 15 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 3 SECTION 3. TRANSFER REQUESTS. _____________________________________________________________ 15 SECTION 4. SPECIAL ASSIGNMENTS. ___________________________________________________________ 15 SECTION 5. CONTINUOUS HOURLY SERVICE. _____________________________________________________ 15 ARTICLE XIV - TRAINING COORDINATION _____________________________________________ 15 SECTION 1. COORDINATION. _________________________________________________________________ 15 ARTICLE XV - PARAMEDIC ASSIGNMENT ______________________________________________ 16 SECTION 1. LIMIT OF ELIGIBILITY. _____________________________________________________________ 16 SECTION 2. ADDITIONAL CANDIDATE TRAINING. __________________________________________________ 16 SECTION 3. INCENTIVES. ____________________________________________________________________ 16 SECTION 4. PROCTORING. ___________________________________________________________________ 16 ARTICLE XVI - FIRE FIGHTER APPRENTICE PROGRAM __________________________________ 16 SECTION 1. IMPLEMENTATION. _______________________________________________________________ 16 SECTION 2. BEGINNING FIRE FIGHTING SUPPRESSION WORK. ________________________________________ 17 SECTION 3. TESTING PROCESS. ________________________________________________________________ 17 ARTICLE XVII - PROMOTION _________________________________________________________ 17 SECTION 1. PROMOTION STEP LEVEL.___________________________________________________________ 17 SECTION 2. PROMOTION PROCESS INFORMATION. _________________________________________________ 17 ARTICLE XVIII - REDUCTION IN FORCE ________________________________________________ 17 SECTION 1. ORDER OF REDUCTION. ____________________________________________________________ 17 ARTICLE XIX - SELECTIVE CALL BACK WITH REGARD TO RESIDENCY ____________________ 17 SECTION 1. IN CASE OF EMERGENCY ___________________________________________________________ 17 ARTICLE XX - HEALTH BENEFITS ____________________________________________________ 17 SECTION 1. MAINTENANCE OF LEVELS __________________________________________________________ 17 SECTION 2. VISION CARE. ___________________________________________________________________ 17 SECTION 3. PEMHCA HEALTH PLAN. __________________________________________________________ 18 ARTICLE XXI - DENTAL BENEFITS ____________________________________________________ 21 SECTION 1. LEVEL OF BENEFITS. ______________________________________________________________ 21 SECTION 2. PREMIUMS. ______________________________________________________________________ 21 SECTION 3. ORTHODONTIA BENEFIT MAXIMUM. __________________________________________________ 21 ARTICLE XXII - LIFE INSURANCE _____________________________________________________ 21 SECTION 1. PREMIUMS. ______________________________________________________________________ 21 ARTICLE XXIII - RETIREMENT BENEFITS ______________________________________________ 21 SECTION 1. PERS RETIREMENT FORMULA. ______________________________________________________ 21 SECTION 2. PERS MEMBER CONTRIBUTION. _____________________________________________________ 22 SECTION 3. ADDITIONAL EMPLOYEE PERS CONTRIBUTIONS _________________________________________ 22 SECTION 4. OPTION 2 DEATH BENEFIT. _________________________________________________________ 23 SECTION 5. MILITARY SERVICE CREDIT. ________________________________________________________ 23 SECTION 6. 1959 SURVIVOR BENEFIT. __________________________________________________________ 23 ARTICLE XXIV - RETIREMENT MEDICAL PLAN _________________________________________ 23 SECTION 1. RETIREE MEDICAL COVERAGE FOR UNIT EMPLOYEES HIRED BEFORE JANUARY 1, 2004: ___________ 23 ARTICLE XXV - DEPENDENT CARE ASSISTANCE PROGRAM (DCAP) ______________________ 24 SECTION 1. DCAP. _________________________________________________________________________ 24 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 4 ARTICLE XXVI - VACATION ACCRUAL ________________________________________________ 24 SECTION 1. ACCRUAL RATE. _________________________________________________________________ 24 SECTION 2. UNUSED AT TERMINATION. _________________________________________________________ 24 SECTION 3. LIMITS. ________________________________________________________________________ 25 ARTICLE XXVII - USE OF VACATION __________________________________________________ 25 SECTION 1. MAXIMUM NUMBER OF SLOTS. ______________________________________________________ 25 SECTION 2. APPROVALS. _____________________________________________________________________ 25 SECTION 3. VACATION PAY. _________________________________________________________________ 25 SECTION 4. ILLNESS ON VACATION. ____________________________________________________________ 25 SECTION 5. WHEN TO BE TAKEN. ______________________________________________________________ 25 SECTION 6. LIMITATION ON USE. ______________________________________________________________ 25 SECTION 7. WAITING PERIOD. ________________________________________________________________ 25 SECTION 8. DOUBLE COMPENSATION PROHIBITED. ________________________________________________ 25 SECTION 9. CASH OUT OPTION. _______________________________________________________________ 26 ARTICLE XXVIII - SICK LEAVE________________________________________________________ 26 SECTION 1. STATEMENT OF POLICY. ___________________________________________________________ 26 SECTION 2. ELIGIBILITY. ____________________________________________________________________ 26 SECTION 3. ACCRUAL. ______________________________________________________________________ 26 SECTION 4. ACCUMULATION. _________________________________________________________________ 26 SECTION 5. USE. __________________________________________________________________________ 26 SECTION 6. DEPLETION OF SICK LEAVE BENEFITS. ________________________________________________ 27 SECTION 7. FORFEITURE UPON TERMINATION. ___________________________________________________ 27 SECTION 8. PAYMENT FOR ACCUMULATED SICK LEAVE. ___________________________________________ 27 SECTION 9. PERSONAL BUSINESS LEAVE CHARGEABLE TO SICK LEAVE. _______________________________ 27 SECTION 10. RETURN TO WORK OR CONTINUE WORK WITH LIMITED DUTY. ____________________________ 27 ARTICLE XXIX - SUBPOENAS ________________________________________________________ 28 ARTICLE XXX - WORKERS' COMPENSATION ___________________________________________ 28 SECTION 1. STATUS REPORTING WHILE ON DISABILITY. ____________________________________________ 28 ARTICLE XXXI - PHYSICAL FITNESS MEDICAL EXAMINATIONS ___________________________ 28 ARTICLE XXXII- LEAVES OF ABSENCE WITHOUT PAY ___________________________________ 28 SECTION 1. DISABILITY. _____________________________________________________________________ 28 SECTION 2. OTHER LEAVES. _________________________________________________________________ 28 SECTION 3. ACCRUED VACATION CREDITS. ______________________________________________________ 28 SECTION 4. APPROVAL OF DEPARTMENT HEAD. __________________________________________________ 29 SECTION 5. APPROVAL BY CITY MANAGER. _____________________________________________________ 29 SECTION 6. ABSENCE WITHOUT LEAVE. ________________________________________________________ 29 SECTION 7. LEAVE OF ABSENCE; DEATH OUTSIDE THE IMMEDIATE FAMILY. ____________________________ 29 SECTION 8. MILITARY LEAVE OF ABSENCE. _____________________________________________________ 29 ARTICLE XXXIII - LEAVES OF ABSENCE WITH PAY _____________________________________ 29 SECTION 1. CITY MANAGER GRANTED LEAVES. __________________________________________________ 29 SECTION 2. COUNCIL GRANTED LEAVE. ________________________________________________________ 29 SECTION 3. EMPLOYEE'S TIME OFF TO VOTE. ____________________________________________________ 29 SECTION 4. LEAVES OF ABSENCE; DEATH IN IMMEDIATE FAMILY. ____________________________________ 30 SECTION 5. JURY DUTY; LEAVE OF ABSENCE. ____________________________________________________ 30 ARTICLE XXXIV – VOLUNTEER LEAVE PROGRAM ______________________________________ 30 ARTICLE XXXV- TUITION REIMBURSEMENT ___________________________________________ 31 SECTION 1. OPTIONS. _______________________________________________________________________ 31 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 5 ARTICLE XXXVI - PER DIEM TRAVEL EXPENSES _______________________________________ 32 SECTION 1. CITY BUSINESS. __________________________________________________________________ 32 ARTICLE XXXVII - HOUSE FUND ITEMS ________________________________________________ 32 SECTION 1. STATION HOUSE FUND. ____________________________________________________________ 32 SECTION 2. NON-FOOD HOUSE ITEMS __________________________________________________________ 32 ARTICLE XXXVIII - PARKING _________________________________________________________ 32 SECTION 1. ENTITLEMENTS. __________________________________________________________________ 32 ARTICLE XXXIX- GRIEVANCES _______________________________________________________ 32 ARTICLE XL- SAFETY COMMITTEE ___________________________________________________ 35 SECTION 1. COMMITTEE _____________________________________________________________________ 35 ARTICLE XLI – MISCELLANEOUS _____________________________________________________ 35 SECTION 1. T-SHIRTS. _______________________________________________________________________ 35 SECTION 2. REMOVAL OF DISCIPLINARY ACTIONS. ________________________________________________ 35 ARTICLE XLII - FULL UNDERSTANDING _______________________________________________ 35 SECTION 1. FULL AND ENTIRE UNDERSTANDING. __________________________________________________ 35 SECTION 2. FAIR LABOR STANDARDS ACT. ______________________________________________________ 35 SECTION 3. SEVERABILITY. __________________________________________________________________ 35 SECTION 4. GOOD FAITH. ____________________________________________________________________ 35 SECTION 5. MERIT SYSTEM RULES AND REGULATIONS. ____________________________________________ 35 SECTION 6. STATION CONSOLIDATION OR RELOCATION . ____________________________________________ 36 SECTION 7. MEET AND CONFER. _______________________________________________________________ 36 ARTICLE XLIII – 48/96 WORK SCHEDULE PILOT PROGRAM ______________________________ 36 ARTICLE XLIV - DURATION __________________________________________________________ 36 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 6 MEMORANDUM OF AGREEMENT CITY OF PAL0 ALTO and I.A.F.F. LOCAL 1319 July 1, 2014 - June 30, 2018 PREAMBLE This Memorandum of Agreement between the City of Palo Alto, hereinafter referred to as the "City", and Local 1319, International Association of Fire Fighters, hereinafter referred as the "Union", has been prepared and entered into in accordance with Title I, Division 4, Chapter 10, Sections 3500-3510 of the California Government Code and Chapter 12 of the City of Palo Alto Merit System Rules and Regulations. ARTICLE I - RECOGNITION Section 1. Recognition. The City recognizes the Union as the exclusive representative of an employee group consisting solely of the classifications of Fire Apparatus Operator, Fire Fighter, Fire Captain, Fire Captain (forty-hour assignment), Fire Inspector, Hazardous Materials Specialist, and Hazmat Inspector, who are regularly employed by the City and others as amended into the representation unit from time to time under existing law and the Merit System Rules and Regulations. ARTICLE II - NO DISCRIMINATION Section 1. No Discrimination. The Union and the City hereby agree that there shall be no discrimination because of race, color, age, disability, sex, national origin, sexual orientation, political or religious affiliation under this Agreement. There shall be no discrimination in employment conditions or treatment of employees on the basis of membership or non-membership in the Union, or participation in the lawful activities of the Union. Section 2. Free Choice. The Union and the City hereby agree to protect the rights of all employees to exercise their free choice to join the Union and to abide by the express provisions of applicable State and local laws. Section 3. Human Relations Committee. A Human Relations Committee will include up to five members appointed by the Union executive board and at least two members of management with representation from the Fire and Human Resources Departments. The committee may make recommendations to management regarding recruitment outreach, equal employment opportunity and career development programs. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 7 ARTICLE III - PAYROLL DEDUCTIONS – AGENCY SHOP Section 1. Payroll Deductions and Written Authorization. The City shall deduct Union membership dues and pay other mutually agreed upon payroll deduction from the bi-weekly pay of member employees. The dues deduction must be authorized in writing by the employee on an authorization card acceptable to the City and the Union. The City shall remit the deducted dues to the Union as soon as possible after deduction. All Union members on payroll deduction for payment of Union dues as of 5:00 p.m. on the tenth day following signing of this Memorandum of Agreement must remain on payroll deduction for the life of the Memorandum of Agreement, or so long as they remain members of the representation unit. Union members who establish dues payroll deduction during the term of the Memorandum of Agreement must remain on payroll deduction for the life of the Memorandum of Understanding, or so long as they remain members of the representation unit. Union members on dues payroll deduction may declare their intention to terminate such payroll deduction following expiration of this Memorandum of Agreement during the thirty-day period between sixty and ninety days prior to expiration of the Memorandum of Agreement. Section 2. Agency Shop. Pursuant to legislation enacted by SB 739 and amendment to the Meyers-Milias-Brown Act, the City and the Union agree to abide by the following provisions as they relate to an agency shop and an agency shop election. a. Agency Shop as defined under Meyers-Milias Brown means “an arrangement that requires an employee, as a condition of continued employment, either to join the recognized employee organization, or to pay the organization a service fee in an amount not to exceed the standard initiation fee, periodic dues, and general assessments of the organization.” The City and the Union agree that an agency shop arrangement between the City and the Union shall be placed in effect upon ratification of this agreement. b. Any employee who is a member of a bona fide religion, body, or sect that has historically held conscientious objections to joining or financially supporting public employee organizations shall not be required to join or financially support any public employee organization as a condition of employment. The employee may be required, in lieu of periodic dues, initiation fees, or agency fees, to pay sums equal to the dues, initiation fees, or agency fees to a nonreligious, nonlabor charitable fund exempt from taxation under Section 501(c)(3) of the Internal Revenue Code, chosen by the employee from a list of at least three organizations, or if the memorandum of understanding between the City and the Union fails to designate the funds, then to any such fund chosen by the employee. Proof of the payments shall be made on a monthly basis to the City as a condition of continued exemption from the requirement of financial support to the Union. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 8 c. Covered employees shall execute written authorization for either Union dues deductions, the agency fee, or, if eligible, the charitable contribution. In the absence of a written authorization the City shall deduct the agency fee from the employees’ paycheck. d. If implemented, an agency shop provision may be rescinded by a majority vote of all the employees in the unit covered by the Memorandum of Understanding pursuant to the Meyers-Milias-Brown Act. e. The Union shall keep an adequate itemized record of its financial transactions and shall make available annually, to the City and to the employees who are members of the organization, within 60 days after the end of its fiscal year, a detailed written financial report thereof in the form of a balance sheet and an opening statement, certified as to accuracy by its president and treasurer or corresponding principal officer, or a certified public accountant. f. The Union shall indemnify and hold the City harmless against any liability arising from any claims, demands, or other action relating to the City’s compliance with the agency shop obligation. The Union shall comply with all statutory and legal requirements with respect to Agency Shop. ARTICLE IV - UNION ACTIVITIES Section 1. On-Duty Time. Local 1319 officers may use a reasonable amount of on-duty time to attend to Union business specifically related to representation of employees so long as: a. Staffing is available b. Operations are not interrupted c. Advance approval is obtained from the Battalion Chief or Operations Chief Section 2. Interoffice Mail, Bulletin Boards, and E-Mail. The Union shall have access to interoffice mail and existing bulletin boards in unit employee work areas for the purpose of posting, transmitting, or distributing notice or announcements including notices of social events, recreational events, Union membership meetings, result of elections and reports of minutes of Union meetings. Any other material must have prior approval of the Operations Chief or Fire Chief. Action on approval will be taken within 24 hours of submission. The Union may send e-mail messages only for the purposes set forth above. The I.T. Division will maintain the IAFF list. The Union access to e-mail is based on the following conditions: a. E-Mails to the IAFF list will be copied to the Fire Chief or Operations Chief at distribution. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 9 b. E-Mails to the IAFF list will only be sent by the Executive Board Members. Section 3. Use of Meeting Places. The Union shall have the right to reserve City meeting and conference rooms for use during non-working hours or as subject to Battalion Chief approval. Such meeting places will be made available in conformity with City regulations and subject to the limitations of prior commitment. ARTICLE V - NO STRIKES Section 1. No Strikes. The Union, its representatives, or members, shall not engage in or cause, instigate, encourage, sanction, or condone a strike, withholding of services, leave of absence abuse, work stoppage or work slowdown of any kind against the City of Palo Alto or its citizens by employees covered under this Agreement. No employee shall refuse to cross any picket line in the conduct of Fire Department business, nor shall the Union, its representatives or members discriminate in any way toward anyone who refuses to participate in a strike, or any of the job actions cited above. ARTICLE VI - PROBATIONARY PERIOD Section 1. Tentative and Subject to Probationary Period. All original appointments to regular or part-time municipal service positions shall be tentative and subject to a probationary period, fixed by the appointing authority at the time of appointment, or sixteen (16) months. Section 2. Part of Testing Process. The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee's qualifications, for ensuring the effective adjustment of a new employee to the position and for rejecting any probationary employee who, in the opinion of management, is not suitable to attain permanent status. Section 3. Suspension or Termination. During the probationary period a new employee may be suspended or terminated at any time by the appointing authority without cause and without right of appeal or to submit a grievance. Said employee shall not have the right to proceed to arbitration on the issue of arbitrability or on the issue of its constitutional or discovery rights, nor those of any employee by reason of the foregoing. The Union shall not be a party to any lawsuit relating to the termination of a probationary employee. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 10 ARTICLE VII - SALARY PROVISIONS Section 1. Base Wage Rates. a. The base wage rates of bargaining unit classifications will be as set forth in Appendix A of this MOA. b. Effective the full pay period following City Council approval, a 2.5% general salary increase and a 5% market adjustment will be applied to the salary ranges of all represented classes. c. Effective with the pay period including June 30, 2016 a 2.5% general salary increase and a 8% market adjustment will be applied to the salary ranges of all represented classes. d. Effective with the pay period including June 30, 2017 a 2.5% percent general salary increase will be applied to the salary ranges of all represented classes. e. Total Compensation Market Study. The City will conduct a total compensation survey by November 2017 using the criteria listed below (Total Compensation and Survey Database). Data shall include the contributions in effect up until the November 2017 period. If the City’s survey shows that the Fire Fighter benchmark based on the median is under the market median, the City shall confer a market adjustment to place the benchmark to the median of market, up to a cap of two and a half percent (2.5%), effective the last pay period in December 2017. Total Compensation and Survey Database Management and the Union have agreed to a compensation survey database structure. Survey Cities include: Alameda, Berkeley, Fremont, Hayward, Menlo Park Fire District, Milpitas, Mountain View, Redwood City, Pleasanton, San Jose, San Mateo, San Ramon Fire District, Santa Clara, Santa Clara County and South San Francisco. Compensation Criteria includes: top step salary, maximum longevity, maximum education, uniform allowance, EMT differential, Hazmat differential, deferred compensation, employee pick up of employer pension costs (Negative EPMC), and maximum City paid benefits (medical, dental, vision, life insurance, LTD, and EAP). The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers. Section 2. Out-of-Class Compensation. All represented employees who are assigned work in a higher classification for longer than four (4) continuous hours will be compensated at a higher pay rate for all hours worked during the out-of-class assignment. This provision applies as follows: DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 11 Fire Fighter, Apparatus Operator, Captain or Inspector working in a higher classification: Step to step. Representation unit classification working as a Battalion Chief, 10% above 5th-Step Captain, but not to exceed 93% of Battalion Chief control point. Representation unit classification working in any other management position, within the range of the management position. Section 3. Pay for Court Appearance. Sworn Fire personnel appearing in court for the People shall be compensated as follows: Period Rate Minimum a. Appearance on scheduled Time and one-half at 4 hours day off 40-hour rate b. Any or all court time Straight time during None during scheduled shift shift at 56-hour rate c. Appearance on scheduled Time and one-half at 2 hours work day but not during 40-hour rate (2 hour minimum, may scheduled shift not run into shift time) The employee shall remit all fees received for such appearances to the City within thirty days from the termination of his/her services. Compensation for mileage or subsistence allowance shall not be considered as a fee and shall be retained by the employee. Section 4. Classifications. The Haz Mat Inspector position will be paid at the same level as the Fire Inspector (603). One Fire Captain position will be assigned to a Fire Captain (Forty-hour Assignment) with the pay set at 5% above the Fire Captain. ARTICLE VIII - PAY DIFFERENTIALS Unit employees are eligible for the following pay differentials. Notwithstanding any provision of this agreement, total differential pay shall not exceed seventeen and a half percent (17.5%). Section 1. Paramedic Differential. Paramedics who have completed the required training and have been accredited in accordance with the program and possess their paramedic license, will receive a 12.5% differential in addition to their base salary effective beginning with the date of assignment to rotational Paramedic duty. The Paramedic salary differential will terminate with the cessation of assignment to rotational Paramedic duty. On or before 09/28/2015, employees Y-rated and those who have submitted their letters to Y-rate will be Y-rated. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 12 Section 2. Haz Mat Differential. A maximum of fifteen positions who are Haz Mat trained and certified will receive a 5% differential in addition to their base salary. This differential does not apply to minimum staffing replacements. Section 3. Fire Inspector Differential. Fire inspector personnel including Haz Mat inspectors and Haz Mat specialists who have been trained as fire investigators and who are regularly assigned to fire investigation duties by the Chief shall be compensated with premium pay in the amount of $500 per month. The Chief reserves the right to determine who is regularly assigned to such duties. Section 4. EMT Differential. Effective the first full pay period after adoption of the successor MOU, the City shall roll the 3% EMT differential pay into the base pay. After this one time conversion is added to base pay, this shall constitute the City’s incentive payment for EMT skills. This conversion shall be cost neutral during the term of this MOU. In the event an employee’s EMT certification expires, the employee will be taken off the line and placed in an unpaid status until the employee can submit proof of EMT recertification. ARTICLE IX - HOLIDAYS Section 1. Named Holidays. The following holidays are recognized as municipal holidays for pay purposes, and regular, employees shall have these days off with pay, except as otherwise provided in these rules: January 1 Veterans’ Day, November 11 Third Monday in January Thanksgiving Day Third Monday in February Day after Thanksgiving Day Last Monday in May December 25 July 4th Either December 24, or December 31 as provided below First Monday in September Second Monday in October 149.5 hours is the total amount of holiday hours paid annually to an employee divided by 26 payroll periods which equals 5.75. Shift personnel shall receive pay in lieu of taking paid leave for accrued holidays. Such paid hours are in addition to the normal biweekly base pay. Shift personnel will accumulate a biweekly amount of 5.75 hours. Hours are prorated and accrued based on hours actually worked. If employees elect to be paid for these hours at any time before the scheduled payoff, they must make sure they have sufficient hours in their Holiday account and record the hours on their timecard in the total columns of the timecard only. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 13 Accrued Holiday balances will be automatically paid off in the months of June and December. Section 2. Conditions. a. Personnel assigned to a 40-hour work schedule will receive paid holidays in accordance with Sections 517 and 518 of the Merit System Rules and Regulations. b. Personnel assigned to a 40-hour work schedule will receive floating days off with pay in each of the following months: August, September, March, April, and June. The following conditions will hold: (1) Management will designate the schedule of the paid day off under this section at least thirty days in advance. (2) If, in conformance with this section, Management is unable to schedule a day off in the month indicated for reasons of shift operations, work scheduling or any other reason, the day will be added to the employee's vacation accrual. (3) If an employee fails to take a day off as scheduled by Management under this section, the day off so scheduled will be forfeited. ARTICLE X - OVERTIME COMPENSATION Section 1. Compensation. Shift personnel assigned to overtime relief duty in addition to their regular 56-hour shift schedule shall receive overtime compensation at a rate of one and one-half times the employee's basic 56-hour rate, or out-of-class rate if such applies, for all hours of the relief duty shift. Required off-duty training will be compensated at the rate of one and one-half times the basic 40-hour rate or as otherwise agreed. Emergency callback will be compensated at a rate of one and one- half times the basic 40-hour rate to a maximum of 8 hours, and at a rate of one and one-half times the basic 56-hour rate for those hours in excess of 8 hours. Overtime duty assignments will first be made from the voluntary overtime list. If such assignments cannot be filled from the voluntary overtime list, the vacant position will be filled by moving up on-shift personnel through out-of class assignment. Any remaining vacancy will then be filled by overtime duty assignment made in reverse order of hire date seniority according to specialty and qualifications required to be assigned. The overtime duty assignment seniority list will be adjusted annually on October 31. ARTICLE XI - APPARATUS STAFFING DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 14 Engine, truck and combination rescue companies shall be deployed for emergency services purposes at the level of one Fire Captain, one Fire Apparatus Operator and one Fire Fighter. Paramedic ambulance staffing shall be two personnel; the City will dispatch personnel on Emergency Medical Service calls such that a minimum of 1 licensed paramedic responds. The Foothill Fire Station #8, when activated by the Fire Chief, shall be staffed with a minimum of one Fire Apparatus Operator and one Fire Fighter. City may dispatch a two-person quick response vehicle with a minimum of 1 paramedic. ARTICLE XII - FIRE DEPARTMENT PROGRAMS Section 1. Programs. The Union agrees to continue its cooperation and participation in existing weather station and community blood pressure screening and measurement programs. ARTICLE XIII - WORK ASSIGNMENTS AND TRANSFERS It is the intent of the Palo Alto Fire Administration and Local 1319 that work assignments and transfers will reflect the best interests of the Fire Department and the City. The Fire Department will maintain a constant state of readiness to defend against fire and other disasters. It is therefore imperative that all Fire Department divisions assign personnel in the best manner to respond to the needs of the City and the Department. It is also acknowledged that the Fire Chief is responsible to make and/or approve the work assignments or transfers of Fire Department personnel. The Fire Chief or designee will maintain a four-year station and shift assignment, seniority-based bid system covering the following classifications within Fire Operations on a rotational basis: Fire Captain, Apparatus Operator and Fire Fighter. The Fire Chief, or his designee, shall initiate personnel assignments and transfers to balance platoon or division strength, fill permanent or temporary vacancies and provide required training to individual personnel. Such assignments will be based on seniority, except where career development, training, special assignments, skills and documented performance issues are specifically identified in writing, management may make assignments based on such issues. For purposes of this article, seniority shall be computed from the date of entry into the current classification. Section 1. Shipouts. When possible, least senior Fire Fighters will be given short term or shipout relief duty. In order to maintain training continuity, shipouts of probationary personnel will not be permitted during the first three-month training cycle. Probationary fire fighters will be assigned to Stations 1, 2, 3, 4, 5, or 6 during their probationary period, filling vacancies first, when possible. Upon completion of the first three-month training cycle, the probationary fire fighter will be eligible for short term or shipout relief duty. If after completion of the first three-month training cycle, a probationary employee fails any monthly testing process, or is the subject of identified DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 15 training needs, the probationary employee will be removed from short term or shipout relief duty for a 60-day period. Section 2. Vacation Relief Positions. In order that platoon strengths can be balanced more quickly and to reduce the need for excess overtime, two positions will be designated for vacation relief. These positions will be the lowest two on the Department seniority list who have completed their probationary period. a. The vacation relief persons will be assigned to one station when not on relief assignment. b. Relief assignment can be made to any Station or shift where a shortage of personnel will cause unnecessary overtime. c. Shortages may be caused by vacation, sick leave, disability or any leave of absence that causes a shift to be short of personnel while another has a surplus. d. Shift transfers will be made so as not to cause the relief person to work more than the prescribed number of hours in the prescribed period. e. Relief assignments will be made and hours will be coordinated by the Battalion Chief's office. Section 3. Transfer Requests. Non-probationary fire personnel may submit transfer requests to their immediate supervisor to be forwarded to the appropriate chief officer. Providing that Departmental needs are satisfied, such transfers will be administered using first a mutually agreeable exchange, secondly seniority. The transfer requests shall remain on file during the year and may be granted when a vacancy occurs, providing the requesting employee possesses the experience and performance ability required to fill the vacancy. Section 4. Special Assignments. Management reserves the right to assign personnel to career development opportunities, special projects, seminars, programs and selected educational and/or training courses, based on Fire Department needs and the performance of the employee. . Section 5. Continuous Hourly Service. Continuous hours of service in excess of 72 hours are subject to approval by the Fire Chief or designee. Approval may be granted when an employee has not been engaged in a greater than usual level of activity or is not fatigued. ARTICLE XIV - TRAINING COORDINATION Section 1. Coordination. Three shift employees per platoon may be assigned to assist the Training Officer in the coordination, preparation and scheduling of the training DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 16 program. It is agreed that volunteers will first be sought for such assignment, and further agreed that the details of this section shall be established by mutual agreement between the Fire Chief and the Union. ARTICLE XV - PARAMEDIC ASSIGNMENT Section 1. Limit of Eligibility. The City reserves the right to limit eligibility for the Paramedic Program to the Fire Fighter classification. The City may, at its discretion, add other classifications within the represented bargaining unit to meet the need of program changes. Differentials for other classifications will be as provided in Article VIII, Section 1. Section 2. Additional Candidate Training. As the Program progresses, Management will assess the need for training additional Paramedic candidates. It is Management's intention to provide for such additional training as necessary for Program continuity. Section 3. Incentives. Paramedics will receive a one-time cash payment of $500 for each biennial recertification. This provision applies only to active incumbents of authorized paramedic positions who remain in the paramedic assignment for at least one additional year after recertification. The one year requirement after recertification does not apply to those paramedics who may leave the program because of work- related injury or illness, or promotion, nor does it apply when a paramedic is asked by management to recertify in order to voluntarily extend their paramedic service to meet special departmental needs for a period of less than one year. Section 4. Proctoring. Paramedic proctoring assignments will be made by the Chief from among qualified volunteers. Payment of $600 will be made to the primary proctoring paramedic at the conclusion of each proctoring assignment. The Chief or his or her designee will maintain a list of qualified proctors from among volunteers. Personnel will be selected by the Fire Chief or his or her designee from the list to serve as paramedic proctors. If a conflict arises between the City and the Union regarding the Proctor Program, either side may suspend the program at the annual renewal period and shall remain suspended until a resolution or agreement is reached. ARTICLE XVI - FIRE FIGHTER APPRENTICE PROGRAM Section 1. Implementation. The Union agrees to assist the City in the implementation of an apprentice, training and equal employment opportunity program. Trainees under such programs shall be provided with all benefits, including retirement benefits, of other fire fighters except salary. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 17 Section 2. Beginning Fire Fighting Suppression Work. Employees hired under the apprentice training program may begin fire fighting suppression work after they have reached the Trainee II level. . Section 3. Testing Process. Local 1319 shall be represented and entitled to participate in all stages of the testing process, and representatives from Local 1319 shall make recommendations to the department concerning the qualifications of any apprentice. ARTICLE XVII - PROMOTION Section 1. Promotion Step Level. All regular promotions from classifications within the representation unit to the classification of Fire Captain will be made at the fifth step on the salary range. Section 2. Promotion Process Information. For promotions to positions within the representation unit, promotion process information will be available in the Human Resources Department office at the time of posting. Information will include applications, minimum qualifications, study material reference information, if appropriate, and information on passing scores. Any changes in an established testing process must be submitted in writing to the Union for review and input no fewer than 60 days prior to the beginning of the process. ARTICLE XVIII - REDUCTION IN FORCE Section 1. Order of Reduction. If the work force is reduced (reduction in force) within a represented classification, unit employees having the shortest length of service with the Fire Department will be laid off first so long as employees retained are fully qualified, trained and capable of performing remaining work. ARTICLE XIX - SELECTIVE CALL BACK WITH REGARD TO RESIDENCY Section 1. In Case of Emergency Management may use selective call back with regard to residency in cases of emergency. ARTICLE XX - HEALTH BENEFITS Section 1. Maintenance of Levels Except as otherwise set forth herein, the City will maintain the present level of benefits on all City-sponsored medical programs. Section 2. Vision Care. The City offers vision care coverage for employees and dependents. Coverage is equivalent to $20 Deductible Plan A under the Vision Service DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 18 Plan, with monthly premiums paid by the employer. Dependents include domestic partners, as defined under Article XX Section 3(b). Section 3. PEMHCA Health Plan. a. ACTIVE EMPLOYEES: During the term of this contract, the maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: Medical Premium Category PEMHCA contribution* Up to a Total Maximum City Contribution Effective January 1, 2016 Up to a Total Maximum City Contribution Effective January 1, 2017 Up to a Total Maximum City Contribution Effective January 1, 2018 Employee only $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $773.00 $804.00 Employee plus one $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $1,544.00 $1,606.00 Employee Family $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $2,008.00 $2,088.00 Effective with the first pay period including January 1, 2016, the City’s total maximum DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 19 contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part-time employee is assigned to work. *PEMHCA minimum changes per statutory determination as of 2016. Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the amount listed in the “Total Maximum City Contribution” columns above. If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change. b. Active employee domestic partners whose domestic partnership is registered with the State of California may add their domestic partner as a dependent to their elected health plan coverage if the domestic partner is registered with the Secretary of State. Active employee domestic partners whose domestic partnership is not registered with the State but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for reimbursement of the actual monthly premium cost of an individual health plan, not to exceed 90% of the average monthly premium cost of individual coverage under the PEMHCA health plans in 2016. Effective with the first pay period including January 1, 2017, a stipend of two hundred eighty four ($284) per month toward the cost of an individual health plan will be provided. Evidence of premium payment will be required with request for reimbursement. c. Alternate Medical Benefit Program. For calendar year 2016, if a regular employee and/or the employee’s dependent(s) are enrolled in medical insurance through another employer-sponsored or association medical plan, the employee may opt for alternative medical insurance coverage through the other employer-sponsored or association plan and waives his/her right to the City of Palo Alto’s medical insurance coverage for same individuals. Employees electing alternative coverage and no City coverage will receive cash payments of approximately half of the “averaged monthly City contribution toward premiums” for their medical insurance coverage. “Averaged monthly premiums” are the average of the Kaiser HMO, Blue Shield HMO and PERS DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 20 Choice PPO premiums for the employee’s City medical coverage available through the Public Employee Retirement System (PERS). The monthly rates for 2016 are as follows: One party: $340.51 Two party: $681.02 Family: $885.33 Effective with the first pay period including January 1, 2017, if a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through any non-City of Palo Alto sponsored or association medical plan, the employee may choose to waive his/her right to the City of Palo Alto’s medical insurance coverage and receive cash payments in the amount of two hundred and eighty four dollars ($284) for each month City coverage is waived. Examples of waivers eligible for this payment are: • Employee waives all applicable City medical coverage; or • Employee is eligible to enroll his or her spouse or domestic partner and waives medical coverage for the spouse or domestic partner; or • Employee has additional eligible dependents and waives family-level medical coverage. Participation must result in a health insurance cost savings to the City and payments per employee shall not exceed a total of two hundred eighty four dollars ($284) per month. To participate in the program the employee and dependents must be eligible for coverage under PEMHCA medical plans, complete a waiver of medical coverage form, and provide proof of eligible alternative medical coverage. Payments will be made in the employee’s paycheck beginning the first month following the employee’s completion of the waiver form. Payments are subject to state and federal taxes and are not considered earnings under PERS law. Employees are responsible for notifying the City of any change in status affecting eligibility for this program (for example, life changes affecting dependent’s eligibility for medical coverage through the employee) and will be responsible for repayment of amounts paid by the City contrary to the terms of this program due to the employee’s failure to notify the City of a change in status. d. Dual Coverage. When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered only by one spouse. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 21 ARTICLE XXI - DENTAL BENEFITS Section 1. Level of Benefits. The City will maintain the present level of benefits on the City-sponsored dental program. Maximum benefits per calendar year shall be $2,000. Section 2. Premiums. The City shall pay all premium payments or equivalent self-insured program charges on behalf of employees and dependents who are eligible and enrolled for coverage under the existing dental plan. Dependents will include domestic partners, as defined under Article XX, Section 3(b). Section 3. Orthodontia Benefit Maximum. The City will provide a 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. ARTICLE XXII - LIFE INSURANCE Section 1. Premiums. The City currently pays the following amounts of premium on behalf of Fire personnel: Per Pay Period Per Month (Approx.) Basic Life Insurance and Basic ADD $.085 $ .185 (per $1,000 of coverage) The basic life insurance provided by the City shall equal the employee’s base monthly salary multiplied by twelve. ARTICLE XXIII - RETIREMENT BENEFITS Section 1. PERS Retirement Formula. Safety Pension Group A: 3%@50 Safety Retirement The City will continue the present benefits under the Public Employees' Retirement System (PERS) "3 percent at 50 (3%@50)" formula for employees hired before the effective date of the “3 percent at 55” (3%@55) formula for new hires as described herein. The final year compensation for employees hired under the 3% at 50 formula will continue to be “Single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one-year period otherwise designated by the member (Government Code section 20042). Safety Pension Group B: 3%@55 Safety Retirement Effective December 7, 2012, the City amended its contract with CalPERS to provide employees hired on or after that date who are not “new members” of CalPERS, as DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 22 defined in the Public Employees’ Pension Reform Act (ofter referred to as “classic” CalPERS members) with the CalPERS retirement formula three percent of final salary at age 55 (“3%@55”), with the final salary determination for such employees of “3 highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three-year period otherwise designated by the member (Government Code section 20037). Safety Pension Group C: 2.7% at Age 57 Safety Retirement Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two point seven percent at age 57 (2.7%@57) retirement formula with a three year final compensation period. Section 2. PERS Member Contribution. a. Employees in all represented classes in Pension Groups A and B described above will make the 9% PERS member contributions by payroll deduction b. Employees in all represented classes in Pension Group C described above shall pay the employee contribution required by the Public Employees’ Pension Reform Act, currently calculated at fifty percent (50%) of the normal cost. c. When employees pay their PERS Member Contribution pursuant to section 3a and 3b above, the City will provide for member contributions to be made as allowed under provisions of IRS Code Section 414(h)(2). Section 3. Additional Employee PERS contributions In addition to the PERS member contribution as required under section 2. a, b and c above, all employees in pension groups a, b and c shall contribute the additional following contributions: • Effective as soon as administratively possible all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required per CalPERS 20516 contract amendment, pay an additional 1% towards the Employer share of Pension. • Effective as soon as administratively possible but no sooner than the pay period that includes June 30, 2016, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 2%. • Effective as soon as administratively possible but no sooner than the DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 23 pay period that includes June 30, 2017, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 3%. Such contributions under CalPERS 20516 will be provided on a pre-tax basis to the extent allowable by law. Section 4. Option 2 Death Benefit. The City provides the Pre-Retirement Option Settlement 2 Death Benefit. The Pre-Retirement Optional Settlement 2 Death Benefit provides the spouse of a deceased member, who was eligible to retire for service at the time of death, with an alternate option to the lump sum Basic Death Benefit whereby the surviving spouse can elect a monthly allowance equal to the amount the member would receive if he/she had retired from service on the date of death and elected Optional Settlement 2 (the highest monthly allowance a member can leave a spouse). Section 5. Military Service Credit. The City will provide the Public Employees’ Retirement System benefit known as “Section 20930.3, Military Service Credit as Public Service.” Section 6. 1959 Survivor Benefit. The City will continue to provide the basic level of 1959 PERS Survivor Benefit to eligible employees in accordance with Government Code section 21571. ARTICLE XXIV - RETIREMENT MEDICAL PLAN Section 1. Retiree medical coverage for Unit employees hired before January 1, 2004: Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees that retire on or before December 31, 2006. Effective January 1, 2007 for an employee retiring on or after that date the City will pay up to the monthly medical premium for the 2nd most expensive plan offered to IAFF employees among the existing array of plans. However, the City contribution for an employee hired before January 1, 2004 who retires on or after December 1, 2011 shall be the same contribution amount it makes for active City employees. Effective upon ratification and adoption of this Agreement, the City shall provide active unit employees who were hired before January 1, 2004 with a one-time opportunity to opt-in to retiree health benefits provided under California Government Code section 22893. Eligible employees who wish to exercise this option shall inform the People, Strategy, and Operations department of their election in writing no later than 90 days following the ratification and adoption of this Agreement. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 24 Section 2. 20-Year Vesting for Retiree Medical Coverage for Unit Employees Hired On Or After January 1, 2004: a) The retiree health benefit provided in California Government Code section 22893 shall apply to all employees hired on or after January 1, 2004. Under this law, an employee is eligible to receive Fifty (50) percent of benefit after ten (10) years; each additional service credit year after Ten (10) years will increase employer credit by Five (5%) percent until Twenty (20) years is reached at which time employee is eligible for One Hundred (100%) percent of annuitant-only coverage and Ninety (90%) percent of the additional premium for dependents. ARTICLE XXV - DEPENDENT CARE ASSISTANCE PROGRAM (DCAP) Section 1. DCAP. The City will provide a dependent care assistance program for employees subject to the provisions of applicable law. The program will remain in effect subject to a reasonable minimum participation level and availability of third party administrative services at a reasonable cost. ARTICLE XXVI - VACATION ACCRUAL Section 1. Accrual Rate. All eligible fire suppression persons shall accrue vacation at the following rate for continuous service performed in a pay status. Non-shift representation unit employees shall accrue the 40-hour equivalent--one shift equals sixteen hours. a. For employees completing less than four years continuous service, the accrual rate shall be five duty shifts per year. b. For employees completing four but not more than nine years continuous service, the accrual rate shall be eight duty shifts per year. c. For employees completing nine but not more than 14 years continuous service, the accrual rate shall be 10 duty shifts per year. d. For employees completing 14 but less than 19 years continuous service, the accrual rate shall be 11 duty shifts per year. e. For employees completing 19 or more years continuous service, the accrual rate shall be 12 duty shifts per year. Section 2. Unused At Termination. Represented employees who fail to use all vacation as accrued may continue the accrual balance and be entitled to all accrued but unused vacation upon termination, except as limited below. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 25 Section 3. Limits. Vacation accrual balances shall be limited to three times the annual accrual rate. Accrual credit beyond this limit shall not be recognized or compensated, except that for employees of record as of January 1, 1984 who have vacation excess on a one-time basis shall be set aside (banked) to be subsequently used as vacation or paid at termination. No additions may be made to the bank. The bank is established only to facilitate changeover from unlimited to three times annual accrual rate limitation on vacation accrual as herein provided. ARTICLE XXVII - USE OF VACATION Section 1. Maximum Number of Slots. The maximum number of vacation scheduling slots for representation unit suppression employees is four (4) per platoon on a year- round basis. Section 2. Approvals. Vacation scheduling must be approved by the Battalion Chief or Fire Chief. The minimum is twelve (12) hours or more for suppression employees. Advance vacation schedules for suppression shall begin either at 8:00 a.m. or 8:00 p.m. Section 3. Vacation Pay. Vacation pay shall be made available in advance of regular pay day provided that employee requests such advance in writing to the Finance Department at least two weeks prior to his/her vacation date. The employee's supervisor must verify vacation date on the request. Section 4. Illness on Vacation. When an employee becomes ill while on vacation and such illness can be supported by a statement from an accredited physician or the employee is hospitalized for any period, the employee shall have the period of illness charged against sick leave and not against vacation leave. Section 5. When to be Taken. The time at which an employee may use accrued vacation leave and the amount to be taken at any one time shall be determined by the Chief with particular regard for the needs of the City, but insofar as possible, considering the wishes of the employee. Section 6. Limitation on Use. Employees may not use more than three times their annual rate of accrual in any calendar year period provided, however, that the Chief may grant exceptions to this limitation. Section 7. Waiting Period. Employees shall complete six months continuous service before using accrued vacation leave. Section 8. Double Compensation Prohibited. Employees shall not work for the City during their vacation. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 26 Section 9. Cash out Option. Once each calendar year an employee may cash out eight (8) or more hours of vacation accrual in excess of eighty (80) hours to a maximum of one hundred twenty (120) hours; PROVIDED, that the employee has taken eighty (80) hours of vacation off with pay in the previous twelve (12) months. ARTICLE XXVIII - SICK LEAVE Section 1. Statement of Policy. Sick leave shall be allowed and used only in case of actual personal sickness or disability, medical or dental treatment, or as authorized in Section 9. Up to six (6) days (72 shift hours for suppression personnel) sick leave per year may be used for illness in the immediate family (wife, husband, child, parent, parent-in-law, brother, sister, registered domestic partner, or close relative residing in the household of the employee.) Section 2. Eligibility. Regular employees shall be eligible to accrue and use sick leave. Section 3. Accrual. Sick leave shall be accrued bi-weekly, provided the employee has been in a pay status for 50 percent or more of a bi-weekly pay period. Sick leave shall be accrued at the rate of six shifts per year. Section 4. Accumulation. Accumulated sick leave may be accrued without limit, except as provided in Section 8 below. Section 5. Use. Sick leave may be used as needed and approved, to the point of depletion, at which time the employee will no longer receive pay for sick leave. A new employee may, if necessary, use up to forty-eight (48) hours or shift equivalent of sick leave at any time during the first six months of employment. Any negative balances generated by such utilization will be charged against future accrual or deducted from final paycheck in the event of termination. An employee who has been disabled for 60 consecutive days and who is otherwise eligible both for payment under the long-term disability group insurance coverage and accrued sick leave benefits may, at his/her option, choose either to receive the long-term disability benefits or to utilize the remainder of his/her accrued sick leave prior to applying for long-term disability benefits. Sick leave will not be granted for illness occurring during any leave of absence other than sick leave, unless the employee can demonstrate that it was necessary to come under the care of a doctor while on such other leave of absence. When an employee finds it necessary to be absent for any reason, he/she should cause the facts to be reported to the department within 60 minutes prior to his/her regular starting time on the first working day of absence, and shall regularly report on, or account in advance for each work day thereafter unless hospitalized or otherwise DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 27 indisposed. Such reports may be subject to written documentation. Sick leave shall not be granted unless such report or advance accounting has been made, provided, however, that the department head may grant exception to this policy where the circumstances warrant. Section 6. Depletion of Sick Leave Benefits. Upon depletion of sick leave or the beginning of the period to be covered by payments under long-term disability group insurance coverage, whichever comes first, an employee may be granted a medical leave of absence without pay for a period not exceeding sixty days. If the employee is unable to return to work at the end of this period, he/she must request further medical leave which will be subject to the approval of the City Manager. If further leave is granted, the employee must notify the City of intent to return to work every thirty days. If further leave is not granted, the employee's service with the City shall be considered terminated. Section 7. Forfeiture Upon Termination. Employees leaving the municipal service shall forfeit all accumulated sick leave, except as otherwise provided by law and Section 8. In the event that notice of resignation is given, sick leave may be used only through the day which was designated as the final day of work by such notice. Section 8. Payment for Accumulated Sick Leave. Eligible employees (those hired before December 31, 1983) who leave the municipal service in good standing, or who die while employed in good standing by the City, and who have fifteen or more years of continuous service, shall receive compensation for unused sick leave hours in a sum equal to two and one-half percent of their unused sick leave hours multiplied by their years of continuous service and their basic hourly rate of pay at termination. Full sick leave accrual will be paid in the event of termination due to disability. For new employees hired after December 31, 1983, sick leave accrual accumulation will be limited to 1,000 hours with no payoff provisions for unused balance at termination for any reason. Section 9. Personal Business Leave Chargeable to Sick Leave. It is agreed between the parties that all shift personnel represented by the Union shall have the right to charge up to forty-eight (48) hours personal business leave per year to sick leave, and that all non-shift personnel shall have the right to charge up to twenty (20) hours personal business leave per year to sick leave. Such personal business leave shall be allowed only on a staffing available basis and where the provisions of the minimum staffing agreement are not affected. "Staffing available" means at or above minimum staffing levels as defined in Article XII. Section 10. Return to Work or Continue Work With Limited Duty. In cases of non- work-related injury, illness or pregnancy an employee, upon approval of the Fire Chief and the City Safety Officer, may return to work or continue work with doctor-approved limited duty. Approval for such limited duty shall be based upon department ability to provide work consistent with medical limitations and the length of time of the limitations. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 28 Shift employees must be willing to accept any non-shift limited duty schedule work location and may be subject to the reasonable availability of limited duty assignments. The City doctor may be consulted in determining work limitations. ARTICLE XXIX - SUBPOENAS Employees required to answer subpoenas as a witness for the City of Palo Alto or for a plaintiff where the City of Palo Alto is a defendant shall not lose pay or benefits for work time lost to answer depositions or to appear in court. ARTICLE XXX - WORKERS' COMPENSATION Section 1. Status Reporting While on Disability. Persons on disability will be required to appear or otherwise report at regular two-week intervals to the Fire Chief or designate to discuss his/her status of medical treatment therapy and physical condition. This section is not meant to unreasonably restrict employee's activities so long as such activities are cleared by the treating physician, treating program or alternative treatment program is maintained and employee is available for full or restricted duty as soon as medical clearance can be received. ARTICLE XXXI - PHYSICAL FITNESS MEDICAL EXAMINATIONS Physical fitness medical examinations for all represented employees may include chest x-rays every three years unless otherwise directed by a physician, eye examination and hearing examination. ARTICLE XXXII- LEAVES OF ABSENCE WITHOUT PAY Section 1. Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physician's verification including diagnosis and medical work restriction. Section 2. Other Leaves. Leaves of absence without pay may be granted in cases of personal emergency or when such absences would not be contrary to the best interest of the City. Non-disability prenatal and/or postpartum leave is available under this provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum. Section 3. Accrued Vacation Credits. During unpaid leaves of absence for disability or other reasons, the employee may elect to use accrued vacation credits. Requests for DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 29 leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. Section 4. Approval of Department Head. Leave of absence without pay for one week or less may be granted by the department head, depending on the merit of the individual case. Section 5. Approval by City Manager. Leave of absence without pay in excess of one week's duration may be granted by the City Manager on the merit of the case, but such leave shall not exceed twelve months' duration. Section 6. Absence Without Leave. Unauthorized leave of absence shall be considered to be without pay, and reductions in the employee's pay shall be made accordingly. Unauthorized leave of absence may result in termination of employment. Section 7. Leave of Absence; Death Outside the Immediate Family. Leave without pay may be granted a regular employee by his/her department head in the event of death to family members other than one of the immediate family, such leave to be granted in accordance with Section 2 and Section 4. Section 8. Military Leave of Absence. State law shall govern the granting of military leaves of absence and the rights of employees returning from such absence. Section 9. Use of paid accruals while on leave. During unpaid leaves of absence for disability or other reasons, the employee may elect and the City may require the employee to use accrued vacation paid leave credits in a manner consistent with state and federal law. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. ARTICLE XXXIII - LEAVES OF ABSENCE WITH PAY Section 1. City Manager Granted Leaves. The City Manager may grant a regular employee under his control a leave of absence with pay for a period not exceeding thirty calendar days for reasons he deems adequate and in the best interest of the City. Section 2. Council Granted Leave. The City Council may grant a regular employee a leave of absence with pay for a period not to exceed one year for reasons the Council considers adequate and in the best interest of the City. Section 3. Employee's Time Off to Vote. Time off with pay to vote at any general or direct primary election shall be granted as provided in the State of California Elections Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 30 Section 4. Leaves of Absence; Death in Immediate Family. Leave of absence with pay of one shift with provision for approval of one additional shift for travel outside the area may be granted an employee by the Chief in the event of death in the employee's immediate family, which is defined for purposes of this section as wife, husband, son, son-in-law, daughter, daughter-in-law, father, mother, brother, brother-in-law, sister, sister-in-law, mother-in-law, father-in-law, grandfather, grandfather-in-law, grandmother, grandmother-in-law, uncle, aunt, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Requests for leave in excess of two shifts shall be subject to the approval of the City Manager. Section 5. Jury Duty; Leave of Absence. Employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received for such duties other than mileage or subsistence allowances within thirty days from the termination of his or her jury service. ARTICLE XXXIV – VOLUNTEER LEAVE PROGRAM The City of Palo Alto has established a Firefighter Voluntary Leave Program to provide members of Local 1319 International Association of Fire Fighters (IAFF) employees the opportunity to donate their accrued vacation time to assist fellow members of IAFF either due to: (a) an employee’s own verifiable non-industrial catastrophic illness or injury (as defined herein) or (b) in order to care for a member of the employee’s immediate family (spouse, child, parent or registered domestic partner suffering from a verifiable catastrophic illness or injury) and have exhausted or will presently exhaust all of their paid leave. In order to be eligible to receive donated leave, an employee must have a catastrophic illness or injury or an employee’s immediate family member must have a catastrophic illness or injury that requires the employee to provide full-time care for this family member. Care will be taken to emphasize the voluntary nature of the plan and to insure confidentiality of employee participants and medical conditions (where applicable). A Firefighter Voluntary Leave Sharing Program has been established to accept donations of vacation in accordance with the Program’s guidelines. All donations shall be: 1. Voluntary 2. Irrevocable 3. Confidential, unless disclosure is required by law 4. In whole hour increments of at least four (4) hours, with the hours donated being converted to donee hours based on the donee’s salary rate (so that there will be no cost to the City due to salary differential). 5. The employee shall be required to exhaust all other types of leave to request donated leave DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 31 6. It is understood that employees seeking or receiving leave under this program will apply for long-term disability benefits for which they may be eligible 7. Where any of the period during which an employee receives donated leave is designated as family leave under the California Family Rights Act (CFRA/Family Medical Leave Act (FMLA), the employee will be eligible for continuation of medical and other available benefits during that the family leave period (for up to 12 weeks), in accordance with the requirements of those laws. If the employee receiving donated leave is not eligible for CFRA/FMLA benefit continuation, or after the employee has exhausted the available CFRA/FMLA leave period, the employee will need to pay the premiums for continued medical and other available benefits if the employee chooses to continue such coverages through the City 8. If the donation request is based on the need for an employee to care for an immediate family member, as defined above, the family member must require full-time care by the employee. Certification of this requirement by a health care professional is required 9. The maximum donated time a donee may receive is 12 months (if available). 10. Applications to donate leave or receive leave under this Program are made to the Human Resources Department 11. This is a pilot program and is subject to cancellation by either party IAFF members interested in donating leave or in applying to receive donated leave shall complete forms provided by the Human Resources Department. If an applicant for leave is found to meet the criteria set forth herein, Human Resources will determine the availability of and (as applicable) allocation of donated paid leave. Payroll will be notified in writing of the number of hours to be deducted from each donating employee’s vacation balance and transferred to the donee employee(s). The City reserves the right to modify or terminate this program at any time. Catastrophic Illness or Injury (also referred to as “medical emergency” in Revenue Ruling 90-29 and Sections 801(c) and 812 of the Merit Rules and Regulations): A non- occupational medical condition of an employee that will require the prolonged absence of the employee from duty and which will result in a substantial loss of income to the employee because the employee will have exhausted all paid leave available apart from the Voluntary Employee Leave sharing Program. Non-disability postpartum leave as referenced in Merit Rule 801(b) shall not be considered a catastrophic illness or injury under this Policy. ARTICLE XXXV- TUITION REIMBURSEMENT Section 1. Options. Effective July 1, 2004 the tuition reimbursement program was amended to provide each employee the option of receiving the $1,000 as taxable cash or as a contribution to DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 32 deferred compensation. The tuition reimbursement program will be eliminated effective July 1, 2012 with no further payouts starting in FY 12-13 and on-going. ARTICLE XXXVI - PER DIEM TRAVEL EXPENSES Section 1. City Business. Unless other mutually agreeable arrangements are made, representation unit employees who are required to travel away from the City on City business will receive travel expenses, according to City policies which are currently in effect. ARTICLE XXXVII - HOUSE FUND ITEMS Section 1. Station House Fund. The station house fund per year, per shift employee shall be $48.00. Section 2. Non-Food House Items. The City agrees to furnish and maintain each fire station with non-food house fund items: TV purchase and repair, the San Jose Mercury News, and the San Francisco Chronicle to be selected on an annual basis. Kitchen cooking utensils, small kitchen appliances and other specific items to be determined by mutual agreement of the parties will be purchased from the station house fund. The Fire Fighters agree to maintain the voter registration program. ARTICLE XXXVIII - PARKING Section 1. Entitlements. Employees in represented classes assigned to Civic Center or adjacent work locations shall be entitled to free parking in the Civic Center Garage, or a commute incentive which will be subject to meet and confer. Employees hired after July 1, 1994, may initially receive a parking permit for another downtown lot, subject to availability of space at the Civic Center Garage. Light duty employees assigned to the Civic Center will receive Civic Center parking temporary permits for the duration of the light duty assignment. ARTICLE XXXIX- GRIEVANCES The City and the Union agree to establish a grievance procedure as follows: 1. Definition: A grievance is any complaint or dispute regarding the application of interpretation of this Memorandum of Understanding, rules, regulations, policies or procedures relating to wages, hours or other terms and conditions of employment. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 33 2. Any non-probationary employee represented by the Union may file and process a grievance. Such aggrieved employees may be represented by the Union or may represent themselves in preparing and presenting their grievance at any level of review. The Union may file a grievance when a Union right not directly related to an individual employee becomes subject to dispute. 3. Any retroactivity on monetary grievances shall be limited to the date of occurrence, except in no case will retroactivity be granted prior to three months before the grievance was filed in writing. 4. Written grievances shall be submitted on forms provided by the City or on forms which are mutually agreeable to the City and the Union. The Union shall deliver a copy of a written grievance to the Human Resources Department Director on the same date that it is first filed with another City representative under the provisions of the below grievance procedure. 5. The time limits specified in this section may be extended by mutual agreement in writing of the aggrieved employee or Union and the reviewer concerned. Should a decision not be rendered within a stipulated time limit, the aggrieved employee may immediately appeal to the next step. The grievance will be considered settled if the decision of any step is not appealed within the specified time limit. 6. If a grievance is related to a promotional process to positions within the representation unit, Step I shall be directed to the Deputy Fire Chief (or Fire Marshal for FPB positions). 7. Step I. The aggrieved employee will first attempt to resolve the grievance through informal discussions with the immediate supervisor by the end of the tenth business day following the discovery of the incident upon which the grievance is based. Every attempt will be made to settle the issue at this level. Step II. If the grievance is not resolved through informal discussion, it may be submitted in writing to the Battalion Chief (Deputy Fire Chief for Captain grievances) within ten business days of the informal discussion. The Battalion Chief/Assistant Fire Chief will have ten business days from receipt of the grievance to review the matter and prepare a written response. If the grievance is denied, the response shall contain the reasons therefore. Step III. If the grievance is not resolved in Step II, it may be submitted in writing to the Fire Chief within ten business days of receipt of the Battalion Chief's/ Deputy Fire Chief's written response. The Fire Chief will have ten business days from receipt of the grievance to review the matter and prepare a written response. If the grievance is denied, the response shall contain the reasons therefore. Step IV. If the grievance is not resolved in Step III, the aggrieved employee may submit the grievance to the City Manager for final determination or to binding DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 34 grievance arbitration. All Step IV appeals must be filed in writing at the Human Resources Department Office within ten business days of receipt of the Fire Chief's response under Step III. All hearings before the City Manager shall be pursuant to the rules and regulations set forth in the City of Palo Alto Merit Rules and Regulations. Hearings before an arbitrator will be as set forth below. In the event the aggrieved employee decides to proceed to arbitration, he/she shall select jointly with the Director of Human Resources an arbitrator. If the parties are unable to agree on an arbitrator, they shall jointly request a panel of five qualified and experienced arbitrators from the State Conciliation Service. Upon receipt of the list of arbitrators, the names shall be alternately struck until one name remains who shall serve as arbitrator. The arbitrator shall be jointly contacted by the parties. The arbitrator shall have jurisdiction and authority only to interpret, apply, or determine compliance with the provisions of the Memorandum of Agreement and such Merit System rules, regulations, policies, procedures, City ordinances or regulations relating to terms or conditions of employment, wages or fringe benefits, as may hereafter be in effect in the City insofar as may be necessary to the determination of grievances appealed to the arbitrator. The arbitrator shall be without power to make any decision: a. Regarding matters of interest. b. Contrary to, or inconsistent with or modifying in any way, the terms of this Memorandum of Agreement. c. Granting any wage increases or decreases. d. Granting pay or benefits for any period of time prior to the execution date of this Memorandum of Agreement. Where either party seeks arbitration and the other party claims the matter is not subject to the arbitration provisions of the Memorandum of Agreement, the issue of arbitrability shall first be decided by the arbitrator using the standards and criteria set forth in this Memorandum of Agreement. The arbitrator shall be without authority to require the City to delegate or relinquish any powers which by State law or City Charter the City cannot delegate or relinquish. Copies of the arbitrator's decision shall be submitted to the City and the aggrieved employee. All direct costs emanating from the arbitration procedure shall be shared equally by the City and the aggrieved employee or the Union. It is further agreed that the provisions of this section shall be incorporated as part of Chapter 11 of the City of Palo Alto Merit System Rules and Regulations. Existing procedures set forth in Chapter 11, to the extent they are inconsistent with the provisions contained herein, are superseded. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 35 ARTICLE XL- SAFETY COMMITTEE Section 1. Committee A Safety Committee comprised of four representation unit members appointed by the Union, and at least two members of Management, will continue to meet. The Committee may make safety recommendations to the Fire Chief regarding equipment, vehicles and apparatus and may review all accidents involving represented personnel. Management shall inform the Safety Committee of all accidents involving injuries to represented personnel. ARTICLE XLI – MISCELLANEOUS Section 1. T-Shirts. The City will issue four T-shirts to each uniformed employee each July These T-shirts are for use on duty only and will be maintained by the employee. Section 2. Removal of Disciplinary Actions. Records of disciplinary actions shall be removed from the personnel file of a representation unit employee upon written request by the employee after a period of three years, or sooner if mutually agreed by the Fire Chief and the employee. ARTICLE XLII - FULL UNDERSTANDING Section 1. Full and Entire Understanding. The Memorandum of Agreement contains the full and entire understanding of the parties regarding the matters set forth herein. Section 2. Fair Labor Standards Act. Compensatory time off with Management approval may be used as an alternative to overtime compensation only within the 27-day work period within which the overtime is worked. Section 3. Severability. Should any of the provisions herein contained be rendered or declared invalid by reason of any existing State or Federal legislation or by reason of State or U.S. Supreme Court ruling, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable. Section 4. Good Faith. It is the intent of the parties that ordinances, resolutions, rules and regulations enacted pursuant to this Memorandum of Understanding be administered and observed in good faith. Section 5. Merit System Rules and Regulations. During the term of this Memorandum of Agreement, Management may propose certain changes in the City Merit System Rules and Regulations. With regard to such changes which pertain to the representation unit, the parties agree to review, and upon request, meet and confer regarding the changes. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 36 Section 6. Station Consolidation or Relocation . During the term of this agreement, at management request, the parties agree to meet and confer with regard to issues pertaining to fire station consolidation or relocation. Section 7. Meet and Confer. Nothing in this agreement shall preclude the parties from mutually agreeing to meet and confer on any subject within the scope of representation during the term of this agreement. ARTICLE XLIII – 48/96 Work Schedule Pilot Program The City of Palo Alto (City) and the International Association of Fire Fighters, Local 1319 (Union) agree to have the City evaluate changing the Palo Alto Fire Department’s work schedule for 56-hour personnel from its current schedule to a “48/96” work schedule with the goal of implementing a pilot schedule change in January 2017, if the parties are in agreement and required administrative and technology changes can be implemented by this date. Upon ratification of a new Memorandum of Agreement, a Labor Management Committee (LMC), including representatives from the Union, Fire Management, the City Manager’s Office, Human Resources, and the Administrative Services Department, will meet to design and evaluate the possible implementation of a “48/96” work schedule that is FLSA compliant, cost neutral, meets the needs of the City and does not compromise the effectiveness of fire services. The goal will be for the Committee to complete preparation for the evaluation by October 1, 2016. If a schedule can be designed that is FLSA compliant, cost neutral and does not compromise service to the community, the parties agree to move forward with a pilot work schedule change. The City will begin making required administrative and technology changes in order to implement the pilot “48/96” work schedule by January 1, 2017. The actual date of implementation will be dependent upon the City’s ability to modify payroll, staff scheduling and any other related systems to support the new schedule. The initial “Pilot Program” is planned to run for the term of the MOA, but may be terminated at any time if is determined to have a negative impact on costs or workforce effectiveness. The Pilot will conclude at the end of the MOA unless the parties mutually agree to extend the Pilot or adopt the Pilot as the standard 56-hour work schedule. ARTICLE XLIV - DURATION This Memorandum of Agreement shall become effective upon adoption by the City Council for the period of July 1, 2014 through June 30, 2018. DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 37 EXECUTED: FOR: FOR: INTERNATIONAL ASSOCIATION CITY OF PALO ALTO OF FIRE FIGHTERS Ryan Stoddard, President Local 1319 James Keene, City Manager Nate Heydorff, Vice President Local 1319 Rumi Portillo, Human Resources Director Sunny Johnson-Gutter, Secretary Local 1319 Eric Nickel, Fire Chief Doug Slezak, Treasurer Local 1319 Geoffrey Blackshire, Deputy Fire Chief Sarah Wallace, General Board member Local 1319 Catherine Capriles, Deputy Fire Chief Stephen Lindsey, General Board member Local 1319 Amber Cameron, Senior Management Analyst Kyle Salisbury, General Board member Local 1319 Natalie Korthamar, Manager of Employee and Labor Relations Dennis Wallach, Mastagni, Holstedt APC Frank Lee, Senior HR Administrator Dania Torres Wong, Chief Negotiator Renne Sloan Holtzman & Sakai DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 38 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 39 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 40 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 41 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 42 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 43 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA 44 DocuSign Envelope ID: 37BFA43A-E1A4-46FD-BD03-FCE115AB28BA Certificate Of Completion Envelope Id: 37BFA43AE1A446FDBD03FCE115AB28BA Status: Completed Subject: Please DocuSign: 2014-2018 IAFF MOA - track changes 03-29-15 - Emailed to IAFF - 6pm version.pdf Source Envelope: Document Pages: 44 Signatures: 8 Envelope Originator: Certificate Pages: 2 Initials: 0 Elizabeth Egli AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 elizabeth.egli@cityofpaloalto.org IP Address: 199.33.32.254 Record Tracking Status: Original 3/30/2016 4:16:30 PM Holder: Elizabeth Egli elizabeth.egli@cityofpaloalto.org Location: DocuSign Signer Events Signature Timestamp Dennis Wallach dwallach@mastagni.com Security Level: Email, Account Authentication (None) Using IP Address: 71.198.233.24 Sent: 3/30/2016 4:27:03 PM Viewed: 3/30/2016 4:31:03 PM Signed: 3/30/2016 4:40:33 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Doug Slezak Doug.Slezak@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 199.33.32.254 Sent: 3/30/2016 4:27:02 PM Viewed: 3/30/2016 5:54:57 PM Signed: 3/30/2016 6:23:13 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Kyle Salisbury Kyle.Salisbury@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 166.176.59.204 Signed using mobile Sent: 3/30/2016 4:27:03 PM Viewed: 3/30/2016 5:54:15 PM Signed: 3/30/2016 5:58:16 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Nate Heydorff Nate.Heydorff@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 24.7.20.59 Signed using mobile Sent: 3/30/2016 4:27:01 PM Viewed: 3/30/2016 5:54:33 PM Signed: 3/30/2016 5:58:18 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Signer Events Signature Timestamp Ryan Stoddard Ryan.Stoddard@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 73.15.0.95 Sent: 3/30/2016 4:27:02 PM Viewed: 3/30/2016 5:27:53 PM Signed: 3/30/2016 5:45:40 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Sarah Wallace Sarah.Wallace@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 73.189.103.48 Signed using mobile Sent: 3/30/2016 4:27:03 PM Viewed: 3/30/2016 5:51:59 PM Signed: 3/30/2016 5:53:31 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Stephen Lindsey Stephen.Lindsey@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 70.214.3.114 Signed using mobile Sent: 3/30/2016 4:27:03 PM Viewed: 3/30/2016 4:41:37 PM Signed: 3/30/2016 10:25:42 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Sunny Johnson-Gutter Sunny.JohnsonGutter@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 73.71.166.132 Signed using mobile Sent: 3/30/2016 4:27:01 PM Viewed: 3/30/2016 5:54:19 PM Signed: 3/30/2016 5:55:59 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: 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 Notary Events Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 3/30/2016 4:27:03 PM Certified Delivered Security Checked 3/30/2016 5:54:57 PM Signing Complete Security Checked 3/30/2016 10:25:42 PM Completed Security Checked 3/30/2016 10:25:42 PM Memorandum of Agreement City of Palo Alto and Palo Alto Police Management Association (PAPMA) January 11, 2016 – June 30, 2017 DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 2 of 24 TABLE OF CONTENTS ARTICLE I – PREAMBLE .................................................................................................................... 4 Section 1 – Recognition. ............................................................................................................. 4 Section 2 – Non-Discrimination. ................................................................................................. 4 ARTICLE II – COMPENSATION ......................................................................................................... 4 Section 3 – Salary. ....................................................................................................................... 4 Section 4 – Working Out of Class Pay. ........................................................................................ 5 Section 5 – Night Shift Differential. ............................................................................................ 5 ARTICLE III – HEALTH CARE BENEFITS ............................................................................................. 5 Section 6 – Active Employee Health Plans. ................................................................................. 5 Section 7 – Dental Benefits. ........................................................................................................ 5 Section 8 – Vision Care. .............................................................................................................. 6 Section 9 – Basic Life Insurance. ................................................................................................ 6 Section 10 – Supplemental Life And AD&D Insurance. .............................................................. 6 Section 11 – Effective date of Coverage for New Employees..................................................... 6 ARTICLE IV – OTHER BENEFITS ........................................................................................................ 6 Section 12 – Holiday Compensation. ......................................................................................... 6 Section 13 – Vacation. ................................................................................................................ 6 Section 14 – Long Term Disability. .............................................................................................. 8 Section 15 – Dependent Care Assistance Program. ................................................................... 8 Section 16 – Medical Flexible Spending Program. ...................................................................... 8 Section 17 – Employee Assistance Plan. ..................................................................................... 8 Section 18 – Commute Incentives and Parking. ......................................................................... 8 Reopener. .................................................................................................................................... 9 ARTICLE V –RETIREMENT ................................................................................................................ 9 Section 19 – Retirement Benefits. .............................................................................................. 9 Section 20 – Retirement Medical Plan. .................................................................................... 10 Section 21 – ICMA - Retirement Health Savings Plan. ............................................................. 11 Section 22 – Deferred Compensation Program. ...................................................................... 11 ARTICLE VI – MANAGEMENT BENEFIT PROGRAM ........................................................................ 11 Section 23 – Professional Development Reimbursement. ....................................................... 11 Section 24 – Physical Examinations. ........................................................................................ 12 Section 25 – Excess Benefit. ...................................................................................................... 12 DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 3 of 24 Section 26 – Management Annual Leave. ............................................................................... 13 ARTICLE VII – OPERATIONAL ISSUES ............................................................................................ 14 Section 27 – Management Assignments. ................................................................................. 14 Section 28 – Basic Work Schedules. ......................................................................................... 14 Section 29 – On Duty Workouts................................................................................................ 14 Section 30 – Take Home Emergency Response Vehicles. ......................................................... 14 Section 31 – Modified Duty Assignments. ................................................................................ 14 Section 32 – Meal Allowance. .................................................................................................. 14 Section 33 – Uniforms. .............................................................................................................. 15 ARTICLE VIII – ASSOCIATION AGREEMENTS ................................................................................. 15 Section 34 – Association Security. ........................................................................................... 15 Section 35 – Association Representative Access to Work Locations........................................ 16 Section 36 – Release Time. ....................................................................................................... 16 Section 37 – Use of City Facilities for Association Business. .................................................... 16 Section 38 – Payroll Deduction. ................................................................................................ 16 ARTICLE IX – LEAVE PROGRAMS ................................................................................................... 16 Section 39 – Sick Leave. ............................................................................................................ 16 Section 40 – Voluntary Catastrophic Leave Program. .............................................................. 18 Section 41 – Leave of Absence With Pay. ................................................................................ 18 Section 42 – Leave of Absence Without Pay. ........................................................................... 19 ARTICLE X – EMPLOYEE/EMPLOYER RELATIONS .......................................................................... 20 Section 43 – Probationary Period. ............................................................................................ 20 Section 44 – Disciplinary Action and Unsatisfactory Work or Conduct. ................................... 20 Section 45 – Grievance Procedure. ........................................................................................... 20 Section 46 – No Strikes. ............................................................................................................ 22 Section 47 – Reduction in Workforce. ..................................................................................... 23 ARTICLE XI – LOOKING FORWARD ................................................................................................ 23 Section 48 – Full Understanding. .............................................................................................. 23 Section 49 – Legal Compliance/Severability. ............................................................................ 23 Section 50 – Duration. .............................................................................................................. 23 APPENDIX A-1................................................................................................................................ 24 DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 4 of 24 2016 - 2017 MEMORANDUM OF AGREEMENT City of Palo Alto and Palo Alto Police Managers' Association ARTICLE I – PREAMBLE This Memorandum of Agreement is pursuant to and subject to Sections 3500-3510 of the Government Code of the State of California, the Charter of the City of Palo Alto, and the City of Palo Alto Merit System Rules and Regulations. This Memorandum of Agreement made and entered into at Palo Alto, California, by and between the City of Palo Alto, a municipal corporation (hereinafter referred to as "City") and the Palo Alto Police Managers' Association (hereinafter referred to as "Association"), is intended to define agreements reached during the meet and confer process concerning wages, hours, working conditions, and other terms and conditions of employment for the represented group of employees. Section 1 – Recognition. On October 29, 2009, the City of Palo Alto certified the Palo Alto Police Managers' Association (Association) as a bargaining unit within the City. The City recognizes the Association as the exclusive representative of an employee group consisting solely of Police Lieutenants and Police Captains who are regularly employed by the City and others who might be amended into the representation unit from time to time under existing law and the Merit System Rules and Regulations. Section 2 – Non-Discrimination. The City and the Union agree that there shall be no discrimination of any kind because of age (over 40), race, creed, color, religion national origin, ancestry), veterans status, physical or mental disability, marital status, sexual orientation, sex (sexual, gender based or gender identity, pregnancy/childbirth), medical condition (cancer related and genetic characteristics), or on any other basis prohibited by applicable federal and State law against any employee or applicant for employment. The Association shall cooperate with the City, to the extent required by federal and State laws and regulations, in furthering the objective of Equal Employment Opportunities, as defined by Federal and State regulations. ARTICLE II – COMPENSATION Section 3 – Salary. Effective the first full pay period after ratification by the Association and City Council approval of the Side Letter, the base salary rates and ranges for classifications covered by this bargaining unit shall be increased as set forth in Appendix A-1 to reflect salary increases and market adjustments. If the parties reach agreement on an MOA that is approved by the City Council and ratified by the Union by June 30, 2016, the base salary rates and ranges for classifications covered by this DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 5 of 24 bargaining unit shall be increased on June 30, 2016 and June 30, 2017 as set forth in Appendix A-1. If an MOA is not approved and ratified by June 30, 2016, salary increases and market adjustments shall be 0% for both June 30, 2016 and June 30, 2017. Section 4 – Working Out of Class Pay. Lieutenants or Captains fulfilling the role of an acting captain, assistant chief, or chief for individual shifts and/or a number of hours within a shift, shall not receive additional compensation. Periodically working in this capacity shall be deemed a basic duty within an employee's job description. Lieutenants and Captains working out of class for a period of one or more consecutive pay periods shall be compensated at the start of the second consecutive pay period with premium pay determined by the Chief of Police or his or her designee up to 10% of base pay. Section 5 – Night Shift Differential. Night shift differential shall be paid at the rate of 5% to all personnel for all hours worked between 6:00 p.m. and 8:00 a.m. ARTICLE III – HEALTH CARE BENEFITS Section 6 – Active Employee Health Plans. The maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: Medical Premium Category PEMHCA contribution* Additional City Contribution 2016 Total maximum City contribution* (effective pay period including January 11, 2016) Total maximum City contribution* (effective pay period including January 1, 2017) Employee only $125.00 $618.00 $743.00 $773.00 Employee + 1 $125.00 $1,360.00 $1,485.00 $1,544.00 Employee + 2 or more $125.00 $1,806.00 $1,931.00 $2,008.00 *Total City contribution includes both PEMHCA minimum contributions pursuant to Government Code section 22892 and an additional City contribution necessary to pay the cost of medical premiums up to the amount listed in the "Total maximum City contribution" columns above. This contribution amount is based on half of the eight percent historical trend. Section 7 – Dental Benefits. a) The City will maintain the present level of benefits on the City-sponsored dental program for current employees and their dependents, except that the maximum benefits per calendar year shall be $2,000 effective in 1988. Dental Coverage shall include composite (tooth colored) fillings for all teeth. Effective July I, 2007, the City will provide 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 6 of 24 b) Dependents will include domestic partners, as defined in the Active Employee Domestic Partners Section below. c) During the term of the agreement, the City and the Union will work together to review benefit provisions of the City's self-funded dental program. The purpose of this review is to contain benefit cost increases. Joint recommendations will be prepared for discussion during successor agreement negotiations. d) Dental implants in conjunction with one or more missing natural teeth, and removal of dental implants will be covered as a Major Dental Service at 50% usual, customary and reasonable (UCR). Section 8 – Vision Care. The City will offer vision care coverage for employees and dependents. Coverage is equivalent to $20 deductible Plan A under the Vision Service Plan, with monthly premiums paid by the employer. Dependents will include domestic partners, as defined in the Active Employee Domestic Partners Section below. Section 9 – Basic Life Insurance. The City shall provide a basic group term life insurance with Accidental Death and Dismemberment (AD&D) coverage, in an amount equal to the employee's annual basic pay (rounded to the next highest $1,000) at no-cost to the employee. AD&D pays an additional amount equal to the employee's annual basic pay (rounded to the next highest $1,000). Section 10 – Supplemental Life And AD&D Insurance. An employee may, at his/her cost, purchase additional life insurance and additional AD&D coverage equal to one-or two-times his or her annual salary. The maximum amount of life insurance available to the employee is up to $325,000 and the maximum amount of AD&D coverage available is up to $325,000. Section 11 – Effective date of Coverage for New Employees. For newly hired regular employees coverage begins on the first day of the month following date of hire for the health plan, dental plan, vision care plan, and life insurance plans if these benefits are elected. ARTICLE IV – OTHER BENEFITS Section 12 – Holiday Compensation. Police Managers will receive the twelve (12) paid City holidays outlined in the City of Palo Alto Merit Rules. Section 13 – Vacation. a) Vacation Accrual. Vacation will be accrued when an employee is in pay status and will be credited on a bi-weekly basis. Total vacation accrual at any one time may not exceed three times the annual rate of accrual. Each eligible employee shall accrue vacation at the following rate for continuous service performed in pay status: 1. Less than nine (9) years - For employees completing less than nine (9) years continuous service; one hundred twenty (120) hours vacation leave per year. The City Manager may adjust the annual vacation accrual of employees hired on or DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 7 of 24 after July 1, 2001 to provide up to forty (40) additional hours (i.e. to a maximum annual accrual of one hundred sixty (160) hours) for service with a prior employer. 2. Nine (9), but less than fourteen (14) years - For employees completing nine (9), but not more than fourteen (14) years continuous service; one hundred sixty (160) hours vacation leave per year. 3. Fourteen (14), but less than nineteen (19) years - For employees completing fourteen (14), but not more than nineteen (19) years continuous service; one hundred eighty (180) hours vacation leave per year. 4. Nineteen (19) or more years - For employees completing nineteen (19) or more years continuous service; two hundred (200) hours vacation leave per year. b) Vacation Use. Vacation use by police managers will be subject to approval by the Chief of Police or his/her designee. All reasonable efforts will be made to approve vacation requests while maintaining appropriate oversight of public safety operations. Employees shall complete six months continuous service before using accrued vacation leave. c) Vacation Cashout. Once each calendar year an employee may cash out eight (8) or more hours of vacation accrual in excess of eighty (80) hours from a minimum of eight (8) hours to a maximum of one hundred ( 120) hours, provided that the employee has taken at least eighty (80) hours of vacation in the previous twelve (12) months. Effective for the 2012 tax year and each subsequent year, employees must pre-elect an irrevocable number of vacation hours they will cash out during the upcoming year, up to a maximum of one hundred twenty (120) hours, prior to the start of the calendar year. Employees who do not pre-designate or elect to cash out hours will be deemed to have waived the right to cash out any vacation leave in the following year. Employees who pre-designate cash out amounts may request a cash out at any time in the designated tax year by submitting a cash out form to payroll. For employees who have not requested payment of pre-designated cash out amounts by November 1 of each year, Payroll will automatically cash out the pre-designated amount in a paycheck issued on or after November 1. d) Vacation Pay at Termination. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 8 of 24 Employees leaving the municipal service with accrued vacation leave shall be paid the amounts of accrued vacation to the date of termination. Payments for accrued vacation shall be at the employee's current rate of pay. e) Vacation Benefits for Deceased Employees. An employee who is eligible for vacation leave and who dies while in the municipal service shall have the amount of any accrued vacation paid to the employee's estate within thirty days. This proration will be computed at the last basic rate of pay. Section 14 – Long Term Disability. The City shall provide long term disability (LTD) insurance with a benefit of 2/3 monthly salary, up to a maximum benefit of $10,000 per month. The City shall pay the premium for the first $6,000 of base monthly salary. For employees whose base monthly salary exceeds $6,000, the employee shall pay the cost of the required premium based upon their monthly salary between $6,000 and $15,000. Section 15 – Dependent Care Assistance Program. The City will provide a Dependent Care Assistance Program for employees according to the provisions of the Federal Economic Recovery Act of 1981, Code Sections 125 and 129. The program will be available to representation unit employees beginning with pay period number 1 of 1992, and remain in effect subject to a reasonable minimum participation level and availability of third-party administrative services at a reasonable cost. Section 16 – Medical Flexible Spending Program. The City will provide a Medical Flexible Spending Program for Association members allowing them to use pre-tax deferrals for reimbursement of excess or uncovered medical, dental and vision expenses. The plan will follow existing plan guidelines and conform to all applicable laws and regulations. Section 17 – Employee Assistance Plan. The Employee Assistance Plan (EAP) provides employees with confidential personal counseling, work and family related issues, eldercare, substance abuse, etc. Section 18 – Commute Incentives and Parking. 1. Civic Center Parking. Employees assigned to Civic Center and adjacent work locations. The City will provide a Civic Center Garage parking permit. Employees hired after June 30, 1994 may initially receive a parking permit for another downtown lot, subject to the availability of space at the Civic Center Garage. 2. Alternative Commute Incentives: Employees who qualify may voluntarily elect one commute incentives, including but not limited to the following options, for those using an eligible commute alternative on 60% or more of their scheduled work days per month: a. Public Transit and Vanpool. The City provides tax-free commute incentives up to the current IRS limit, as may be amended from time to time, (currently $125/month) are available through the Commuter Check Direct (CCD) website for employees using Bay Area public transportation or riding in a registered vanpool at least 60% of their scheduled work days. Administration of the Commuter Check benefit shall be subject to the rules and regulations of the third- party administrator. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 9 of 24 b. Go Pass. The Go Pass program will offer civic center and other downtown-based employees a Caltrans Go Pass that allows unlimited rides on Caltrain in all zones seven days per week, to any City of Palo Alto employee. c. Bicycle. The City will provide employees with a tax-free incentive of $20 per month to eligible employees who ride a bicycle to work. d. Carpool. The City will provide with a taxable incentive of $30 per month to each eligible employee in a carpool with two or more licensed drivers. e. Walk. The City will provide employees with a taxable incentive of $20 per month to eligible employees who walk to work. Reopener. It is the City's interest to reduce single occupancy vehicle trips to the extent possible in order to address current challenges. During the term of this agreement, upon written request by the City, the parties shall meet and confer through the impasse process if necessary on changes to the City's commute incentive and parking program adopted by the City Council. ARTICLE V –RETIREMENT Section 19 – Retirement Benefits. A. "3%@50" Safety Retirement (Employees hired on or before December 7, 2012) For employees hired by the City of Palo Alto on or before December 7, 2012, the California Public Employees' Retirement System (CalPERS) retirement formula benefit known as the "3 percent at 50 (3%@50)," per California Government Code section 21362.2, shall continue in effect with the final salary determination for such employees of the "single highest one (1) year period" per California Government Code section 20042. All unit members in the 3% @ 50 safety retirement plan shall pay the full 9% CalPERS member contribution. This contribution is pre-tax to the extent allowable by law. B. Second Tier "3% at 55" Safety Retirement ("Classic" Employees) For those employees hired on or after December 8, 2012 through December 31, 2012 or are classic members as defined by CalPERS, the CalPERS retirement formula benefit known as the "3 percent at 55 (3%@55)," per Government Code section 21363.1, with the final salary determination for such employees of the "three (3) highest consecutive years" based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three-year period otherwise designated by the member per Government Code section 20037. All unit members in the second tier shall pay the full 9% CalPERS member contribution. This contribution is pre-tax to the extent allowable by law. C. Third Tier "2.7% at 57” Safety Retirement (“New” PEPRA Employees) For those employees hired on or after January 1, 2013, the CalPERS retirement formula benefit known as "2.7 percent at 57 (2.7% at 57)," with the final salary determination for such employees of the "three (3) highest consecutive years." The initial contribution rate will be at least 50% of the normal cost rate at retirement as determined by CalPERS. This contribution is pre-tax to the extent allowable by law. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 10 of 24 D. Additional Employee PERS Contributions Effective as soon as administratively possible all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required per CalPERS 20516 contract amendment, pay an additional 1 % towards the Employer share of Pension. Effective the pay period that includes June 30, 2016, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional I% towards the Employer share of Pension for a total of 2%. Effective the pay period that includes June 30, 2017, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional I% towards the Employer share of Pension for a total of 3%. Such contributions under CalPERS 20516 will be provided on a pre-tax basis to the extent allowable by law. Section 20 – Retirement Medical Plan. A. Retiree Medical Coverage for Unit Employees Hired Before January 1, 2004: Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees hired before January 1, 2004 as outlined below. For employees who retire before June 1, 2012, the City will pay up to the monthly medical premium for the 2nd most expensive plan offered to PMA employees among the existing array of plans. For employees who retire on or after June 1, 2012, The City contribution towards retiree medical shall be the same contribution amount it makes for active City employees. Effective upon ratification and adoption of this Agreement (Scheduled for January 11, 2016), the City shall provide active unit employees who were hired before January 1, 2004 with a one- time opportunity to opt-in to retiree health benefits provided under California Government Code section 22893. Eligible employees who wish to exercise this option shall inform the People, Strategy, and Operations department of their election in writing no later than 90 days following the ratification and adoption of this Agreement. B. 20-Year Vesting Schedule for Retiree Medical Coverage for Unit Employees Hired on or After January 1, 2004 and employees who chose to opt-in to retiree health benefits provided under California Government Code section 22893 as outlined above: The retiree health benefit provided in California Government Code section 22893 shall apply to all employees hired on or after January I, 2004 and employees who opt-in as outlined above. Under this law, an employee is eligible to receive Fifty (50) percent of benefit after ten (10) years; each additional service credit year after Ten (10) years will increase employer credit by Five (5%) percent until Twenty (20) years is reached at which time employee is eligible for One Hundred (100%) percent of annuitant-only coverage and Ninety (90%) percent of the additional premium for dependents. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 11 of 24 Section 21 – ICMA - Retirement Health Savings Plan. The City provides an ICMA retirement health savings plan for Association members. The ICMA retirement health savings plan is subject to applicable IRS rules and plan guidelines as well as any other applicable laws. Each Association member shall make a pre-tax contribution to the plan as follows: 1. Each member shall contribute 1% of their base salary bi-weekly into the plan. 2. Each member within 5 years of the minimum retirement age 50 shall contribute an additional I% of their base salary bi-weekly into the plan. 3. Upon retirement from the city, each member shall contribute the then cash value of 100 hours of vacation into the plan. 4. Failure by each member to contribute will deem the health savings plan out of compliance with IRS and plan guidelines. 5. The administrative fee shall be paid by the Association member. The manner and amount of contributions may be periodically modified by agreement of both parties. Section 22 – Deferred Compensation Program. The City will provide a Deferred Compensation Program for employees according to the provisions of the plans and applicable IRS guidelines. ARTICLE VI – MANAGEMENT BENEFIT PROGRAM Section 23 – Professional Development Reimbursement. The purpose of this program is to provide employees with resources to improve and supplement their job and professional skills. Reimbursement for authorized self-improvement activities may be granted to each Association employee up to a maximum of five hundred dollars ($500) per fiscal year. A departmental training fund of one thousand dollars per employee ($1,000) will be established for subject matter, leadership or other training that the Department Director identifies as a need for employees within that Department. The following items are eligible for reimbursement: a) Civic and professional association memberships b) Conference participation and travel expenses, which must occur within the compensation plan period. c) Educational programs, books and videos, and tuition reimbursement designed to maintain or improve the employee's skills in performing his or her job or future job opportunities, should support the City's mission or be necessary to meet the educational requirements for qualification for employment. Permissible educational expenses are refresher courses, courses dealing with current developments, academic or vocational courses, as well as the travel expenses associated with the courses as defined by the City's travel expense report from the Policy & Procedures Manual Section 1-02 ASD. d) Professional and trade journal subscriptions not to exceed 12 months. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 12 of 24 Approval will be at discretion of department head and signature is required on reimbursement form. Amounts under this professional development program will be pro-rated in the first year of employment or promotion. Section 24 – Physical Examinations. All management and professional employees are eligible to receive an annual physical examination as follows: a) Use the periodic health exam benefit as provided under the PERS Health Plan option you have selected. Each of the PERS Health Plans provides for a periodic physical examination. The examination must be performed by your primary care physician – unless he/she refers you to another physician. b) The types of tests and the frequency of the tests cannot exceed AMA guidelines. The guidelines are a suggested minimum based on research studies concerning preventative care. The judgment of your physician is the final determinant for your care. c) Any additional necessary asymptomatic tests that are required by your physician that are not covered by your health plan will be reimbursed by the City. Any symptomatic tests will be covered under your PERS Health Plan. The Reimbursement for Periodic Physical Exam Form is available on the Human Resources Intranet site. This benefit will not be pro-rated. Section 25 – Excess Benefit. This benefit is designed to meet the requirements of Section 125 of the Internal Revenue Code. Every calendar year, each employee will be provided with $2,500 annually that they can designate among the following options: a) Medical Flexible Spending Account (Medical FSA). Provides reimbursement for excess medical/dental/vision, or expenses that are incurred by employees and their dependents which are not covered or reimbursed by any other source, including existing City-sponsored plans. This includes prescribed medications and co-payments as well as over-the-counter drugs, including: antacids, allergy medicines, pain relievers and cold medicines. However, nonprescription dietary supplements (e.g. vitamins, etc.) toiletries (e.g. toothpaste), cosmetics (e.g. face cream), and items used for cosmetic purposes (e.g. Rogaine) are not acceptable. b) Dependent Care Flexible Spending Account (Dependent Care FSA). Provides reimbursement for qualified dependent care expenses under the City's Dependent Care Assistance Program (DCAP), subject to the following limits: Dependent care expenses will be reimbursed only to the extent that the amount of such expenses reimbursed under this Management Benefit Program, when added to the amount (if any) of annual dependent care expenses that the participant has elected under the City's Flexible Benefits Plan, do not exceed the maximum permitted under the DCAP. 1) The annual amount submitted for reimbursement cannot exceed the income of the lower-paid spouse. 2) The expenses must be employment-related expenses for the care of one or more dependents who are under 13 years of age and entitled to a dependent deduction DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 13 of 24 under Internal Revenue Code section 151 (e) or a dependent who is physically or mentally incapable of caring for himself or herself. 3) The payments cannot be made to a child under 19 years of age or to a person claimed as a dependent. 4) If the services are provided by a dependent care center, the center must comply with all state and local laws and must provide care for more than six individuals (other than a resident of the facility). 5) Dependent care expenses not submitted under this section are eligible under the City Dependent Care Assistance Plan (DCAP). However, the maximum amount reimbursed under DCAP will be reduced by any amount reimbursed under the Excess Benefit Plan. c) Non-taxable Professional Development Spending Account. Provides reimbursement for Non-Taxable professional development expenses (e.g., job-related training and education, seminars, training manuals, etc.) to the extent they are not paid or reimbursed under any other plan of the City. d) Gym or Health Club Memberships. Provides reimbursement for annual or monthly memberships, including personal trainers. Reimbursement of this expense is taxable to the employee. e) Deferred Compensation. The $2,500 excess benefit provided in this section made on a one-time contribution basis on election by the employee towards the employee's City-sponsored 457 Deferred Compensation plan with either ICMA-RC or the Hartford. Amounts designated by employees to either the Medical FSA, Dependent Care FSA, or Professional Development options are done so on a "use -it-or-lose-it" basis. This means that any amounts designated and not used by the end of the calendar year ( or end of the extended grace period for the medical FSA) will be forfeited by the employee and returned to the plan. Specified amounts under this benefit will be applied on a pro-rata basis for employees who are part-time or who are in a management or professional pay status for less than the full fiscal year. Such benefits will be pro-rated in the first year of employment (based on hire date) but will not be pro-rated upon separation of employment. Section 26 – Management Annual Leave. At the beginning of each calendar year regular management employees will be credited with 80 hours of management annual leave. This leave is granted in recognition of the extra hours management employees work over their regular schedule. This leave may be taken as paid time off, added to vacation accrual (subject to vacation accrual limitations), taken as cash or taken as deferred compensation. When time off is taken under this provision, I 0-hour shift workers will receive one shift off for each 8 hours charged; 24-hour shift workers will receive one-half shift off for each 8 hours charged. Entitlement under this provision will be reduced on a prorated basis for part-time status, or according to the number of months in paid status during the fiscal year; employees who have DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 14 of 24 used more than the pro-rated share at the time they leave City service shall be required to repay the balance or have it deducted from their final check. Unused balances as of the end of the calendar year will be paid in cash unless a different option as indicated above is elected by the employee. ARTICLE VII – OPERATIONAL ISSUES Section 27 – Management Assignments. The Chief of Police or his/her designee shall have the authority to make management assignments at his or her discretion. Where possible, these assignments should take into account the needs of the organization, development of the employee and individual employee desires. Section 28 – Basic Work Schedules. Generally, police managers will be expected to work flexible schedules and reasonably adjust their hours to oversee their employee groups, manage 24/7 law enforcement operations, perform routine work, complete daily assignments, and occasionally attend meetings or other events outside their normal work shifts. Basic work schedules will be the 4/10 schedule. Section 29 – On Duty Workouts. Police managers who complete the yearly Wellness Program requirements may participate in an on-duty workout for a reasonable period as determined by the Chief, as long as it does not interfere with the performance of the employee's job duties, for which the employee will remain accountable. Applicable guidelines and conditions are outlined in the Department's Wellness Program Policy which the City may change from time to time. Section 30 – Take Home Emergency Response Vehicles. Subject to approval by the City Manager and the Police Chief, Police Captains will continue the current take home emergency response vehicle program which allows for the immediate and emergent response to public safety incidents involving the City. The specific use and restrictions for driving these vehicles shall adhere to the guidelines outlined in the then current version of City Policy and Procedure 4-01. Section 31 – Modified Duty Assignments. In cases of non-work-related injury, illness or pregnancy, an employee, upon approval of the department head, City Risk Manager and the employee's doctor, may return to work or continue work with doctor-approved limited or alternative duty pursuant to Policy & Procedure 2-04. Approval for reasonable accommodation such as limited/alternative duty shall be based upon department ability to provide work consistent with medical limitations and the length of time of the limitations. The City doctor may be consulted in determining work limitations. Any assignment to a limited/alternative duty will be on a temporary basis. Section 32 – Meal Allowance. Police managers attending night meetings will be eligible for meal re-imbursement under the guidelines set forth in the then current version of City Policy and Procedure No. 1-02. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 15 of 24 Section 33 – Uniforms. a) The City will supply complete uniforms to all sworn personnel. All uniform items are the property of the City. One complete uniform consists of: (I) three pair of trousers, (2) three short-sleeved shirts with patches and zippers if desired, (3) three long-sleeved shirts with patches and zippers if desired, (4) three cotton or two synthetic fiber turtleneck shirts, (5) hat, (6) duty jacket with patches, (7) dress jacket with patches, (8) necktie, and (9) rain gear. b) At the time of initial employment, every sworn employee will be issued one complete uniform. Uniform items will be replaced on an as-needed basis subject to verification by management. c) The City shall provide uniform cleaning for sworn representation unit personnel. d) Personnel are accountable for all uniform items issued to them. If a particular item is lost or damaged due to employee negligence, the employee will be required to reimburse the City for value of the item(s) lost or damaged. e) The City shall reimburse employees for the full cost of job-related boots upon verification of such purchase by the employees. The City will make the reimbursement only upon proof that the previous boots have become unserviceable due to wear or damage. (Job-related boots shall mean well-constructed, high topped boots that provide full ankle and foot support, which are selected from list agreed to by Management and the Association.) Employees are responsible for the full cost of any low-top, black shoes that are worn with the uniform. ARTICLE VIII – ASSOCIATION AGREEMENTS Section 34 – Association Security. a) When a person is hired in any of the covered job classifications, the City shall notify that person that the Association is the recognized bargaining representative for the employee in said Unit and give the employee a current copy of the Memorandum of Agreement. b) If there is no disruption of work, members of the Association Board of Directors may use a reasonable amount of on-duty time without loss of pay to meet with Management specifically related to representation of employees. Such release time must be cleared in advance by the Chief (or his/her Designee) who is a member of management. For purposes of this section, representation shall include: (i) Meetings with represented employees or management related to a grievance or disciplinary action, including investigation and preparation time. (ii) A meeting with management related to benefits, working conditions or other terms and conditions of employment. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 16 of 24 Section 35 – Association Representative Access to Work Locations. Employee and non- employee representatives of the Association will be granted access to City work locations to conduct business related to the administration or negotiation of the parties' Memorandum of Understanding, as long as advance arrangements for such visits have been made with the affected department manager and no disruption of work occurs. Advance arrangement shall normally include not less than one hour's notice in the case of an employee Association representative, two hours in the case of non-employee Association representatives. Non- employee representatives must also notify the Human Resources Department Manager (or designee) of the time, date and location of the representative's intended visit. Section 36 – Release Time. The Association President or his or her-designee in the representation unit may use a reasonable amount of time without loss of pay for matters related to the bargaining process, labor relations, and administration of the MOA, violations of the MOA, grievances, disciplinary issues, and training for association members. Release time shall normally be approved in advance by the department head and must not detract from the performance of the representative's City job duties, for which he or she will remain accountable. Section 37 – Use of City Facilities for Association Business. Any use of City facilities shall be governed by the then current version of City Policy and Procedure No. 4-07. Section 38 – Payroll Deduction. The City shall deduct Association membership dues and any other mutually agreed upon payroll deduction from the bi-weekly pay of member employees. The dues deduction must be authorized in writing by the employee on an authorization card acceptable to the City and the Association. The City shall remit the deducted dues to the Association as soon as possible after deduction. ARTICLE IX – LEAVE PROGRAMS Section 39 – Sick Leave. a) Statement of Policy. Sick leave shall be allowed and used only in case of actual personal sickness or disability, medical or dental treatment, or as authorized in Subsection (i), personal business chargeable to sick leave. Up to 8 days sick leave per year may be used for illness in the immediate family (spouse, child, parent, parent-in-law, brother, sister, registered domestic partner, or close relative residing in the household of the employee). b) Eligibility. Regular and part-time employees shall be eligible to accrue and use sick leave. c) Accrual. Sick leave shall be accrued bi-weekly provided the employee has been in a pay status for 50 percent or more of a bi-weekly pay period. Sick leave shall be accrued at the rate of 3.7 hours per bi-weekly pay period. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 17 of 24 d) Accumulation. Sick leave accrual accumulation shall be limited to 1,000 hours with no payoff provision for unused balance at termination. e) Use. Sick leave may be used as needed and approved, to the point of depletion, at which time the employee will no longer receive pay for sick leave. A new employee may, if necessary, use up to forty-eight hours or shift equivalent of sick leave at any time during the first six months of employment. Any negative balances generated by such utilization will be charged against future accrual or deducted from final paycheck in the event of termination. An employee who has been disabled for 60 consecutive days and who is otherwise eligible both for payment under the long-term disability group insurance coverage and accrued sick leave benefits may, at his/her option, choose either to receive the long-term disability benefits or to utilize the remainder of his/her accrued sick leave prior to applying for long-term disability benefits. Sick leave will not be granted for illness occurring during any leave of absence other than sick leave, unless the employee can demonstrate that it was necessary to come under the care of a doctor while on such other leave of absence. When an employee finds it necessary to be absent for any reason, he/she should contact the Department as soon as possible, but no later than the start of the scheduled shift on the first working day of absence, and shall regularly report by the start of each subsequent shift unless hospitalized. Such reports may be subject to written documentation if there is reasonable evidence that sick leave abuse has occurred. Sick leave shall not be granted unless such report or advance accounting has been made, provided, however, that the department head may grant exception to this policy where the circumstances warrant. Documentation may also be required if there is a reasonable basis to believe that the employee may not be medically fit to return to work. f) Depletion of Sick Leave Benefits. Upon depletion of sick leave or the beginning of the period to be covered by payments under the long-term disability group insurance coverage, whichever comes first, an employee may be granted a medical leave of absence without pay for a period not exceeding sixty days. If the employee is unable to return to work at the end of this period, he/she must request further medical leave which will be subject to the approval of the City Manager. If further leave is granted, the employee must notify the City of intent to return to work every thirty days. If further leave is not granted, the employee's service with the City shall be considered terminated. g) Forfeiture Upon Termination. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 18 of 24 Employees leaving the municipal service shall forfeit all accumulated sick leave, except as otherwise provided by law. In the event that notice of resignation is given, sick leave may be used only through the day which was designated as the final day of work by such notice. h) Personal Business Leave Chargeable to Sick Leave. Employees may use up to twenty (20) hours of sick leave per calendar year for personal business. The scheduling of such leave is subject to the approval of the appropriate level of management. Section 40 – Voluntary Catastrophic Leave Program. If permitted by agreement between the City and the Palo Alto Police Officers' Association (P.O.A.) members of the Palo Alto Police Managers' Association representation unit may participate in the "Voluntary Leave Program" applicable to the P.O.A. representation unit to assist in maintaining the pay of an employee who is eligible by virtue of a qualifying catastrophic medical condition. Such participation, when authorized by City- P.O.A. agreement, shall be allowed only as long as the donors remain anonymous (unless disclosure is required by law). Otherwise, said program shall be governed by the conditions and restrictions set forth in the City-P.O.A. Memorandum of Agreement. Section 41 – Leave of Absence With Pay. The City Manager may grant a regular employee under his/her control a leave of absence with pay for a period not exceeding thirty calendar days for reasons he/she deems adequate and in the best interest of the City. The City Council may grant a regular employee a leave of absence with pay for a period not to exceed one year for reasons the Council considers adequate and in the best interest of the City. a) Subpoenas: leave of absence. Regular employees who are subpoenaed in their capacity as a City employee to appear as witnesses on behalf of the State of California or any of its agencies may be granted leaves of absence with pay from their assigned duties until released. The employee shall remit all fees received for such appearances to the City within thirty days from the termination of his or her services as a witness. Compensation for mileage or subsistence allowance shall not be considered as a fee and shall be retained by the employee. b) Employee's time off to vote. Pursuant to Elections Code section 14000, when the employee is unable to vote outside of the employee's work hours, up to two (2) hours' time off with pay to vote at any general or direct primary election shall be granted at the beginning or end of the employee's scheduled shift, whichever allows the most free time for voting and the least time off from the regular working shift. Such time off with pay to vote shall only be granted if the employee provides at least two working days' notice that time off for voting is desired, unless the nature of the employee's schedule prevents the employee from anticipating the need for time off to vote. c) Leave of absence; death in family. Leave of absence with pay of three (3) days shall be granted an employee by the head of his or her department in the event of death in the employee's family, but shall not exceed a total of DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 19 of 24 six (6) paid work days per calendar year. For purposes of this section, family is defined as wife, husband, son, step-son, son-in-law, daughter, step-daughter, daughter-in-law, father, step- father, father-in-law, mother, step-mother, mother-in-law, brother, step-brother, brother-in- law, sister, step-sister, sister-in-law, grandmother, grandmother-in-law, grandfather, grandfather-in-law, grandchildren, aunt, uncle, niece, nephew, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Requests for leave in excess of three (3) days shall be subject to the approval of the City Manager. Approval of additional leave will be based on the circumstances of each request with consideration given to the employee's need for additional time off. d) Jury duty: leave of absence. Employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received for such duties other than mileage or subsistence allowances within thirty days from the termination of his/her jury service. Section 42 – Leave of Absence Without Pay. a) Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physicians' verification including diagnosis and medical work restriction. b) Other leaves. Leaves of absence without pay is at the discretion and approval of management. Unauthorized leave of absence/job abandonment may result in disciplinary action up to and including termination of employment. During unpaid leaves of absence for disability or other reasons, the employee may elect and the City may require the employee to use accrued paid vacation and sick leave in a manner consistent with state and federal law. All leaves without pay must be approved in advance and in writing by the department to be effective. c) Approval of department head. Leave of absence without pay for one week or less may be granted by the department head, depending on the merit of the individual case. d) Approval by City Manager. Leave of absence without pay in excess of one week's duration may be granted by the City Manager on the merit of the case, but such leave shall not exceed twelve months' duration. e) Absence without leave. Unauthorized leave of absence shall be considered to be without pay, and reductions in the employee's pay shall be made accordingly. Unauthorized leave of absence may result in termination of employment. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 20 of 24 f) Leave of absence; death outside the immediate family. Leave without pay may be granted a regular employee by his/her department head in the event of death to family members other than one of the immediate family, such leave to be granted in accordance with Subsections (b), (c), (d) and (e). g) Military leave of absence. State and federal law shall govern the granting of military leaves of absence and the rights of employees returning from such absence. ARTICLE X – EMPLOYEE/EMPLOYER RELATIONS Section 43 – Probationary Period. a) All original appointments to full-time or part-time regular municipal service positions shall be tentative and subject to a probationary period of twelve months for management employees b) The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing the employees work, for securing the effective adjustment of a new employee to his/her position, and for rejecting any probationary employee whose performance does not meet the acceptable standards of work. c) A report of performance of each probationary employee shall be made by the department head and shown to the probationary employee on or before expiration of the probationary period. d) During the probationary period a new employee may be suspended, demoted or terminated at any time by the appointing authority without cause and without right of appeal or to submit a grievance. Section 44 – Disciplinary Action and Unsatisfactory Work or Conduct. Disciplinary action shall be governed by the City’s Merit Rules and Regulation, Palo Alto Police Department Policy 340 on Conduct, the Palo Alto Police Department Internal Affairs and Complaint Investigations Guidelines, and the Police Officer Procedural Bill of Rights Act. Section 45 – Grievance Procedure. a) The City and the Association recognize that early settlement of grievances is essential to sound employee-employer relations. The parties seek to establish a mutually satisfactory method for the settlement of employee grievances, or Association grievances, as provided for below. In presenting a grievance, the aggrieved and/or his or her representative is assured freedom from restraint, interference, coercion, discrimination or reprisal. b) Definition. A Grievance is: 1. An unresolved complaint or dispute regarding the application or interpretation of this Memorandum of Agreement 2. An appeal from a disciplinary action of any kind against an employee covered by this Memorandum of Agreement. DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 21 of 24 c) Access to the Grievance Procedure. Except as otherwise provided in the Memorandum of Agreement for probationary employees, all employees represented by the Association may file and process a grievance. Such aggrieved employees may be represented by the Association or may represent themselves in preparing and presenting their grievance at any level of review. The Association may file a grievance when an Association right under this Memorandum of Agreement not directly related to an individual employee becomes subject to dispute. d) Conduct of Grievance Procedure. 1. The time limits specified in this Article may be extended by written mutual agreement of the aggrieved employee or the Association and the reviewer concerned. 2. If a decision is not rendered within a stipulated time limit, the aggrieved employee may immediately appeal to the next step. 3. The grievance will be considered settled if the decision at any step is not appealed within the specified time limit. 4. The aggrieved employee or the Association and Human Resources Director may mutually agree in writing to waive any step of the grievance procedure. 5. Written grievances shall be submitted on forms provided by the City or on forms that are mutually agreeable to the City and the Association. 6. Any retroactive monetary arbitrator award or settlement by mutual agreement shall not extend more than ninety (90) days before the date that the grievance was filed in writing at Step 2 below. The following steps shall apply: Step I. The aggrieved employee will first attempt to resolve the grievance through informal discussions with his or her immediate supervisor by the end of the tenth working day following the discovery of or the incident upon which the grievance is based. Every attempt will be made to settle the issue at this level. (Note: For purposes of time limits, the working days are considered to be Monday through Friday, exclusive of City holidays.) Appeals of disciplinary action should be processed through the procedures outlined in Step 2-3 of the Grievance Procedure. Step II. If the grievance is not resolved through the informal discussion, the employee will reduce the grievance to writing and submit copies to the department head or his/her designee within ten (10) working days of the discussion with the immediate supervisor. The department head or his/her designee shall have ten (10) working days from the receipt of a written grievance to review the matter and prepare a written statement. Step III. If the grievance is not resolved at Step II, the aggrieved employee may choose between final and binding resolution of the grievance through appeal to the City Manager or through appeal to final and binding grievance arbitration. For the term of this Memorandum of Agreement, appeals to final and binding arbitration may be processed only with Association DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 22 of 24 approval. All Step III appeals must be filed in writing at the Human Resources Department Office within ten (10) working days of receipt of the Step II appeal. If the aggrieved employee elects final and binding resolution by the City Manager, the City Manager will choose the methods he or she considers appropriate to review and settle the grievance. The City Manager shall render a written decision to all parties directly involved within ten working days after receiving the employee's appeal. If the aggrieved employee elects final and binding arbitration in accordance with this provision, the parties shall mutually select an arbitrator. In the event the parties cannot agree on an arbitrator, they shall mutually request a panel of five arbitrators from the California State Conciliation Service or from the American Arbitration Association if either party objects to the State Conciliation Service, and select an arbitrator by the alternate strike method. The arbitrator shall have jurisdiction and authority only to interpret, apply, or determine compliance with the provisions of this Memorandum of Agreement and such Merit System Rules, regulations, policies, procedures, City ordinances, resolutions relating to terms or conditions of employment, wages or fringe benefits, as may hereafter be in effect in the City insofar as may be necessary to the determination of grievances appealed to the arbitrator. The arbitrator shall be without power to make any decision: 1) Regarding matters of interest. 2) Contrary to, or inconsistent with or modifying in any way, the terms of this Memorandum of Agreement. 3) Granting any wage increases or decreases. The arbitrator shall be without authority to require the City to delegate or relinquish any powers which by State law or City Charter the City cannot delegate or relinquish. If either party seeks arbitration and the other party claims the matter is not subject to the arbitration provisions of this Memorandum of Agreement, the issue of arbitrability shall first be decided by the arbitrator using the standards and criteria set forth in this section and without regard to the merits of the grievance. If the issue is held to be arbitrable, the arbitration proceedings will be recessed for up to five working days during which the parties shall attempt to resolve the grievance. If no resolution is reached, the arbitrator will resume the hearing and hear and resolve the issue on the merits. Copies of the arbitrator's decision shall be submitted to the City, the aggrieved employee and the Association. All direct costs emanating from the arbitration procedure shall be shared equally by the City and the aggrieved employee or the Association. Section 46 – No Strikes. The Association, its representatives, or members, shall not engage in or cause, instigate, encourage, sanction, or condone a strike, withholding of services, concerted abuse of leave of absence provisions, work stoppage or work slowdown of any kind. No employee shall refuse to cross any picket line in the conduct of Police Department business, nor DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 23 of 24 shall the Association, its representatives, or members discriminate in any way toward anyone who refuses to participate in a strike, or any of the job actions cited above. Section 47 – Reduction in Workforce. In the event of reductions in force, they shall be accomplished wherever possible through attrition. If the work force is reduced in the Association, the City will give an employee impacted by a potential lay off 30 days' notice prior to any reduction in force. ARTICLE XI – LOOKING FORWARD Section 48 – Full Understanding. This Memorandum of Agreement contains the full and entire understanding of the parties regarding the matters set forth herein. The parties agree that they shall each carry out their responsibilities under the MOA in good faith. Section 49 – Legal Compliance/Severability. If any provision herein contained is rendered or declared invalid by reason of existing State or Federal legislation or by reason of State Supreme Court or U. S. Supreme Court ruling, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable. Section 50 – Duration. The term of this Agreement shall commence on January 11, 2016 and shall expire on June 30, 2017. FOR: FOR: Palo Alto Police Management Association City of Palo Alto Ron Watson James Keene, City Manager April Wagner Rumi Portillo, Human Resources Director Dania Torres Wong, Chief Negotiator Renne Sloan Holtzman Sakai Dennis Burns, Police Chief Natalie Korthamar, Manager of Employee and Labor Relation Frank Lee, Senior HR Administrator DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC City of Palo Alto and PAPMA January 11, 2016 – June 30, 2017 Page 24 of 24 APPENDIX A-1 DocuSign Envelope ID: A2D6C293-2836-40E4-B304-A6EBD132F775DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC Certificate Of Completion Envelope Id: A2D6C293283640E4B304A6EBD132F775 Status: Completed Subject: Please DocuSign: PMA MOA draft 03-07-16.pdf Source Envelope: Document Pages: 24 Signatures: 1 Envelope Originator: Certificate Pages: 1 Initials: 0 Elizabeth Egli AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 elizabeth.egli@cityofpaloalto.org IP Address: 199.33.32.254 Record Tracking Status: Original 3/29/2016 2:14:16 PM Holder: Elizabeth Egli elizabeth.egli@cityofpaloalto.org Location: DocuSign Signer Events Signature Timestamp April Wagner April.Wagner@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 199.33.32.254 Sent: 3/29/2016 2:17:34 PM Viewed: 3/29/2016 3:43:52 PM Signed: 3/30/2016 7:11:06 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: 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 Notary Events Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 3/29/2016 2:17:34 PM Certified Delivered Security Checked 3/29/2016 3:43:53 PM Signing Complete Security Checked 3/30/2016 7:11:06 PM Completed Security Checked 3/30/2016 7:11:06 PM DocuSign Envelope ID: 956DBB5D-E040-4C4B-838E-FFE740316FCC Certificate Of Completion Envelope Id: 956DBB5DE0404C4B838EFFE740316FCC Status: Completed Subject: Please DocuSign: PMA MOA 2016.pdf Source Envelope: Document Pages: 25 Signatures: 1 Envelope Originator: Certificate Pages: 1 Initials: 0 Elizabeth Egli AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 elizabeth.egli@cityofpaloalto.org IP Address: 199.33.32.254 Record Tracking Status: Original 4/1/2016 12:44:15 PM Holder: Elizabeth Egli elizabeth.egli@cityofpaloalto.org Location: DocuSign Signer Events Signature Timestamp Ron Watson Ron.Watson@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 199.33.32.254 Sent: 4/1/2016 12:47:52 PM Viewed: 4/4/2016 9:27:43 AM Signed: 4/4/2016 9:32:04 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: 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 Notary Events Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 4/1/2016 12:47:52 PM Certified Delivered Security Checked 4/4/2016 9:27:43 AM Signing Complete Security Checked 4/4/2016 9:32:04 AM Completed Security Checked 4/4/2016 9:32:04 AM Palo Alto Peace Officers' Association Memorandum of Agreement July 1, 2014-June 30, 2018 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 ii TABLE OF CONTENTS PREAMBLE 1 Section 1. Recognition 1 Section 2. No Discrimination 1 Section 3. Association Security 2 Section 4. Payroll Deduction 2 Section 5. No Strikes 2 Section 6. Probationary Period 3 Section 7. Salary Provisions 4 Section 8. Night Shift Differential 9 Section 9. Paid Holidays 9 Section 10. Working Out of Class Pay 10 Section 11. Retention/Career Incentive Program (Special Compensation) 10 Section 12. Dependent Care Assistance Program 11 Section 13. Court Pay 11 Section 14. Health Plans 12 Section 15. Dental Benefits 15 Section 16. Life Insurance Benefits 16 Section 17. Effective date of Coverage for New Employees 16 Section 18. Retirement Benefits 16 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 iii Section 19. Retirement Medical Plan 18 Section 20. Psychological Counseling Program 19 Section 21. Uniforms 20 Section 22. Work Schedule 20 Section 23. Overtime Pay and Compensatory Time Off 33 Section 24. Overtime Sign-Up 34 Section 25. Jury Duty 36 Section 26. Vacation Accrual 36 Section 27. Use of Vacation 36 Section 28. Vacation Pay at Termination 38 Section 29. Vacation Benefits for Deceased Employees 38 Section 30. Effect of Extended Military Leave 38 Section 31. Sick Leave 38 Section 32. Leaves of Absence Without Pay 41 Section 33. Leave of Absence With Pay 42 Section 34. Reduction in Force 43 Section 35. Agents 43 Section 36. Commute Incentives and Parking in Civic Center Garage 43 Section 37. Disciplinary Action and Unsatisfactory Work or Conduct 44 Section 38. Grievance Procedure 46 Section 39. Bulletin Boards and Telephones 50 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 iv Section 40. Access to Association Representatives 50 Section 41. Meeting Places 50 Section 42. Voluntary Leave Program: 50 Section 43. Utilization of Reserves for Field Services Division Events 52 Section 44. Overtime Meals for Investigative Services Division 53 Section 45. Hiring Incentives 53 Section 46. Full Understanding 53 Section 47. Printed Agreement 54 Section 48. Duration 54 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 1 MEMORANDUM OF AGREEMENT CITY OF PALO ALTO and PALO ALTO PEACE OFFICERS' ASSOCIATION July 1, 2014 - June 30, 2018 PREAMBLE This Memorandum of Agreement is pursuant to and subject to Sections 3500-3510 of the Government Code of the State of California, the Charter of the City of Palo Alto, and the City of Palo Alto Merit System Rules and Regulations. (This Memorandum of Agreement made and entered into at Palo Alto, California, by and between the City of Palo Alto, a municipal corporation (hereinafter referred to as "City") and the Palo Alto Peace Officers' Association, Incorporated, a California corporation (hereinafter referred to as "Association"), is intended to define agreements reached during the meet and confer process concerning wages, hours, working conditions, and other terms and conditions of employment for the represented group of employees. Section 1. Recognition The City recognizes the Association as the exclusive representative of an employee group consisting solely of Police Officer Trainees, Police Officers, Police Agents, and Police Sergeants who are regularly employed by the City and others who might be amended into the representation unit from time to time under existing law and the Merit System Rules and Regulations. Section 2. No Discrimination (a) The Association and the City hereby agree that there shall be no discrimination because of race, color, age, handicap, sex, sexual orientation, national origin, political or religious affiliation under this Agreement. There shall be no discrimination in employment conditions or treatment of employees on the basis of membership or non-membership in the Association, or participation in the lawful activities of the Association. (b) The Association and the City hereby agree to protect the rights of all employees to exercise their free choice to join the Association and to abide by the express provisions of applicable State and local laws. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 2 Section 3. Association Security (a) When a person is hired in any of the covered job classifications, the City shall notify that person that the Association is the recognized bargaining representative for the employee in said Unit and give the employee a current copy of the Memorandum of Agreement. (b) If there is no disruption of work, members of the Association Board of Directors may use a reasonable amount of on-duty time without loss of pay to attend to Association business specifically related to representation of employees. Such release time must be cleared in advance by the appropriate division manager who is a member of management. For purposes of this section, representation shall include: (i) Meetings with represented employees or management related to a grievance or disciplinary action, including investigation and preparation time. (ii) A meeting with management related to benefits, working conditions or other terms and conditions of employment. Section 4. Payroll Deduction The City shall deduct Association membership dues and any other mutually agreed upon payroll deduction from the bi-weekly pay of member employees. The dues deduction must be authorized in writing by the employee on an authorization card acceptable to the City and the Association. The City shall remit the deducted dues to the Association as soon as possible after deduction. Section 5. No Strikes The Association, its representatives, or members, shall not engage in or cause, instigate, encourage, sanction, or condone a strike, withholding of services, concerted abuse of leave of absence provisions, work stoppage or work slowdown of any kind. No employee shall refuse to cross any picket line in the conduct of Police Department business, nor shall the Association, its representatives, or members discriminate in any way toward anyone who refuses to participate in a strike, or any of the job actions cited above. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 3 Section 6. Probationary Period (a) The probationary period for new employees entering the classifications of Police Academy Trainee or Police Officer shall end 12 months following the successful completion of Police Academy training. The probationary period for lateral entry positions, where Police Academy training is waived, shall be 12 months. (b) The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee's qualifications, for ensuring the effective adjustment of a new employee to the position and for rejecting any probationary employee who in the opinion of management is not suitable to attain permanent status. (c) During the probationary period a new employee may be terminated at any time by the appointing authority without cause. The existence of cause for termination shall not be arbitrable. Probationary employees shall not be terminated for reasons that violate Section 2. No Discrimination, of this Agreement, or for reasons that are unconstitutional or unlawful. (d) Probationary Period for New Supervisors (1) The probationary period for newly promoted Agents and Sergeants shall end 12 months from the effective date of the promotion, excluding time off due to any unscheduled absence or leave. (2) The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee’s qualifications, for ensuring the effective adjustment of a newly promoted employee to the position and for rejecting any newly promoted probationary employee who in the opinion of management is not suitable to attain permanent status in the newly promoted rank. (3) During the promotional probationary period the newly promoted employee shall successfully complete 80 hours of in-house transition training pursuant to the guidelines contained in the Supervisor field Training Program Manual. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 4 (4) During the 12 month promotional probationary period the newly promoted employee shall be evaluated by his/her direct supervisor on a quarterly basis. (5) Any on-going and/or significant perceived deficiencies in the probationary employee’s work performance or supervisory aptitude shall be promptly communicated to the employee. When appropriate, the employee shall be provided with additional training and given opportunities to demonstrate their performance in response to the training. Such perceived deficiencies, any related training, and performance improvement or lack of response to training shall be documented by the employee’s supervisor and recorded in the employee’s quarterly evaluation for the quarter(s) in which the matter was addressed. (6) During the promotional probationary period, a newly promoted employee may be demoted to their previous rank at any time by the appointing authority if the employee demonstrates a lack of suitability for the newly promoted position. The demotion shall be based upon deficiencies in the performance or aptitude that have been addressed and documented as outlined in subsection (5). The existence of cause for demotion shall not be arbitrable. Promotional probationary employees shall; not be demoted for reasons that violate Section 2 of the Memorandum of Agreement, No Discrimination; or for reasons that are unconstitutional or unlawful. (7) In the event that management elects to demote an employee during his or her probationary period, pursuant to subsection (6), the affected employee may request a hearing with the Chief of Police. The hearing shall be held promptly and prior to the intended effective date of demotion, so as to afford the employee with a meaningful and timely opportunity to respond to the stated reason(s) for demotion. Section 7. Salary Provisions (a) General Salary Increase. Effective on the first day of the first pay period after the adoption of this MOA by the City Council, salary ranges of all represented classifications will be increased by two and a half percent (2.5%). (b) Market Equity Adjustment: Effective on the first day of the first pay period after adoption of this MOA by the City Council, salary ranges of all represented classifications will be increased by three percent (3%). City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 5 (c) General Salary Increase. Effective pay period including June 30, 2016 salary ranges of all represented classifications will be increased by two and a half percent (2.5%). (d) Market Equity Adjustment: Effective the pay period including June 30, 2016, salary ranges of all represented classifications will be increased by two and two tenth of a percent (2.2%). (e) General Salary Increase. Effective pay period including June 30, 2017, salary ranges of all represented classifications will be increased by two and a half percent (2.5%). (f) Total Compensation Market Study. The City will conduct a Total Compensation Market Study by November 15, 2017. The Total Compensation Market Study will be done on the Police Officer classification using the benchmark agencies and compensation criteria listed below (Total Compensation and Survey Database). Data shall reflect the compensation data in effect at each of the benchmark agencies as of November 15, 2017. If the Total Compensation Market Study shows that the Palo Alto Police Officer classification is below the median of the Total Compensation Market Study, then effective the pay period that includes December 31, 2017, the City shall increase salary ranges of all represented classifications by an amount necessary to get the Police Officer classification to get to median, up to a maximum adjustment of two and one-half percent (2.5%). Total Compensation and Survey Database Management and the Union have agreed to a compensation survey database structure. Survey Cities include: Alameda, Berkeley, Concord, Fremont, Hayward, Milpitas, Mountain View, Redwood City, San Leandro, San Mateo, Santa Clara, Vallejo, and Walnut Creek. Compensation Criteria includes: top step salary, maximum longevity, maximum education/POST, uniform allowance, holiday pay, deferred compensation, employee pick up of employer pension costs (Negative EPMC), and maximum City paid benefits (medical, dental, vision, life insurance, LTD, and EAP). The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers. (g) Salary Steps & Ranges (Eligibility) City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 6 New officers attending the basic police academy will be compensated at the “Police Trainee” level. Academy Graduates and Lateral Officers with less than two years experience will be compensated at the “Police Officer” “Step 3” Level. Jr. First Class Exam: Officers become eligible to take the exam anytime after they complete the Field Training Program. However, the pay increase will not become effective until they have successfully completed the test and have been with the department for a year from the academy graduation (Laterals a year from hire date). The pay increase for Jr. First Class is compensated at the “Police Officer” “Step 4” level (Approximate 5% Increase). First Class Exam: Officers become eligible to take the exam any time after they have successfully completed the Jr. First Class Exam. However, the pay increase will not take effect until one year from the date of the merit increase for the Jr. First Class exam. (Lateral officers’ pay increase may be effective one year from the date of hire) The pay increase for First Class is compensated at the “Police Officer” “Step 5” Level (Approximate 5% Increase). (h) POST Certificate/Incentives Basic Post: Officers become eligible upon completion of their probationary period. The certificate must be obtained within 18 months of hire date. (No Salary Increase) Intermediate POST: Officers are eligible based on a combination of years of service and education as follows. (1) Two Years & a bachelor’s degree (2) Four Years & an associate degree or 45 training credits and 45 educational credits. (3) Six Years & 30 training credits and 30 educational credits. (4) Eight Years & 15 training credits and 15 educational credits. The pay increase for Intermediate POST Certificates is compensated at the “Police Officer/ Inter” Level. (Approximate 5% Increase). Advanced POST: Officers are eligible based on a combination of years of service and education as follows. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 7 (1) Four Years & a master’s degree. (2) Six Years & a bachelor’s degree. (3) Nine Years & an associate’s degree or 45 training credits and 45 educational credits. (4) Twelve Years & 30 training credits and 30 educational credits. The pay increase for Advanced POST Certificates is compensated at the “Police Officer/ Adv” Level. (Approximate 2.5% Increase). Training credits are computed as one credit for every 20 hours of approved course. Education credits are equivalent to 1 point for each semester unit from an accredited college/university or 2/3 of a point for each quarter unit. Military time may be used for service time as approved by POST on a case-by- case basis. Officers are responsible for contacting Personnel & Training in order to arrange taking tests and application for POST certificates. (i) Special assignment premium pay Effective with the pay period including July 1, 2001, biweekly premium pay for employees assigned to the indicated specialties will be as follows: Field Training Premium: 5% of base pay per pay period. Applies to management-assigned Officers and Agents and Traffic Team members during each pay period in which they provide training to police recruits, Community Service Officers or Level II reserve officers who are working on their Level I certificate. Applies to management-assigned FTO Sergeants during each pay period in which they supervise assigned FTO Officers or Agents who are actively training police recruits, Community Service Officers or Level II reserve officers who are working on their Level I certificate. K-9 Program Premium: 5% of base pay per pay period, Effective January 1, 2008, K-9 Officers/Agents shall receive 5% of base pay per pay period to compensate for the time spent by the K-9 Officer/Agent outside regularly scheduled work hours to feed, groom, house, exercise, attend to the City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 8 medical and dental needs of and otherwise maintain the dog. Bilingual Premium: 5% of base pay per pay period. Applies to representation unit employees certified by management as proficient in other languages as outlined below. (i) Approved Languages Spanish, Chinese (Mandarin and Cantonese), Japanese, Tagalog, Korean, Vietnamese, Russian, American Sign Language, and such other languages as determined by management. (ii) Proficiency Requirements Officers, Agents, and Sergeants who pass a basic “first responder” proficiency test administered by a professional linguist will be eligible for bilingual pay. This proficiency test will be a one time test to ensure the candidate has the ability to verbally communicate (with the exception of American Sign Language) as a first responder in the selected Language. First responder proficiency will include, but is not limited to, the ability to take basic crime and accident reports; issue a citation and explain the court process; complete a field interview card; give directions; give a Miranda admonition; and generally be able to communicate with a non-English speaking person in need of basic police services. Study material will be provided by the City to all employees to assist in test preparation. (iii) Testing Process In order to best accommodate the wide range of languages, proficiency testing will be conducted by professional linguists outside the Police Department that have been agreed upon by the Association and Management. A basic first responder proficiency exam has been developed based upon the needs of the organization. The City will pay for the initial test for each employee. Employees who do not pass the initial test may retest as many times as necessary. However, subsequent tests will be at the employee’s expense. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 9 Section 8. Night Shift Differential (a) Night shift differential shall be paid at the rate of 5% to all FSD personnel for all hours worked between 6:00 p.m. and 8:00 a.m. (b) All employees covered under Section 23(d) working a regular shift between 7:00 a.m. and 7:00 p.m. shall receive 5% night shift premium for hours worked between 7:00 p.m. and 7:00 a.m. Vacation and administrative leave pay for employees who regularly work night shifts shall include appropriate night shift premiums, relating to night shift hours regularly worked. Shift adjustment hours for employees who regularly work the 4-11 work schedule shall include the appropriate night shift premium based on the percentage of usual night shift hours worked to regular hours. Section 9. Paid Holidays (a) All represented employees on leave of absence without pay shall not receive in-lieu holiday accrual during such leave, or any compensation for holidays occurring during such leave. (b) Effective with the pay period following adoption of this MOA, employees shall not receive paid holidays, but in lieu thereof shall receive 3.462 hours straight time pay, while in a pay status, to a maximum payment of ninety (90) hours per year. In-lieu hours may be taken as pay or time off. Eligible employees will elect, at the beginning of each fiscal year, the manner in which the in-lieu hours will be taken. Hours under this provision will accrue each pay period while in a pay status and will be paid semi-annually in June and December. If time off is elected under this provision, such time off may be taken to the maximum of current accrual balances and subject to management scheduling approval. Employees working non-field services assignments shall be eligible to use accrued holiday time for any of the following recognized City holidays: January 1 Third Monday in January Third Monday in February Last Monday in May July 4 First Monday in September City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 10 Second Monday in October November 11 Thanksgiving Day Day after Thanksgiving Day December 25 Either December 24 or December 31, see below Additionally, effective with the pay period following adoption of this MOA, in lieu of restoring Holiday pay to 120 hours, salary ranges of all represented classifications will be increased by 1.44%. Section 10. Working Out of Class Pay Officers, Agents and Sergeants working out of class for a period of two or more consecutive pay periods (28 days) shall be compensated with the following premium pay; Officers and Agents working as an Acting Sergeant: 7% of base pay Sergeants working as an Acting Lieutenant: 10% of base pay Agents, and Sergeants fulfilling the role of an Acting Sergeant and/or Acting Lieutenant for individual shifts and/or a number of hours within a shift, shall not receive additional compensation. Periodically working in this capacity shall be deemed a basic duty within an employee’s job description. Section 11. Retention/Career Incentive Program (Special Compensation) (a) Retention/Career Incentive Program On July 1, 2007 the City will initiate a Retention/Career Incentive Program. It is recognized that hiring, training, and retaining qualified law enforcement personnel is becoming increasingly difficult, time consuming, and very expensive. This program is designed to provide greater incentives for hiring new employees, retaining long- term employees, and attracting quality lateral candidates from other law enforcement agencies. This program will provide special compensation in the form of premium pay at various levels as employees reach different career milestones. Both parties acknowledge that in the 2007 negotiations, the cost of the program was partially offset through salary and/or benefit reductions agreed to elsewhere in this Memorandum of Agreement. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 11 All employees with more than 5 years of service shall receive special compensation in the form of retention pay at 3% of straight time base pay. More than 10 years service shall receive special compensation in the form of retention pay at 6% of straight time base pay. Maximum under this provision is 6%. As an incentive to recruit and hire lateral law enforcement personnel from other agencies, the following shall apply. At the Chiefs discretion, up to 5 years of full time law enforcement service may be counted towards the years of service outlined above. Special Compensation/Retention Pay outlined in the Retention/Career Incentive Program shall be deemed PERSable for the purpose of income and retirement however will not be a factor when calculating overtime compensation. (b) Performance Improvement Plans (Retention Incentive Disqualification) Employees on a Performance Improvement Plan will not receive compensation under the Retention/Career Incentive Program. Employees will be removed from the Retention/Career Incentive Program in the pay period following the implementation of the Performance Improvement Plan. Employees will begin receiving Retention/Career Incentive Compensation in the pay period after the successful conclusion of the Performance Plan. Employees will retain their right to use the grievance process as outlined in Section 39 as it pertains to the loss of compensation outlined above. Section 12. Dependent Care Assistance Program The City will provide a Dependent Care Assistance Program for employees according to the provisions of the Federal Economic Recovery Act of 1981, Code Sections 125 and 129. The program will be available to representation unit employees beginning with pay period number 1 of 1992, and remain in effect subject to a reasonable minimum participation level and availability of third-party administrative services at a reasonable cost. Section 13. Court Pay Sworn Police Personnel appearing in court or in an administrative forum in the course and City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 12 scope of their normal duties will be compensated according to the following: Period Rate Minimum (a) Scheduled day off. Time and one-half 4 hours (b) During scheduled shift or immediately preceding or following a shift Straight time during shift. Time and one-half for period before or after scheduled shift. None (c) Appearance on a scheduled work day by employees of Team #3 (prior to 12 p.m.) Time and one-half 3 hours (d) Appearance on a scheduled work day by employees of Team #4 or Team #5 Time and one-half 3 hours (e) All other court appearances Time and one- half 3 hours Section 14. Health Plans \\\(a) PEMHCA Health Plan During the term of this contract, the maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 13 Effective with the first pay period including January 1, 2016, the City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part-time employee is assigned to work. *PEMHCA minimum changes per statutory determination as of 2016. Any increases to the PEMHCA minimum during the term of this contract will result in a Medical Premium Category PEMHCA contribution* Up to a Total Maximum City Contribution Effective January 1, 2016 Up to a Total Maximum City Contribution Effective January 1, 2017 Up to a Total Maximum City Contribution Effective January 1, 2018 Employee only $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $773.00 $804.00 Employee plus one $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $1,544.00 $1,606.00 Employee Family $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $2,008.00 $2,088.00 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 14 corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the amount listed in the “Total Maximum City Contribution” columns above. If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change. (b) Vision Care The City will offer vision care coverage for employees and dependents. Coverage is equivalent to $20 deductible Plan A under the Vision Service Plan, with monthly premiums paid by the employer. Dependents will include domestic partners, as defined under Section 16 (c). (c) Active Employee Domestic Partners Active employee domestic partners whose domestic partnership is registered with the State of California may add their domestic partner as a dependent to their elected health plan coverage if the domestic partnership is registered with the Secretary of State. Active employee domestic partners whose domestic partnership is not registered with the State, but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for a stipend of two hundred eighty four dollars ($284.00) per month toward the cost of an individual health plan. Evidence of premium payment will be required with request for stipend. (d) Alternative Medical Benefit Program If a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through any other non-City of Palo Alto employer-sponsored or association-sponsored medical plan, the Employee may choose to waive his/her right to the City of Palo Alto’s medical insurance and receive cash payments in the amount of two hundred eighty four dollars ($284) for each month City coverage is waived. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 15 Examples of waivers eligible for this payment are: • Employee waives all applicable City medical coverage; or • Employee is eligible to enroll his or her spouse or domestic partner and waives medical coverage for the spouse or domestic partner; or • Employee has additional eligible dependents and waives family-level medical coverage. Participation must result in a health insurance cost savings to the City and payments per employee shall not exceed a total of two hundred eighty four dollars ($284.00) per month. To participate in the program the employee and dependents must be eligible for coverage under PEMHCA medical plans, complete a waiver of medical coverage form, and provide proof of eligible alternative medical coverage. Payments will be made in the employee’s paycheck beginning the first month following the employee’s completion of the waiver form. Payments are subject to state and federal taxes and are not considered earnings under PERS law. Employees are responsible for notifying the City of any change in status affecting eligibility for this program (for example, life changes affecting dependent’s eligibility for medical coverage through the employee) and will be responsible for repayment of amounts paid by the City contrary to the terms of this program due to the employee’s failure to notify the City of a change in status. (e) Dual Coverage When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered by only one spouse Section 15. Dental Benefits (a) The City will maintain the present level of benefits on the City-sponsored dental program for current employees and their dependents, except that the maximum benefits per calendar year shall be $2,000 effective in 1988. Dental Coverage shall include composite (tooth colored) fillings for all teeth. (b) The City provides a 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. (c) Dependents will include domestic partner, as defined under Section 15 (c). City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 16 (d) Dental implants in conjunction with one or more missing natural teeth, and removal of dental implants will be covered as a Major Dental Service at 50% usual, customary and reasonable (UCR). Section 16. Life Insurance Benefits The City agrees to continue the basic life insurance plan as currently in effect for the term of this Memorandum of Agreement. Section 17. Effective date of Coverage for New Employees For newly hired regular employees coverage begins on the first day of the month following date of hire for the health plan, dental plan, vision care plan, and life insurance plans if these benefits are elected. Section 18. Retirement Benefits (a) Safety Pension Group A: “3% at 50” Safety Retirement The City will continue the present benefits under the Public Employees’ Retirement System (PERS) “3 percent at 50” (3% @ 50) Retirement Formula per California Government Code §21362.2 for employees hired before the effective date of the “3 percent at 55” (3% @ 55) formula for new hires as described herein. The final year compensation for employees hired under the 3% at 50 formula will continue to be the “single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one-year period otherwise designated by the member (Government Code 20042). Current employees continued to be covered under Government Code 20692, Employer Paid Member Contribution, to the extent there is a City paid member contribution in the final (b) Safety Pension Group B: 3% at 55 Safety Retirement Effective December 7, 2012, the City amended its contract with CalPERS to provide employees hired on or after that date who are not “new members” of CalPERS as defined in the Public Employees’ Pension reform act (often referred to as “Classic” CalPERS members) with the CalPERS retirement formula three percent of final salary at age 55 (3% at 55), with the final salary determination for such employees of “three highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three year period otherwise City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 17 designated by the member (Government Code Section 20037). This new tier also eliminated Section 20692, Employer Paid Member Contribution. (c) Safety Pension Group C: 2.7% at Age 57 Safety Retirement Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two point seven percent at age 57 (2.7%@57) retirement formula with a three year final compensation period. (d) Employee Share of PERS Contribution Employees in all sworn represented classes in Pension Groups A and B described above will make the 9% PERS member contributions by payroll deduction. Employees in all sworn represented classes in Pension Group C described above shall pay the employee contribution required by the Public Employees’ Pension Reform Act, currently calculated at fifty percent (50%) of the normal cost. Trainees will pay the same employee contribution as miscellaneous members while attending Basic Academy (see section (g) below). The City will continue to provide for member contributions to be made as allowed under the provisions of IRS Code §414(h)(2). (e) Additional Employee PERS Contributions • Effective as soon as administratively possible all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required per CalPERS 20516 contract amendment, pay an additional 1% towards the Employer share of Pension. • Effective the pay period that includes June 30, 2016 or as soon as administratively possible but no sooner than June 30, 2016, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 2%. • Effective the pay period that includes June 30, 2017, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 18 of 3%. • Additional employee PERS contribution under CalPERS 20516 will be provided on a pre-tax basis to the extent allowable by law. (f) 1959 Survivor Benefit The City will continue to provide the basic level (Level 1) of 1959 Survivor Benefit to eligible employees in accordance with California Government Code §21571. (g) Military Service Credit The City’s contract with the Public Employees' Retirement System provides for Section 20930.3, Military Service Credit as Public Service. (h) Retirement Privileges All retired employees and spouses of deceased employees shall have residential privileges at City libraries, refuse disposal area, golf course, and swimming pools. (i) PERS Status While in Basic Academy. While an employee is attending Basic Academy, he or she shall participate in the City’s PERS Miscellaneous Employee retirement plan with the same employee and employer contribution rates as applies to Miscellaneous City employees represented by SEIU (classified unit). When the employee successfully completes Basic Academy and is sworn in by the Police Chief, he or she shall prospectively participate in the PERS Safety Employee retirement plan. Section 19. Retirement Medical Plan (a) Retiree Medical Coverage - Employees hired before January 1, 2006 who have not voluntarily elected to participate in the Retirement Healthcare Benefits provided in Government Code section 22893: Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees who retire on or before December 31, 2007. Effective March 1, 2009, for an employee retiring on or after that date, the City will pay up to the monthly medical premium for the second most expensive plan among the existing array of plans during the Agreement term. Effective April 1, 2015, for an City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 19 employee retiring on or after that date, the City contribution shall be the same contribution amount it makes for active City employees. The parties mutually agree that the benefits provided in this paragraph for employees retiring on or after April 1, 2015 will fluctuate from time to time based on the City’s contributions to health care for active employees. Accordingly, Association members who retire on or after April 1, 2015 and have not elected to participate in the Retirement Healthcare Benefits provided in Government Code section 22893, do not maintain a vested interest in any particular contribution by the City above the amount required under the PEMHCA. (b) Retiree Medical Coverage - Employees who voluntarily elect to participate in Government Code section 22893, and all Employees hired on or after January 1. 2006: The CalPERS vesting schedule set forth in California Government Code § 22893 will apply to all Association members hired on or after January 1, 2006, and employees hired prior to January 1, 2006 who voluntarily elect to participate in the Retirement Healthcare Benefits provided in Government Code § 22893. Under this law, an employee is eligible for 50% of the specified employer health premium contribution after ten (10) years of service credit, provided at least five (5) of those years were performed with the City of Palo Alto. After ten (10) years of service credit, each additional year of service credit will increase the employer contribution percentage by 5% until, at twenty (20) years' service credit, the employee will be eligible upon retirement for 100% of the specified employer contribution. However, the maximum contribution for family members will be 90% of the specified employer contribution. Notwithstanding any other term of this section, the City of Palo Alto's health premium contribution for employees hired on or after January 1, 2006, and employees who voluntarily elect to participate in Retirement Healthcare Benefits provided by Government Code § 22893, will be the minimum contribution set by CalPERS under California Government Code § 22893 based on a weighted average of available health plan premiums. Section 20. Psychological Counseling Program The psychological counseling program currently in effect shall be continued. The program shall provide 24-hour emergency counseling by independent professional consultants. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 20 Section 21. Uniforms (a) The City will supply complete uniforms to all sworn personnel. All uniform items are the property of the City. One complete uniform consists of: (1) three pair of trousers, (2) three short-sleeved shirts with patches and zippers if desired, (3) three long-sleeved shirts with patches and zippers if desired, (4) three cotton or two synthetic fiber turtleneck shirts, (5) hat, (6) duty jacket with patches, (7) dress jacket with patches, (8) necktie, and (9) rain gear. (b) At the time of initial employment, every sworn employee will be issued one complete uniform. Uniform items will be replaced on an as-needed basis subject to verification by management. (c) The City shall provide uniform cleaning for sworn representation unit personnel. (d) Personnel are accountable for all uniform items issued to them. If a particular item is lost or damaged due to employee negligence, the employee will be required to reimburse the City for value of the item(s) lost or damaged. (e) The City shall reimburse employees for the full cost of job-related boots upon verification of such purchase by the employees. The City will make the reimbursement only upon proof that the previous boots have become unserviceable due to wear or damage. (Job-related boots shall mean well-constructed, high topped boots that provide full ankle and foot support, which are selected from list agreed to by Management and the Association.) Employees are responsible for the full cost of any low-top, black shoes that are worn with the uniform. Section 22. Work Schedule (a) Field Services Division 4/11 Schedule The patrol schedule will have two sides, “A-Side” and “B-Side.” There will be ten patrol teams each supervised by a Sergeant or Acting Sergeant under the management of patrol lieutenants. Five Patrol teams will work an “A” schedule and five Patrol teams will work a “B” schedule. Patrol officers, agents, and sergeants will report for duty promptly at the designated times for each team. Patrol team schedules are as follows. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 21 Patrol Division Team Schedules A-Side B-Side Team 1A 0500 to 1600 Team 1B 0500 to 1600 Team 2A 0700 to 1800 Team 2B 0700 to 1800 Team 3A 1400 to 0100 Team 3B 1400 to 0100 Team 4A 1800 to 0500 Team 4B 1800 to 0500 Team 5A 2000 to 0700 Team 5B 2000 to 0700 Team’s 2A, 3A, and 4A are designated as field training teams. (1) 4/11 Work Schedule The work schedule will be based on an eight (8) day cycle with each employee working four (4) consecutive days on and having four (4) consecutive days off. The eight (8) day cycle will advance the employee’s workdays and days off within the calendar week one day every cycle. The overall cycle repeats itself every eight (8) weeks. Over the course of a year (26 pay periods) each employee works 182 eleven (11) hour regular patrol shifts totaling 2002 hours, 78-hours short of the required fulltime equivalent work year of 2080 hours. In the Patrol Division and with the approval of the Patrol Captain, a maximum of two (2) paired “fixed days” schedules (4 Employees) may be established, at the employees’ request. The regularly scheduled hours of work for such a position must cover the days off of the position with which it is paired. For example, one position could have Sunday, Monday, and Tuesday off while the other could have Thursday, Friday, and Saturday off. It shall be the responsibility of employees interested in a paired fixed day schedule to identify another employee who is willing to participate in the paired arrangement. If either employee or the Department desires to terminate a paired schedule once it is in effect, the employee or Department, as applicable, must give the other affected parties to the arrangement at least one (1) full pay period advance written notice. Resumption of the employees’ participation in the normal rotation shall begin on the first day of the City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 22 second full pay period following the date notice is delivered to the other parties. Employees on a fixed schedule will be required to attend the designated CPT (Continued Professional Training) training days either on their regularly scheduled workday or on a day off. If they attend training on their regularly scheduled day off, they will be compensated by receiving an adjusted day off within the same pay period. Employees requesting a schedule different from the rotating 4/11 must submit their request in writing prior to the team selection process. The requests will only be considered on an extreme hardship basis The following hours and minimum staffing levels will be observed on both sides of the Patrol Division. During team overlaps, the combined staffing levels of the teams will serve to meet minimum staffing levels. 0700-2400 hours 1 Lieutenant/Sergeant Watch Commander 1 Sergeant/Agent Supervisor 6 Officers/Agents 0001-0300hours 1 Lieutenant/Sergeant Watch Commander 1 Sergeant/Agent Supervisor 5 Officers/Agents 0300- 0700 hours 1 Sergeant Supervisor 5 Officers/Agents Under routine circumstances, personnel will be able to receive time off as long as minimum staffing numbers remain available for duty. Management may deny time off to maintain staffing greater than the minimum numbers outlined above. It’s anticipated this will only occur in special situations where greater staffing is needed. (2) Designated CPT Training Days within the 4/11 Schedule: The 4/11 Schedule will have designated CPT training days and flexible training hours to make up the seventy-eight (78) hours necessary to complete a full work year. A training bank will be created for each employee on the 4/11 Schedule to track and monitor the use and balance of the 78-hours. The training bank and its use are outlined in the next section. Management will determine the number of designated CPT training days and City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 23 stagger them throughout the year in order to avoid overtime insofar as possible. Designated CPT training days will be scheduled prior to the beginning of each shift year. Unless otherwise determined by the Department, there will be five (5) designated CPT training days each year. These training days will vary in duration but will in most cases be approximately eight (8) to ten (10) hours in duration. The exact number of designated CPT training days, their duration in hours, and the remaining flexible training bank time will be determined prior to shift change and vacation selection. If it’s anticipated that the number of training days will vary in any given year, Management will notify and, on request, meet with PAPOA to consider any concerns the Association may have. Patrol personnel will not be permitted to take vacation on any one of these pre-designated CPT training days. The Division Captain may authorize an exception based on compelling circumstances. The course content and training provided on the designated CPT training days can vary from year to year to meet current and changing training needs. It will be the responsibility of the Personnel and Training Division to schedule and coordinate the training on designated CPT training days. Training days may be scheduled during daytime and/or nighttime hours to accommodate training needs. Sworn employees not on the 4/11 Schedule will be required to attend designated C.P.T. training days. Each of the training days will be broken into two (2) single day sessions for Patrol (A side and B side). It is anticipated that approximately fifty percent (50%) of the non-4/11 employees will attend one (1) of the two (2) days during each of the training cycles. If the nature and/or complexity of the training does not allow for a larger groups, multiple sessions can be scheduled on additional training days. (3) Flexible Training Hours This schedule results in seventy-eight (78) hours that will be made up during the year through designated CPT training days and flexible training time. It is anticipated that approximately fifty (50) hours will be set aside each year for designated CPT training days (exact number to be determined each year). Once the hours set aside for designated CPT training days is established, the remaining hours shall be used for flexible training as follows. Employees on the 4/11 Schedule attending training on a day off or outside their City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 24 normal shift shall use their available Flexible Training Bank hours (Non-CPT Hours) prior to using overtime. All Flexible Training Bank hours must be used prior to earning overtime. The only limitation on the use of these training hours is that no employee can exceed the one hundred seventy-one (171) hour FLSA limit in any twenty-eight (28) day cycle. The combination of regular work shifts, designated CPT training days, and flexible training time cannot exceed one hundred seventy-one (171) hours in any FLSA Cycle. Any hours worked over one hundred seventy-one (171) in a twenty-eight (28) day cycle are considered premiums hours and must therefore be paid at the overtime rate. The following is a list of some of the forms of training that could use hours from the bank; SWAT DRO Range Masters Quarterly Shoots FTO Meetings K-9 Sergeant’s meetings FTO School 11550 School Radar School Supervisor school All other Training If an employee doesn’t use his or her flexible training hours during the year, he or she will be required to make up the difference by either working extra shifts, partial shifts or by using vacation, compensatory time off, and/or holiday time from one of their banks at the end of each fiscal year. The Watch Commander and Supervisor will work with employees to schedule extra shifts or use vacation, holiday or compensatory time off balances. These hours are hours the employee is being compensated for during the normal twenty-six (26) pay periods. The employee must work the hours on a straight time basis or use vacation, holidays or compensatory time off for the compensation received throughout the year. (4) Other Training (not covered by the flexible training bank) The 4/11 Schedule significantly impacts designated CPT training days, shift training, and to some extent training compensated under the flexible training hours. The following guidelines should be followed when attending training not covered by the flexible training hours. All training bank hours, adjusted time off associated with training, and/or overtime associated to training shall be approved in advance by the employee’s watch commander or supervisor. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 25 One full day of training on a day off. The employee will either receive overtime for the number of hours at training or adjustment for one patrol shift. Adjustments will be documented in the City timekeeping system. One full day of training on a day on. The employee will be adjusted off their patrol shift for the day. Adjustments will be documented in the City timekeeping system. More than one day, but less than a week. For each full day of training, the employee will be adjusted off one patrol shift. Adjustments will be documented in the City timekeeping system Partial day of training on a day off. Overtime or adjustment for the number of hours actually in training. Adjustments will be documented in the City timekeeping system. Partial day of training on day on. The employee will be adjusted from duty for the time of the training and be expected to work the remainder of their shift. Adjustments will be documented in the City timekeeping system. A four (4) or five (5) day (week) training session that doesn’t exceed forty-four (44) hours. Whenever possible, and depending upon where the employee is in their twenty-eight (28) day cycle, the employee will be adjusted off the patrol schedule when attending four or five day training sessions. The employee will be adjusted from four (4) eleven (11) hour shifts as compensation for attending the course. The four (4) adjusted days will be as close to the days the employee attended training as possible. Employees will not receive overtime under this situation unless the total time training exceeds forty-four (44) hours. Adjustments will be noted in the comment section of the timekeeping system. (5) Assignments of Sworn Personnel on the 4/11 Schedule Each year assignments are made for management staff for the coming fiscal year. Subsequent to those assignments, officers, agents, and sergeants apply for specialty positions. At the conclusion of those specialty selections, the Patrol Team Selection process begins. Each year, the following process will be used for patrol City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 26 team selection. Field Services Division Shift Assignment Process: Field Services sergeants, agents, and officers will select their work team based on the following criteria. a. Sergeants, in order of seniority, shall select one of the ten patrol teams. Sergeants may select any open team with the exception of those teams designated as Field Training teams. FTO Sergeants, in order of seniority, will select one of the designated FTO teams. b. Field Training Officers/Agents, in order of seniority, shall select one of the slots open and designated as FTO slots on one of the three FTO teams. The following teams have been pre-designated as training teams: Team 2A, Team 3A, and Team 4A. c. K-9 Officers/Agents – K-9 officers/agents will generally select one of the night shift teams: Teams 4 and 5. Selections will be based on rank and seniority. Only one K-9 will be allowed per team and K-9’s will be evenly split between the two sides Any exception to these assignments must be requested and approved by the Field Services Coordinator prior to the start of the selection process. d. Agents, in order of seniority, shall select any of the open agent’s slots remaining on any of the patrol teams. A minimum of three (3) agents will be assigned to the A-Side and a minimum of three (3) agents will be assigned to the B-Side. If a greater number of agents are assigned to patrol, management will evenly designate agent’s slots insofar as possible to as many of the patrol teams as possible with the goal being to have one agent on each patrol team. e. Officers, in order of seniority, shall select any remaining slot available on any of the patrol teams. f. Probationary Officers - May be assigned to teams at the discretion of the Field Services Division Coordinator. These assignments will be made based on the developmental needs of the new employee, the staffing needs of the organization, and in a manner that minimizes the loss of prime bidding slots for more senior officers/ agents. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 27 Additional Team Selection Guidelines Prior to the selection process, management shall determine the number of agents, and officers assigned to each team. Additionally, management will determine which teams are available for selection by K-9 Officers/Agents. Field Training Officers/Agents, Field Training Sergeants, and probationary employees shall be subject to administrative assignment. In the spring of each year, all employees participating in the patrol team selection process will receive a schedule identifying available slots, the process for team selection, and a date and time for the employee to make their selection Team Selection Reservations – Once Officers/Agents/Sergeants select a team, they will be guaranteed that team even if they are unable to work that team at the start of the shift year due to special assignment, internship, leave of absence, disability, illness etc. Officers, Agents and Sergeants may not remain in the same time slot for more then two consecutive years. Team change request will be considered with the approval of management. Any request for an anticipated change to the assignment of sworn personnel shall be routed to the Field Services Division Coordinator prior to the selection process. (6) Vacation Selection Concurrent Vacation Authorization – Officers and Agents Patrol Division – Four (4) slots are authorized on the A-Side and four (4) slots are authorized on the B-Side. It is anticipated that this would equate to two (2) slots on night shift (Teams 3, 4, and 5) and two (2) slots on day shift (Teams 1, and 2) for each side. Any exceptions to these rules may be made by the Field Services Division Coordinator based on special circumstances. Concurrent Vacation Authorization - Sergeants Patrol Division – Two (2) slots are authorized in patrol on the A-Side and two (2) slots are authorized in patrol on the B-Side. It is anticipated that this City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 28 would equate to one (1) slot on the night shift (Teams 3, 4, and 5) and one (1) slot on the dayshift (Teams 1 and 2) for each side. Exceptions to allow two (2) sergeants vacation at the same time for special circumstances may be made by the shift lieutenant. Other exceptions to this rule may be made by the Field Services Division Coordinator. a. The A-side and B-side will have separate vacation signups. It’s also anticipated that the dayshift and nightshift will have separate signups. For agents and above, selection will be based on rank and time in rank. Personnel having the greatest tenure in rank will have priority. For officers, selection will be based on seniority. If seniority is equal, low badge number shall have priority. b. Sergeants will have a separate signup sheet from agents and officers. During the initial sign up sergeants will have two guaranteed slots per side, one (1) on day shift and one (1) on night shift. Agents/officers will have four (4) guaranteed slots per side, two (2) on day shift and two (2) on night shift. Vacation Selection Process: Vacation selection will occur within a few weeks of the team selection process each spring. Selections will take place on two days, one day for the A-Side and one day for the B-Side. Sergeant, agents, and officers will be given time slots to come in, call in, or may submit in advance written instructions on choice for vacation weeks. The selections will be made based on rank and seniority. Both sides agree to monitor the outcome of the process and enter into a mutual agreement to continue or discontinue the process. (7) Time Keeping and Payroll All employees working under the 4/11 schedule will work eleven (11) hours a day, four (4) consecutive days a week. These eleven (11) hours will be entered in the timekeeping system on the day they are worked and/or prior to pay period payroll deadlines. Employees attending one (1) of the designated CPT training days will enter the hours of training on a “training timesheet” and enter the time in the timekeeping system. Employees using hours from their flexible training bank shall complete a “training timesheet” and enter the time in the timekeeping system. Employees working the 4/11 Schedule will not receive overtime compensation for hours worked under the following conditions. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 29 • Hours worked as part of a regular 11-hour work day. • Hours worked on a designated CPT training days. • Hours associated to training where hours from the flexible training bank could be used. • Non-Mandatory training where adjustments from the patrol schedule are possible. Overtime shall be paid for “Mandatory” training once training bank hours have been exhausted. Overtime shall be paid for “Mandatory” meetings that fall outside the specialty exemption listed below. Participation in department specialties including training, meetings, and other activities is not considered a mandatory activity when it comes to overtime compensation. Wherever possible, employees participating in department specialties and other non-mandatory activities will be adjusted off the patrol schedule for these activities. Schedule adjustments will occur as close to the activity outside the employee’s normal work schedule as possible and within the same FLSA Cycle. Schedule adjustments for personnel working nights: All personnel attending a full day of training on a work day will be adjusted off the patrol schedule for their work shift that day. In addition to being adjusted off any shift that starts on the day the training occurs, employees working Teams 3, 4, and 5 the night before the training will be adjusted off the night before as follows. If the training is all day starting in the morning hours, these adjustments will apply. Team 3: Adjusted off at 2200 hours. Teams 4 & 5: Adjusted off the entire shift. If a night shift employee is scheduled for a full day of “Mandatory” training on the morning of his or her first day off, the same adjustments listed above will apply. In addition to the necessary adjustment, employees will receive compensation for the training hours through the use of training bank hours. When training bank hours are exhausted, the employee will receive overtime. The time keeping system entries: Each employee must enter his or her time in the timekeeping system that accurately reflects the hours he or she works. When schedule adjustments are made, overtime is worked, or training bank time is used, employees must make appropriate notes in the comment section of the timekeeping City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 30 system. Supervisors and timekeepers may complete the timekeeping system entries when employees are unavailable due to illness or other situations. Employees working the 4/11 Schedule shall also sign the daily schedule. Managers and supervisor will approve time entries made in the time keeping system. Managers and supervisors will pay special attention to the use of training bank time and overtime. Time entries should be reviewed for regular hours and training hours that may exceed the FLSA guideline of 171 hours in a 28 day cycle. With the 4-day on 4-day off rotation, employees will work either 66 or 88 hours in each pay period. The timekeeping system will shift adjust the appropriate number of hours into (+14) and out of (-8) the employees bi-weekly totals so each employee receives compensation for 80 hours. Regardless of the number of hours worked under the FLSA exemption, an employee will be compensated for 80 regular hours every bi-weekly payroll cycle. These shift adjusted hours (-8 or +14) will be added to or taken away from the timecard at the appropriate day/night shift differential rates for each employee. As an example, if an employee’s normal shift is paid at 75 percent day rate and 25 percent night rate, all hours shift-adjusted on to or off the timecard will be adjusted using the same approximate ratio of 75/25 percent for day/night rates. If an employee leaves city service while on the 4/11 schedule, staff and payroll shall perform the training bank reconciliation of the number of hours the employee is over or under the normal forty (40) hour workweek rate since the beginning of the current one (1) year (twenty-six [26] pay period) 4/11 cycle. If the employee has worked more hours than the forty (40) hour a week average, he or she shall be compensated for those hours at the regular rate. If the employee is under the forty (40) hour a week average, the hours will be taken from the employee’s vacation, holiday, or comp time bank and/or deducted at the regular rate from the employee’s last check. If an employee’s assignment changes from the 4/11 schedule or to the 4/11 schedule, his or her over/under rate will be calculated the same as above. Time off, extra shifts worked, and/or the adjustment of holiday, vacation, and/or comp. time banks will be used to resolve any differences between actual hours worked and the forty (40) hour weekly average. Daylight Savings Time/Pacific Standard Time Changes – Personnel on Team 4 and Team 5 will follow these guidelines when working either the spring forward or fall back. Individuals working in the spring who would lose an hour of work due to the City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 31 change to Daylight Savings Time will report for duty one (1) hour early and work an eleven (11) hour shift at straight time. Individuals working in the fall will work one (1) additional hour (for a total shift of twelve (12) hours) due to the change to Pacific Standard Time. Such employees will put in for one (1) hour of overtime. Nothing in this section prevents an employee from leaving early or using time off to offset the time when staffing allows and approved by the Supervisor or Watch Commander. (8) Maximum Hours Worked - Turn Around Time Sergeants, agents, and officers may work up to a maximum number of 16 hours in a 24-hour period. Any work beyond 16 hours must be approved by a watch commander or member of management and only under exigent circumstances. Any time an employee works 16 hours or more, they must receive an 8-hour break before returning to duty. If the 8-hour break runs into the employees next shift, those hours are considered adjusted hours off. Sergeants, agents, and officers shall not exceed a maximum of one hundred forty (140) hours in a 14 day pay period. Any work beyond one hundred forty (140) hours must be approved by the employee’s Lieutenant and Captain, and should rarely occur only under extreme situations. Sergeants and Lieutenants authorizing overtime in excess of the daily limit (16- hours) and/or the bi-weekly limit (140 hours) shall send a short email to their Lieutenant and Captain explaining the reason for the excess work. It is the employee’s responsibility to monitor their hours and notify the supervisor and/or watch commander of their hours worked when approaching the daily or bi- weekly limits or being requested to work overtime. (9) Shift Exchanges Sergeants, agents, and officers may exchange work shifts with another employee of the same rank. Agents and officers may be interchangeable if simply filling the role of an officer on the schedule. Personnel must submit a shift exchange request form to their supervisor and lieutenant. Shift exchanges require a lieutenant’s approval except when short notice makes that impossible. Shift exchanges can only occur for entire shifts, Shift exchange request forms must contain the pay back date for the second half of the shift exchange. Both halves of the exchange must occur in the same 28-day FLSA Cycle (refer to Yearly 4/11 patrol Schedule for FLSA Cycles). Once an employee agrees to an exchange shift, he or she is responsible for that shift. If he or she fails to show up for the shift and/or is sick, the time will be City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 32 deducted from his or her applicable leave balance to the extent the employee qualifies for such deduction under the applicable leave policy. Failure to show up for a shift may also result in disciplinary action. (10) On-duty workout period and sign up: When staffing allows and with supervisory approval, employees may workout on-duty for a period of up to one (1) hour. The hour shall include the work out, a shower, and dressing time. Specific guidelines and conditions are outlined in the Wellness Program Policy. (b) Traffic Team Sworn members of the Traffic Team shall work a ten-hour (10) day, four (4) day workweek schedule. Traffic Team officers/agents may be assigned as part of minimum staffing at the discretion of management. Effective July 1, 2008, the Take Home Motor Program will be discontinued. On a one time basis, employees assigned to motors who are in paid status the first full pay period after Council adoption of this MOU, will receive one time non PERSable stipend representing 2.5% of base salary of the employee’s classification minus applicable state and federal taxes. (c) Special Operation Sergeant/Crime Suppression Team The Special Operations Sergeant and team members shall generally work a ten (10) hour day, four (4) day workweek schedule. Given the nature of the team’s assignment, it is anticipated and expected that their schedules should be flexible and adapt to organizational needs. (d) ISD and Other Sworn Classifications All sworn personnel assigned to ISD, Staff Assistant, Personnel and Training and Community Policing shall work a ten (10) hour day, four-day work week schedule. (1) Work Schedule The ten hours shall generally be worked between the hours of 0700 and 1900, with specific schedules subject to approval by appropriate supervisors. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 33 The ten (10) -hour work schedule shall be worked within a period of ten hours, with a working lunch period not to exceed thirty (30) minutes. As an alternative, with Management approval, the ten-hour work schedule may be worked within eleven hours, with a one (1) hour unpaid lunch break. Changing alternatives will require prior approval by Management. (2) Work Week For ISD personnel, one-half of the Division will work Monday through Thursday, while the other half will work Tuesday through Friday. All other sworn personnel covered under Section 23 (b) & (c) will also work either Monday through Thursday, or Tuesday through Friday. (3) Late Detective Shift Two detectives will be assigned on a rotational basis to the late shift from 1200 to 2200 to provide evening coverage. Assignment to the late detective shift, where possible, will be by advanced sign up with each detective selecting two weeks each quarter according to a protocol determined by seniority, needs of the division and needs of the employee. Generally, there will be one detective from each half of the division working the late detective shift during each week. (e) Forty-hour Training Schedule For all sworn employees who attend training that is four (4) or five (5) days in duration (a week), their schedules will be adjusted from the normal work week. Employees will not receive overtime during scheduled training as described here unless it exceeds their normal forty (40) or forty-four (44) hour workweek. Schedule adjustments will be documented in the notes section when making the timekeeping system entries. Section 23. Overtime Pay and Compensatory Time Off (a) Overtime pay shall be provided at the rate of time and one-half of the employee's regular rate, including night shift differential, working out of classification pay, and specialty assignment premium pay as defined under Section 7, 8 and 10. (b) Compensatory time off, which is approved by management in-lieu of overtime payment on a staffing available basis, will be taken at the rate of 1-1/2 hours for every hour of credited overtime. In the event compensatory time off is used as the method of compensating for overtime, the time off will be taken prior to the end of the quarter in which it is earned. All compensatory time balances shall be paid at the City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 34 end of each quarter, with warrants issued in the first pay period of the new quarter. Employees may request in writing to carry over up to 80 hours of compensatory time from quarter to quarter. During the final calendar year quarter, employees who have vacation accrual balances of less than two times their annual accrual rate, less 80 hours, may request in writing to convert up to 80 hours of unused compensatory time to vacation per calendar year, to be transferred in the first pay period of the calendar year (c) Employees called out to perform work, attend meetings or required training shall be compensated for at least three hours pay for each occurrence at the appropriate overtime rate. Section 24. Overtime Sign-Up (a) Planned Overtime Planned overtime includes patrol staffing, special events, traffic control functions or any other overtime needs which can be identified prior to the 20th day of the preceding month. On or about the 20th of each month, watch commanders will post a list of dates/shifts requiring overtime for the next month. Officers, Agents, and Sergeants will be given a reasonable period of time to sign up for the available overtime assignments. On or about the 25th of the month, planned overtime will be filled from the sign up list using the rotational overtime call out list. Agents may place themselves on the sign up list for supervisor overtime, however will only be considered if no sergeant requests the shift. Overtime that isn’t filled during the planned overtime process may be filled at management’s discretion. Employees assigned to a fixed work schedule such as ISD, P&T, and Staff Assistant may adjust their work schedule with their manager’s approval in order to work a planned patrol overtime assignment. This schedule adjustment must be completed within the same work week as the planned overtime assignment. Schedule adjustments will normally be approved unless there is a conflict with a previously scheduled activity within the work unit or the schedule adjustment would be disruptive to the operation of the unit. Employees bidding for planned overtime requiring a shift adjustment must make a notation next to the assignment indicating a shift adjustment would be necessary. Only one overtime shift requiring a shift adjustment can be worked per work week. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 35 (b) Unplanned Overtime. Unplanned overtime is overtime that wasn’t identified prior to the 20th of the preceding month. Unplanned overtime will be filled by the following procedures. 1) The Watch Commander or Supervisor may request an employee extend their shift or come in early. If a volunteer cannot be identified to hold over or come in early, the rotational overtime list will be used. 2) Employees interested in working unplanned overtime will be placed on a rotational overtime list in order of seniority. When an overtime shift is available, a manager or supervisor will call the next person on the list. If that person declines the opportunity, is not available, is already working, or takes the overtime, he/she will be placed at the bottom of the list. The lists will be continually updated in order to rotate the names. There will be separate lists for sergeants and officers/agents for unplanned overtime. A separate supervisory list will be maintained for agents interested in working supervisory overtime. Agents will be offered supervisory overtime positions only if no sergeants have accepted the opportunity. 3) If the watch commander or supervisor is unable to fill overtime through any of these procedures, he or she may order an individual to extend their shift, come in early, or come in on a day off. A log on those required to work mandatory overtime will be kept in the overtime book. Mandatory overtime should be rotated in order of reverse seniority. c) Overtime Minimum. With regard to both planned and unplanned patrol team overtime, there is no minimum number of hours. Planned overtime postings and unplanned overtime will be offered for the actual number of hours needed. If small blocks of overtime aren’t filled by on-duty personnel adding them to an existing shift, managers may apply a 6-hour minimum to a shift for personnel coming in on a day off. (d) These overtime procedures may be reviewed and/or modified at the mutual agreement of both management and PAPOA. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 36 Section 25. Jury Duty No employee shall be required to work a combination of jury duty and work time to exceed 12 hours during a 24-hour period. The period shall commence at the required time of appearance for jury duty. Jury duty is defined as the time between required time of appearance and dismissal. Work time excused as a result of jury duty will be compensated at the regular rate of pay. Section 26. Vacation Accrual Vacation will be accrued when an employee is in pay status and will be credited on a bi-weekly basis. Such accrual and credit shall not exceed three times the annual rate of accrual. Each eligible employee shall accrue vacation at the following rate for continuous service performed in pay status: (a) Less than four (4) years - For employees completing less than four years continuous service; (8) Shifts vacation leave per year. (b) Four, but less than nine years - For employees completing four, but not more than nine (9) years continuous service; 12 Shifts vacation leave per year. (c) Nine (9), but less than fourteen (14) years - For employees completing nine (9), but not more than fourteen (14) years continuous service; (16) Shifts vacation per year. (d) Fourteen (14), but less than nineteen (19) years - For employees completing fourteen (14), but not more than nineteen (19) years continuous service; (18) Shifts vacation leave per year. (e) Nineteen (19) or more years - For employees completing nineteen (19) or more years continuous service; (20) Shifts vacation leave per year. Example: An employee with less than four (4) years working a 4/10 Schedule will receive eight (8) Shifts or eighty (80) hours of vacation. The same employee working the 4/11 Schedule will receive eight (8) Shifts or eighty-eight (88) hours of vacation. Section 27. Use of Vacation (a) When to be taken. The time at which an employee may use his/her accrued vacation leave and the amount to be taken at any one time shall be determined by the department head with particular regard for the needs of the City, but insofar as possible, considering the wishes of the employee. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 37 (b) Limitation on use. Employees may not use more than their annual rate of accrual in any calendar year period, provided, however, that a department head my grant exceptions to this limitation. (c) Waiting period. Employees shall complete six months continuous service before using accrued vacation leave. (d) Double compensation prohibited. Employees shall not work for the City during their vacation. (e) Vacation splitting. It is the intention of the City that vacation be taken in units of one week; however, with the approval of the department head, an employee may use one week of his/her accrued vacation in any calendar year in units of less than one work week, but in no instance in units of less than one-half of the normal workday or shift. Requests for exception to this procedure must be approved by the City Manager. (f) Vacation Cashout. Once each calendar year an employee may cash out eight or more hours of vacation accrual in excess of 80 hours to a maximum of 120 hours, provided that the employee has taken at least 80 hours as vacation in the previous 12 months. 1. Effective for the 2012 tax year and each subsequent year, to be eligible to cash out vacation, employees must pre-elect the number of vacation hours they will cash out during the following calendar year, up to the maximum of 120 hours, prior to the start of that calendar year. The election will apply only to vacation hours accrued in the next tax year and eligible for cash out. 2. The election to cash out vacation hours in each designated year will be irrevocable. This means that employees who elect to cash out vacation hours must cash out the number of accrued hours pre-designated on the election form provided by the City. 3. Employees who do not pre-designate or decline a cash out amount by the annual deadline established by the City will be deemed to have waived the right to cash out any leave in the following tax year and will not be eligible to cash out vacation hours in the next tax year. 4. Employees who pre-designate cash out amounts may request a cash out at any time in the designated tax year by submitting a cash out form to payroll. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 38 Payroll will complete the cash out upon request, provided the requested cash out amount has accrued and is consistent with the amount the employee predesignated. If the full amount of hours designated for cash out is not available at the time of cash out request, the maximum available will be paid. 5. For employees who have not requested payment of the elected cash out amount by November 1 of each year, Payroll will automatically cash out the pre-designated amount in a paycheck issued on or after the payroll date including November 1. Within 90 days of adoption of this MOA, the parties agree to talk further about the administration and communication of the vacation cash out process. Section 28. Vacation Pay at Termination Employees leaving the municipal service with accrued vacation leave shall be paid the amounts of accrued vacation to the date of termination. Payments for accrued vacation shall be at the employee's current rate of pay. Section 29. Vacation Benefits for Deceased Employees An employee who is eligible for vacation leave and who dies while in the municipal service shall have the amount of any accrued vacation paid to the employee's estate within thirty days. This proration will be computed at the last basic rate of pay. Section 30. Effect of Extended Military Leave An employee who interrupts his service because of an extended military leave shall be compensated for accrued vacation at the time the leave becomes effective. Section 31. Sick Leave (a) Statement of Policy. Sick leave shall be allowed and used only in case of actual personal sickness or disability, medical or dental treatment, or as authorized in Subsection 33 (e), personal business chargeable to sick leave. Up to 8 days sick leave per year may be used for illness in the immediate family (spouse, child, parent, parent-in-law, brother, sister, registered domestic partner, or close relative residing in the household of the employee). City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 39 (b) Eligibility. Regular and part-time employees shall be eligible to accrue and use sick leave. (c) Accrual. Sick leave shall be accrued bi-weekly provided the employee has been in a pay status for 50 percent or more of a bi-weekly pay period. Sick leave shall be accrued at the rate of 3.7 hours per bi-weekly pay period. (d) Accumulation. Accrued sick leave may be accumulated without limit, except as provided in Section 31(h). (e) Use. Sick leave may be used as needed and approved, to the point of depletion, at which time the employee will no longer receive pay for sick leave. A new employee may, if necessary, use up to forty-eight hours or shift equivalent of sick leave at any time during the first six months of employment. Any negative balances generated by such utilization will be charged against future accrual or deducted from final paycheck in the event of termination. An employee who has been disabled for 60 consecutive days and who is otherwise eligible both for payment under the long-term disability group insurance coverage and accrued sick leave benefits may, at his/her option, choose either to receive the long-term disability benefits or to utilize the remainder of his/her accrued sick leave prior to applying for long-term disability benefits. Sick leave will not be granted for illness occurring during any leave of absence other than sick leave, unless the employee can demonstrate that it was necessary to come under the care of a doctor while on such other leave of absence. When an employee finds it necessary to be absent for any reason, he/she should cause the facts to be reported to the department within one hour after his/her regular starting time on the first working day of absence, and shall regularly report on, or account in advance for each work day thereafter unless hospitalized or otherwise indisposed. Such reports may be subject to written documentation if there is reasonable evidence that sick leave abuse has occurred. Sick leave shall not be granted unless such report or advance accounting has been made, provided, however, that the department head may grant exception to this policy where the circumstances warrant. Documentation may also be required if there is a reasonable basis to believe that the employee may not be medically fit to return to work. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 40 (f) Depletion of Sick Leave Benefits. Upon depletion of sick leave or the beginning of the period to be covered by payments under the long-term disability group insurance coverage, whichever comes first, an employee may be granted a medical leave of absence without pay for a period not exceeding sixty days. If the employee is unable to return to work at the end of this period, he/she must request further medical leave which will be subject to the approval of the City Manager. If further leave is granted, the employee must notify the City of intent to return to work every thirty days. If further leave is not granted, the employee's service with the City shall be considered terminated. (g) Forfeiture Upon Termination. Employees leaving the municipal service shall forfeit all accumulated sick leave, except as otherwise provided by law and Subsection 32(h). In the event that notice of resignation is given, sick leave may be used only through the day which was designated as the final day of work by such notice. (h) Payment for Accumulated Sick Leave. Employees hired before August 1, 1986 who leave the municipal service in good standing, or who die while employed in good standing by the City, and who have fifteen or more years of continuous service shall receive compensation for unused sick leave hours in a sum equal to two and one-half percent of their unused sick leave hours multiplied by their years of continuous service and their basic hourly rate of pay at termination. For all employees entering the service of the City prior to March 2, 1983, full sick leave accrual will be paid in the event of termination due to disability. For all employees hired after August 1, 1986, sick leave accrual accumulation shall be limited to 1,000 hours with no payoff provision for unused balance at termination. (i) Personal Business Leave Chargeable to Sick Leave. Up to 2 Shifts (20-Hours for 4/10 employees and 22-Hours for 4/11 employees) per year of personal business leave may be chargeable to sick leave. Time off under this provision is subject to management scheduling approval. (j) Return to Work or Continue Work With Limited/Alternative Duty. In cases of non-work-related injury, illness or pregnancy, an employee, upon approval of the department head, City Risk Manager and the employee's doctor, may elect to return to work or continue work with doctor-approved limited or alternative duty. Approval for such limited/alternative duty shall be based upon department ability to provide work consistent with medical limitations and the length of time of the limitations. Shift employees must be willing to accept any non-shift limited duty schedule work locations and may be subject to the reasonable availability of limited duty City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 41 assignments. The City doctor may be consulted in determining work limitations. Any assignment to a limited/alternative duty will be on a temporary basis. The provisions of this section are not intended to create any permanent light/alternative duty assignments. Any assignment to a limited/alternative assignment shall not displace any other employee without consent of all parties, including the Association. Section 32. Leaves of Absence Without Pay (a) Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physicians' verification including diagnosis and medical work restriction. (b) Other leaves. Leaves of absence without pay may be granted in cases of personal emergency or when such absences would not be contrary to the best interest of the City. Non-disability prenatal and/or postpartum leave is available under this provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum. (c) During unpaid leaves of absence for disability or other reasons, the employee may elect to use accrued vacation credits. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. (d) Approval of department head. Leave of absence without pay for one week or less may be granted by the department head, depending on the merit of the individual case. (e) Approval by City Manager. Leave of absence without pay in excess of one week's duration may be granted by the City Manager on the merit of the case, but such leave shall not exceed twelve months' duration. (f) Absence without leave. Unauthorized leave of absence shall be considered to be without pay, and reductions in the employee's pay shall be made accordingly. Unauthorized leave of absence may result in termination of employment. (g) Leave of absence; death outside the immediate family. Leave without pay may be granted a regular employee by his/her department head in the event of death to City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 42 family members other than one of the immediate family, such leave to be granted in accordance with Section 34 (b), (c) , (d) and (e). (h) Military leave of absence. State and federal law shall govern the granting of military leaves of absence and the rights of employees returning from such absence. Section 33. Leave of Absence With Pay The City Manager may grant a regular employee under his/her control a leave of absence with pay for a period not exceeding thirty calendar days for reasons he/she deems adequate and in the best interest of the City. The City Council may grant a regular employee a leave of absence with pay for a period not to exceed one year for reasons the Council considers adequate and in the best interest of the City. (a) Subpoenas; leave of absence. Regular employees who are subpoenaed to appear as witnesses in behalf of the State of California or any of its agencies may be granted leaves of absence with pay from their assigned duties until released. The employee shall remit all fees received for such appearances to the City within thirty days from the termination of his or her services. Compensation for mileage or subsistence allowance shall not be considered as a fee and shall be retained by the employee. (b) Employee's time off to vote. Time off with pay to vote at any general or direct primary election shall be granted as provided in the State of California Elections Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code. (c) Leave of absence; death in immediate family. Leave of absence with pay of three days shall be granted an employee by the head of his or her department in the event of death in the employee's immediate family, which is defined for purposes of this section as wife, husband, son, step-son, son-in-law daughter, step-daughter, daughter-in-law, father, step-father, father-in-law, mother, step-mother, mother-in-law, brother, step-brother, brother-in-law, sister, step-sister, sister-in-law, grandmother, grandmother-in-law, grandfather, grandfather-in-law, grandchildren, aunt, uncle, niece, nephew, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Requests for leave in excess of three days shall be subject to the approval of the City Manager. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 43 Approval of additional leave will be based on the circumstances of each request with consideration given to the employee’s need for additional time off. (d) Jury duty; leave of absence. Employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received for such duties other than mileage or subsistence allowances within thirty days from the termination of his/her jury service. Section 34. Reduction in Force In the event of reductions in force, they shall be accomplished wherever possible through attrition. If the work force is reduced within the bargaining unit for reasons of change in duties or organization, abolition of position, shortage of work or funds, or completion of work, employees with the shortest length of service will be laid off first so long as employees retained are fully qualified, trained and capable of performing remaining work. Length of service for the purpose of this article will be based on total City service in a regular classification or classifications. Employees laid off due to the above reasons will be given written notice at least thirty days prior to the reduction in force. A copy of such notice will be given to the Association. Section 35. Agents The number of Agent positions shall be governed by the August 12, 1981, Arbitration Award. Section 36. Commute Incentives and Parking in Civic Center Garage Commute Incentives-- Represented employees who qualify may voluntarily elect one of the following commute incentives: Public Transit. The City will provide monthly Commuter Checks worth the value of: $40 for employees traveling three or more zones on Caltrain; $40 for employees using the Dumbarton Express, BART, the ACE train, or a commuter highway vehicle; $35 for employees traveling less than three zones on Caltrain; $35 for employees using VTA and other buses. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 44 These vouchers may be used toward the purchase of a monthly transit pass. Carpool. The City will provide carpool vouchers worth the value of $30 per month to each eligible employee in a carpool with two or more people. These vouchers may be used at designated service stations toward the purchase of fuel and other vehicle- related expenses. Vanpool Program. The City will provide Commuter Checks worth the value up to $60 to each employee voluntarily participating in the Vanpool Program. These vouchers may be used toward payment of the monthly cost. Employees must fulfill the basic requirements of the Employee Commute Alternatives Program to qualify. Bicycle. The City will provide bicycle vouchers worth the value of $20 per month to eligible employees who ride a bicycle to work. These vouchers may be used at designated bicycle shops for related bicycle equipment and expenses. Walk. The City will provide walker vouchers worth the value of $20 per month to eligible employees who walk to work. These vouchers may be used at designated stores for expenses related to walking such as footwear and related accessories. Parking in the Civic Center Garage--Employees assigned to Civic Center and adjacent work locations will be provided with a Civic Center Garage parking permit. New employees hired after June 30, 1994 may initially receive a parking permit for another downtown lot, subject to the availability of space at the Civic Center Garage. Section 37. Disciplinary Action and Unsatisfactory Work or Conduct (a) Except as provided in Section 6 (Probationary Period) of this agreement, no employee shall be disciplined without just cause. For the purpose of this section, "discipline" shall be deemed to include discharge, demotion, reduction in salary, written reprimand, disciplinary probation and suspension. Discipline shall be deemed not to include verbal reprimands or reductions in force. (b) Non-probationary employees whose work or conduct is unsatisfactory but not sufficiently deficient to warrant discipline, demotion, or discharge will be given a written notification of unsatisfactory work or conduct and an opportunity to improve. Failure to correct deficiencies and improve to meet standards may result in discipline, demotion or discharge. (c) Notice of disciplinary action must be in writing and served on the employee in person or by registered mail prior to the disciplinary action becoming effective. However, in extreme situations where there is reasonable cause, the employee may be removed City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 45 from duty immediately with pay pending such disciplinary action. The notice must be filed on a timely basis with the Human Resources Department and included in the employee's personnel file. The notice of disciplinary action shall include: (1) Statement of the nature of the disciplinary action; (2) Effective date of the action; (3) Statement of the cause thereof; (4) Statement in ordinary and concise language of the art or the omissions upon which the causes are based; (5) Copies of any documents or other items of evidence upon which the disciplinary action was fully or in part based; (6) Statement advising the employee of his/her right to appeal from such action, and the right to Association representation. (d) If the disciplinary action consists of suspension, any suspension time previously given shall be credited to the final disciplinary action. (e) Subject to state law requirements, employees may request that disciplinary actions be sealed according to the following schedule: (1) Written reprimands with no recurrence after one (1) year. (2) Disciplinary probation after three (3) years from the implementation of such probation, if no other disciplinary action has occurred during that period. (3) Suspensions less than three (3) days without recurrence, after two (2) years. (4) Suspensions more than three (3) days but less than six (6) days, after three (3) years. (5) Suspensions of six (6) days or more, after five (5) years. For the purpose of these sections, the time starts from the time of action following the Skelly process (day discipline is imposed). City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 46 Written requests for the sealing of disciplinary actions should be directed to the Personnel and Training Coordinator. Sealing shall include all memos, letters, correspondence, complaint forms, and any other material pertaining to the disciplinary action that has been placed in the employee's personnel file. Sealing shall not include the sealing of any material related to criminal offenses for which the employee was charged except in concurrence with the sealing or expungement of criminal charges by a court of competent jurisdiction or in the event of a complete exoneration of the employee by the judicial system. The City Human Resources Department shall be notified in all cases where sealing of disciplinary action is taken. Human Resources Department copies of the disciplinary actions will be disposed of in a manner consistent with the Police Department's action. The sealed action shall not be held to discriminate against the employee in any subsequent disciplinary action, or in the event of promotion, merit step raise, transfer, request for educational leave, modification of duties, vacation selection, application for other employment, or against any other action the employee may take for his or her personal improvement. Once sealed, the file shall not be opened unless the employee requests such unsealing and then only for examination by the person or persons whom the employee specifies or at the discretion of the Chief of Police, who in the absence of a demonstrable emergency shall notify the employee a minimum of 48 hours before the opening of the sealed file and the reason for opening. In the event the employee cannot be notified in advance, notification must be made on the employee's first duty day after the sealed file is opened. Section 38. Grievance Procedure (a) The City and the Association recognize that early settlement of grievances is essential to sound employee-employer relations. The parties seek to establish a mutually satisfactory method for the settlement of employee grievances, or Association grievances, as provided for below. In presenting a grievance, the aggrieved and/or his or her representative is assured freedom from restraint, interference, coercion, discrimination or reprisal. (b) Definition. A Grievance is: City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 47 (1) An unresolved complaint or dispute regarding the application or interpretation of rules, regulations, policies, procedures, Memoranda of Agreement, or City ordinances or resolutions, relating to terms conditions of employment, wages or fringe benefits. (2) An appeal from a disciplinary action of any kind against an employee covered by this Memorandum of Agreement. (c) Access to the Grievance Procedure. Except as provided in Section 6, Probationary Period, all employees represented by the Association may file and process a grievance. Such aggrieved employees may be represented by the Association or may represent themselves in preparing and presenting their grievance at any level of review. The Association may file a grievance when an Association right not directly related to an individual employee becomes subject to dispute. (d) Conduct of Grievance Procedure. (1) The time limits specified in this Article may be extended by mutual agreement in writing of the aggrieved employee or the Association and the reviewer concerned. (2) Should a decision not be rendered within a stipulated time limit, the aggrieved employee may immediately appeal to the next step. (3) The grievance may be considered settled if the decision of any step is not appealed within the specified time limit. (4) If appropriate, the aggrieved employee or the Association and Management may mutually agree to waive any step of the grievance procedure. (5) Written grievances shall be submitted on forms provided by the City or on forms which are mutually agreeable to the City and the Association. (6) Any retroactivity on monetary grievances shall be limited to the date of occurrence, except in no case will retroactivity be granted prior to three months before the grievance was filed in writing. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 48 Step I. The aggrieved employee will first attempt to resolve the grievance through informal discussions with his or her immediate supervisor by the end of the tenth working day following the discovery of or the incident upon which the grievance is based. Every attempt will be made to settle the issue at this level. (Note: For purposes of time limits, the working days are considered to be Monday through Friday, exclusive of City holidays.) Step II. If the grievance is not resolved through the informal discussion, the employee will reduce the grievance to writing and submit copies to the division head or equivalent level Management employee as designated by Management as appropriate within ten working days of the discussion with the immediate supervisor. The division head or equivalent level Management employee shall have ten working days from the receipt of a written grievance to review the matter and prepare a written statement. Step III. If the grievance is not resolved at Step II, the aggrieved employee may appeal to his or her department head in writing within ten working days of the receipt of the division head's response. The department head shall have ten working days from the receipt of a written grievance to review the matter and convey his or her decision by written statement. Step IV. If the grievance is not resolved at Step III, the aggrieved employee may appeal to an Adjustment Board. Appeals to the Adjustment Board shall be made in writing and directed to the Human Resources Director within ten working days of receipt of the department head's response. The Human Resources Director shall convene an Adjustment Board within ten working days of receipt of the appeal. The Adjustment Board shall consist of two persons appointed by the Association and two persons appointed by Management. The Adjustment Board is empowered to call City employees as witnesses. Within the context of Step IV, the Adjustment Board will have the same powers and limitations to settle grievances as an arbitrator. A majority decision of the Adjustment Board shall be final and binding. The Adjustment Board shall render its findings and decisions (if any) to the parties within ten working days of its meeting. Step V. If the grievance is not resolved at Step IV, the aggrieved employee may choose between final and binding resolution of the grievance through appeal to the City Manager City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 49 or through appeal to final and binding grievance arbitration. For the term of this Memorandum of Agreement, appeals to final and binding arbitration may be processed only with Association approval. All Step V appeals must be filed in writing at the Human Resources Department Office within ten working days of receipt of the Adjustment Board's disposition under Step IV. If the aggrieved employee elects final and binding resolution by the City Manager, the City Manager will choose the methods he or she considers appropriate to review and settle the grievance. The City Manager shall render a written decision to all parties directly involved within ten working days after receiving the employee's appeal. If the aggrieved employee elects final and binding arbitration in accordance with this provision, the parties shall mutually select an arbitrator. In the event the parties cannot agree on an arbitrator, they shall mutually request a panel of five arbitrators from the California State Conciliation Service or from the American Arbitration Association if either party objects to the State Conciliation Service, and select an arbitrator by the alternate strike method. The arbitrator shall have jurisdiction and authority only to interpret, apply, or determine compliance with the provisions of this Memorandum of Agreement and such Merit System Rules, regulations, policies, procedures, City ordinances, resolutions relating to terms or conditions of employment, wages or fringe benefits, as may hereafter be in effect in the City insofar as may be necessary to the determination of grievances appealed to the arbitrator. The arbitrator shall be without power to make any decision: (1) Regarding matters of interest. (2) Contrary to, or inconsistent with or modifying in any way, the terms of this Memorandum of Agreement. (3) Granting any wage increases or decreases. The arbitrator shall be without authority to require the City to delegate or relinquish any powers which by State law or City Charter the City cannot delegate or relinquish. Where either party seeks arbitration and the other party claims the matter is not subject to the arbitration provisions of this Memorandum of Agreement, the issue of arbitrability shall first be decided by the arbitrator using the standards and criteria set forth in this section and without regard to the merits of the grievance. If the issue is held to be arbitrable, the arbitration proceedings will be recessed for up to five working days during which the parties shall attempt to resolve the grievance. If no resolution is reached, the arbitrator will resume the hearing and hear and resolve the issue on the merits. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 50 Copies of the arbitrator's decision shall be submitted to the City, the aggrieved employee and the Union. All direct costs emanating from the arbitration procedure shall be shared equally by the City and the aggrieved employee or the Association. Section 39. Bulletin Boards and Telephones The Association shall have access to existing bulletin boards in Unit employee work areas and to the City e-mail and voice mail systems for the purpose of posting notices or announcements including notices of social events, recreational events, membership meetings, results of elections and reports on minutes of Association meetings. Any other material must have prior approval of the Police Chief. Action on approval will be taken within 24 hours of submission. Emails sent for Association business shall be copied to the Human Resources Director at distribution. City telephones may be used for Association business so long as there is no disruption of work and all toll or message unit calls are charged to the Association credit card. Section 40. Access to Association Representatives Representatives of the Association are authorized access to City work locations for the purpose of conducting business within the scope of representation, provided that no disruption of work is involved and the business transacted is other than recruiting of members or collecting of dues, and the representative must notify the Human Resources Department office prior to entering the work location. Section 41. Meeting Places The Association shall have the right to reserve City meeting and conference rooms for use during non-working hours. Such meeting places will be made available in conformity with City's regulations and subject to the limitations of prior commitment. Section 42. Voluntary Leave Program: (a) The City of Palo Alto has established a Peace Officer Voluntary Leave Program to provide members of the Palo Alto Peace Officers’ Association, Incorporated (hereafter referred to as “PAPOA”) the opportunity to donate their accrued vacation time to assist fellow members of PAPOA either due to: (a) an employee’s own verifiable non-industrial catastrophic illness or injury (as defined herein) or (b) in order to care for a member of the employee’s immediate family (spouse, child, parent or registered domestic partner suffering from a verifiable catastrophic illness City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 51 or injury) and have exhausted or will presently exhaust all of their paid leave. In order to be eligible to receive donated leave, an employee must have a catastrophic illness or injury or an employee’s immediate family member must have a catastrophic illness or injury that requires the employee to provide full-time care for this family member. Care will be taken to emphasize the voluntary nature of the plan and to insure confidentiality of employee participants and medical conditions (where applicable). A Peace Officer Voluntary Leave Sharing Program has been established to accept donations of vacation in accordance with the Program’s guidelines. All donations shall be: 1. Voluntary 2. Irrevocable 3. Confidential, unless disclosure is required by law 4. In whole hour increments of at least (4) hours, with hours donated being converted to donee hours based on the donee’s salary rate (so that there will be no cost to the City due to salary differential) 5. The employee shall be required to exhaust all other types of leave to request donated leave 6. It is understood that employees seeking or receiving leave under this program will apply for long-term disability benefits for which they may be eligible 7. Where any of the period during which an employee receives donated leave is designated as family leave under the California Family Rights Act (CFRA) or Family Medical Leave Act (FMLA), the employee will be eligible for continuation of medical and other available benefits during that family leave period (for up to 12 weeks), in accordance with the requirements of those laws. If the employee receiving donated leave is not eligible for CFRA/FMLA benefit continuation, or after the employee has exhausted the available CFRA/FMLA leave period, the employee will need to pay the premiums for continued medical and other available benefits if the employee chooses to continue such coverages through the City. 8. If the donation request is based on the need for an employee to care for an immediate family member, as defined above, the family member must require full-time care by the employee. Certification of this requirement by a health care professional is required. 9. The maximum donated time a donee may receive is 12 months (if available). 10. Applications to donate leave or receive leave under this Program are made to the Human Resources Department. 11. This is a pilot program and is subject to cancellation by either party. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 52 PAPOA members interested in donating leave or in applying to receive donated leave shall complete forms provided by the Human Resources Department. If an applicant for leave is found to meet the criteria set forth herein, Human Resources will determine the availability of and (as applicable) allocation of donated paid leave. Payroll will be notified in writing of the number of hours to be deducted from each donating employee’s vacation balance and transferred to the donee employee(s). (b) The City reserves the right to modify or terminate this program at any time. (c) Catastrophic Illness or Injury (also referred to as “medical emergency” in Revenue Ruling 90-29 and Sections 801(c) and 812 of the Merit Rules and Regulations): A non-occupational medical condition of an employee that will require the prolonged absence of the employee from duty and which will result in a substantial loss of income to the employee because the employee will have exhausted all paid leave available apart from the Voluntary Employee Leave Sharing Program. Non-disability postpartum leave as referenced in Merit Rule 801(b) shall not be considered a catastrophic illness or injury under this policy. (d) Nothing in this section precludes an Association member from utilizing or participating in the City’s Voluntary Employee Leave Sharing Program. Section 43. Utilization of Reserves for Field Services Division Events (a) Management will determine staffing levels for each event. (b) Events for which the department receives reimbursement will be staffed by regular officers, except that in the event a sufficient number of regular officers are unavailable, reserve officers may be used. (c) Reserves may be used for the May Day Parade, Stanford University or NFL football games, park patrol, Black and White Ball, and supplemental patrol staffing in excess of levels set forth in the Field Services Staffing Levels general order. (d) Events, for which the department does not receive reimbursement, may be staffed in the ratio of two reserve officers to one regular officer. Reserves may be used in any situation where an insufficient number of regular officers are available. (e) Staffing for the University Avenue Street Fair will consist of no less than a 1:1 ratio of regular officers to reserve officers. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 53 Section 44. Overtime Meals for Investigative Services Division Effective July 1, 1996, for ISD personnel who are working authorized investigative overtime extending for a period either four hours after the conclusion of their normal work shift, or four hours prior to the beginning of the normal work shift, shall be entitled to reimbursement for the appropriate meal at the City per diem rate. The meal reimbursement shall also apply for any authorized investigative overtime on a weekend or holiday in excess of four hours. Section 45. Hiring Incentives Qualified lateral officers, who have a current basic or higher POST certificate, hired during the term of this agreement may upon City Manager approval: (a) Accrue vacation leave at a beginning rate equal to the rate they were earning at their previous employer, subject to a maximum of 160 hours per year with progression to higher accrual rates as provided in Section 27, Vacation Accrual; and (b) Begin their employment with the City with a sick leave balance not to exceed 96 hours. (c) Receive a $10,000 hiring incentive to be paid according to the following conditions and schedule: $5,000 upon completion of the first year of employment; $2,500 upon completion of the second year of employment; and $2,500 upon completion of the third year of employment. (d) Laterals returning to the Palo Alto Police Department must have been separated from the City for a minimum of 2 years to be eligible for this incentive program. (e) Based on years of service, level of experience, and educational achievement, experienced lateral officers may receive a starting salary at any appropriate level within the “Police Officer” classification as deemed appropriate by the City Manager on recommendation of the Chief of Police. Section 46. Full Understanding (a) The Memorandum of Agreement contains the full and entire understanding of the parties regarding the matters set forth herein. (b) It is the intent of the parties that ordinances, resolutions, rules and regulations enacted pursuant to this Memorandum of Agreement be administered and observed City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 54 in good faith. (c) Nothing in this agreement shall preclude the parties from mutually agreeing to meet and confer on any subject within the scope of representation during the term of this agreement. (d) Should any of the provisions herein contained be rendered or declared invalid by reason of any existing State or Federal legislation or by reason of State Supreme Court or U. S. Supreme Court ruling, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable. (e) Prior Agreements & Side Letters: Upon Implementation of this agreement, all prior agreements and side letters become null and void. In any instance where internal department polices and/or practices are in conflict with this agreement, this agreement shall take precedence. (f) During the term of this Memorandum of Agreement, Management may propose certain changes in the City Merit System Rules and regulations. With regard to such changes which pertain to the representation unit, the parties agree to review, and upon request, meet and confer regarding the changes. Section 47. Printed Agreement The City will provide copies of the Memorandum of Agreement resulting from these negotiations in booklet form to all represented employees. Section 48. Duration Except as expressly and specifically provided otherwise herein for the retroactive application of a specific provision(s), this Memorandum of Agreement shall become effective upon ratification by both parties hereto and remain in effect through June 30, 2018. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 55 EXECUTED: FOR: FOR: PALO ALTO PEACE OFFICERS' CITY OF PALO ALTO ASSOCIATION Jeremy Schmidt James Keene, City Manager Anthony Becker Rumi Portillo, Human Resources Director Wayne Benitez Dania Torres Wong, Chief Negotiator Renne Sloan Holtzman Sakai Peter Hoffmann, Rains Lucia Stern, PC Natalie Korthamar, Manager of Employee and Labor Relations Frank Lee, Sr. HR Administrator City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 56 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 57 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 58 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 59 Certificate Of Completion Envelope Id: 08F2C7685A6B48BC95AF7364BA81C6EA Status: Completed Subject: Please DocuSign: PAPOA Draft MOA 14-18 (For Docusign 2).pdf Source Envelope: Document Pages: 63 Signatures: 4 Envelope Originator: Certificate Pages: 2 Initials: 0 Elizabeth Egli AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 elizabeth.egli@cityofpaloalto.org IP Address: 199.33.32.254 Record Tracking Status: Original 3/30/2016 11:10:37 AM Holder: Elizabeth Egli elizabeth.egli@cityofpaloalto.org Location: DocuSign Signer Events Signature Timestamp Anthony Becker Tony.Becker@cityofpaloalto.org Police Sgt/Adv City of Palo Alto Security Level: Email, Account Authentication (None) Using IP Address: 70.197.1.83 Signed using mobile Sent: 3/30/2016 11:14:54 AM Resent: 3/30/2016 1:12:18 PM Viewed: 3/30/2016 1:13:02 PM Signed: 3/30/2016 1:13:45 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Jeremy Schmidt Jeremy.Schmidt@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 70.197.13.206 Signed using mobile Sent: 3/30/2016 11:14:54 AM Viewed: 3/30/2016 11:24:06 AM Signed: 3/30/2016 11:25:15 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Peter Hoffmann Phoffmann@rlslawyers.com Security Level: Email, Account Authentication (None) Using IP Address: 173.164.235.235 Sent: 3/30/2016 11:14:54 AM Viewed: 3/30/2016 12:13:17 PM Signed: 3/30/2016 12:18:29 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Wayne Benitez Wayne.Benitez@cityofpaloalto.org Security Level: Email, Account Authentication (None) Using IP Address: 70.197.13.206 Signed using mobile Sent: 3/30/2016 11:14:54 AM Viewed: 3/30/2016 11:29:08 AM Signed: 3/30/2016 11:30:46 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: 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 Notary Events Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 3/30/2016 1:12:19 PM Certified Delivered Security Checked 3/30/2016 1:13:02 PM Signing Complete Security Checked 3/30/2016 1:13:45 PM Completed Security Checked 3/30/2016 1:13:45 PM CITY OF PALO ALTO Memorandum of Agreement City of Palo Alto and Service Employees International Union (SEIU) Local 521 December 1, 2015 – December 31, 2018 City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 1 of 77 TABLE OF CONTENTS PREAMBLE ........................................................................................................................... 7 ARTICLE I – RECOGNITION .................................................................................................. 7 Section 1 - Recognition. .................................................................................................. 7 Section 2 - Protection of Unit. ........................................................................................ 7 Section 1 – Discrimination. ............................................................................................. 7 Section 2 - Right to Join the Union. ................................................................................ 8 ARTICLE III - UNION SECURITY ............................................................................................ 8 Section 1 - Notice. ........................................................................................................... 8 Section 2 - Agency Shop. ................................................................................................. 8 Section 3 - Documentation. .......................................................................................... 10 Section 4 - Payroll Deduction. ....................................................................................... 10 Section 5 - Bulletin Boards and Departmental Mail. .................................................... 10 Section 6 - Access to Union Representatives. ............................................................... 11 Section 7 - Meeting Places. ........................................................................................... 11 Section 8 - Notification to the Union. ........................................................................... 11 General. ..................................................................................................................... 11 Change in City’s Financial Situation. ......................................................................... 11 Vacancies and Temporary Personnel........................................................................ 11 Section 9 - Union Logo. ................................................................................................. 11 Section 10 - Public Notice ............................................................................................. 12 Section 11 - Use of Agency Reports. ............................................................................. 12 Section 12 - Job Postings. .............................................................................................. 12 Section 13 - Contracting Out. ........................................................................................ 12 ARTICLE IV - STEWARDS .................................................................................................... 12 Section 1 - Union Officers. ............................................................................................ 12 Section 2 - Number of Stewards. .................................................................................. 13 Section 3 - Release Time. .............................................................................................. 13 Section 4 - Advance Notification Before Leaving Work Location. ................................ 13 Section 5 – Release Time .............................................................................................. 13 Section 6 - Designated Union Space. ............................................................................ 14 Section 7 - Union Officers and Release Time. ............................................................... 14 City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 2 of 77 ARTICLE V - REDUCTION IN FORCE ................................................................................... 14 Section 1 - Attrition. ...................................................................................................... 14 Section 2 - Advance Notice. .......................................................................................... 14 Section 3 - Order of Layoff. ........................................................................................... 14 Section 4 - Seniority/Bumping Rights. .......................................................................... 14 Section 5 - Re-Employment List. ................................................................................... 15 Section 6 -Sick Leave Balances. ..................................................................................... 15 Section 7 - Hourly Employees Performing Duties. ........................................................ 15 ARTICLE VI - PERSONNEL ACTIONS ................................................................................... 16 Section 1 - Probation. ................................................................................................... 16 Section 2 - Personnel Evaluations. ................................................................................ 16 Section 3 - Personnel Files. ........................................................................................... 16 Section 4 - Release of Information. .............................................................................. 17 Section 5 - Promotional Opportunities. ........................................................................ 17 Posting....................................................................................................................... 17 Internal Candidate Eligibility. .................................................................................... 17 Selection .................................................................................................................... 17 Recommended Candidates. ...................................................................................... 18 Seniority. ................................................................................................................... 18 Appointment. ............................................................................................................ 18 Violations. ................................................................................................................. 18 Section 6 - Rights. .......................................................................................................... 18 Section 7 - Apprentice Positions. .................................................................................. 19 Section 8 - Rotation. ...................................................................................................... 19 ARTICLE VII - PAY RATES AND PRACTICES ......................................................................... 19 Section 1 - Salary. .......................................................................................................... 19 Section 3 - Working Out of Classification. .................................................................... 19 Section 4 - Classification Changes. ................................................................................ 20 Section 5 - Reclassification Requests. ........................................................................... 20 Section 6 - Assignment to a Lead Position. ................................................................... 21 Section 7 - Total Compensation and Survey Database. ................................................ 22 Section 8 - Direct Deposit ............................................................................................. 22 City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 3 of 77 ARTICLE VIII - HOURS OF WORK, OVERTIME, PREMIUM PAY ........................................... 23 Section 1 - Work Week and Work Day.......................................................................... 23 Section 2 - Overtime Work. .......................................................................................... 23 Section 3 - Work Shifts. ................................................................................................. 24 Section 4 - City-Paid Meals. .......................................................................................... 25 Section 5 - Break Periods. ............................................................................................. 26 Section 6 - Clean-Up Time. ............................................................................................ 27 Section 7 - Standby Pay, Call-Out Pay. .......................................................................... 27 Standby Compensation. ............................................................................................ 27 Minimum Call-Out Pay. ............................................................................................. 27 Section 9 - Bilingual Premium. ...................................................................................... 27 Section 10 - Communications Training Officer (CTO) Compensation........................... 28 ARTICLE IX - UNIFORMS AND TOOL ALLOWANCES........................................................... 28 Section 1 - Uniforms. .................................................................................................... 28 Section 2 - Tool Allowance. ........................................................................................... 31 Section 3 - Shoe Allowance. .......................................................................................... 31 Section 4 – Certifications. ............................................................................................. 32 Section 5 - Weather Protection. ................................................................................... 36 ARTICLE X - HOLIDAYS ....................................................................................................... 36 Section 1 - Fixed Holidays. ............................................................................................ 36 Section 2 - Pay for Fixed Holidays. ................................................................................ 37 Section 3 - Work on Fixed Holidays. ............................................................................. 37 Section 4 - Variations in Work Week. ........................................................................... 37 Section 5 - Floating Days Off ......................................................................................... 38 ARTICLE XI - VACATIONS ................................................................................................... 38 Section 1 - Vacation Accruals. ....................................................................................... 38 Section 2 - Holiday Falling During Vacation. ................................................................. 39 Section 3 - Illness During Vacation. ............................................................................... 39 Section 4 - Accrued Vacation Pay for Deceased Employees. ........................................ 39 Section 5 - Effect of Extended Military Leave. .............................................................. 39 Section 6 - Vacation at Termination. ............................................................................ 39 Section 7 - Vacation Cash Out. ...................................................................................... 39 City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 4 of 77 ARTICLE XII - LEAVE PROVISIONS ...................................................................................... 40 Section 1 - Sick Leave. ................................................................................................... 40 Section 2 - Bereavement Leave. ................................................................................... 41 Section 3 - Military Leave. ............................................................................................. 42 Section 4 - Leave Without Pay. ..................................................................................... 42 Section 5 - Jury Duty and Subpoenas ............................................................................ 42 Section 6 - Time Off to Vote. ......................................................................................... 43 Section 7 - Disapproval of Leave of Absence. ............................................................... 43 Section 8 - Personal Business Leave Chargeable to Sick Leave. ................................... 43 Section 9 - Return to Assignment. ................................................................................ 43 ARTICLE XIII - WORKERS' COMPENSATION INSURANCE ................................................... 43 Section 1 - Industrial Temporary Disability. .................................................................. 43 Section 2 - Vocational Rehabilitation Benefits for Permanently Disabled Employees. 44 ARTICLE XIV - BENEFIT PROGRAMS................................................................................... 44 Section 1 - Health Plan. ................................................................................................. 44 Active Employees ...................................................................................................... 44 Health Plan Coverage for Future Retirees Hired Before January 1, 2005. ............... 45 PERS – Health Benefit Vesting For Future Retirees Effective January 1, 2005 or any existing employee who opts into this vesting schedule. .......................................... 45 Coverage for Domestic Partners. .............................................................................. 46 Alternative Medical Benefit Program. ...................................................................... 46 Section 2 - Dental Plan. ................................................................................................. 47 Section 3 - Vision Care. ................................................................................................. 47 Section 4 - Life Insurance. ............................................................................................. 48 Section 5 – Long Term Disability Insurance. ................................................................. 48 Section 6 - Effective Date of Coverage for New Employees. ........................................ 48 Section 7 - Dual Coverage. ............................................................................................ 48 Section 8 - Deferred Compensation.............................................................................. 48 Section 10 - Training Programs. .................................................................................... 49 ARTICLE XV - RETIREMENT ................................................................................................ 49 Section 1 - PERS Continuation. ..................................................................................... 49 Pension Group A: 2.7% @ 55. ................................................................................... 49 City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 5 of 77 Pension Group B: 2.0% @ 60 – (Single Highest Year). .............................................. 49 Pension Group C: 2.0% @ 60 – (3 Highest Years). .................................................... 50 Pension Group D: 2% @ 62. ...................................................................................... 50 Section 2 - Employee Share. ......................................................................................... 50 Section 3. Employer Share. ........................................................................................... 50 Section 4 - Utility Rates Discount. ................................................................................. 51 ARTICLE XVI - COMMUTE INCENTIVES AND PARKING ...................................................... 51 Section 1 - Commute Incentive. .................................................................................... 51 Civic Center Parking .................................................................................................. 51 Carpool. ..................................................................................................................... 51 Bicycle. ...................................................................................................................... 51 Walk... ....................................................................................................................... 52 Transit or vanpool users: .......................................................................................... 52 Go Pass. ..................................................................................................................... 52 Section 2 – Parking Lot Security – Municipal Service Center. ...................................... 52 Section 3 – Bicycle Lockers and Motorcycle Parking. ................................................... 52 ARTICLE XVII - PHYSICAL EXAMINATIONS ......................................................................... 52 ARTICLE XVIII – SAFETY ..................................................................................................... 52 Section 1 - Health and Safety Provisions ...................................................................... 52 Section 2 - Union Cooperation. ..................................................................................... 53 Section 3 - Safety Committees and Disputes. ............................................................... 53 ARTICLE XIX - GRIEVANCE and APPEAL PROCEDURE ........................................................ 54 Section 1 - General Provisions. ..................................................................................... 54 Section 2 – Definitions. ................................................................................................. 54 Section 3 - Conduct of Grievance Procedure or Appeal of Disciplinary Action Procedure. ..................................................................................................................... 54 Section 4 - Grievance and Appeal Procedure. .............................................................. 56 Step I. ........................................................................................................................ 56 Step II. ....................................................................................................................... 56 Step III. ...................................................................................................................... 57 Step IV. ...................................................................................................................... 57 ARTICLE XX - UNSATISFACTORY WORK OR CONDUCT AND DISCIPLINARY ACTION ......... 58 City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 6 of 77 Section 1 - Preliminary Notice of Discipline. ................................................................. 58 Section 2 - Skelly Meeting. ............................................................................................ 59 Section 3 – Appeals. ...................................................................................................... 59 ARTICLE XXI - NO ABROGATION OF RIGHTS ..................................................................... 59 ARTICLE XXII - OUTSIDE EMPLOYMENT ............................................................................ 60 ARTICLE XXIII – WORK STOPPAGE AND LOCKOUTS .......................................................... 60 ARTICLE XXIV - PROVISIONS OF THE LAW ......................................................................... 60 Section 1 - Conformity and Separability of Provisions. ................................................ 60 Section 2 - Merit Rules and Regulations. ...................................................................... 60 Section 3 - Resolution. .................................................................................................. 60 ARTICLE XXV - TUITION REIMBURSEMENT ....................................................................... 60 ARTICLE XXVI - COST REDUCTION PROGRAMS ................................................................. 61 ARTICLE XXVII – TERM ....................................................................................................... 62 APPENDIX A ....................................................................................................................... 64 APPENDIX B. APPRENTICESHIPS ........................................................................................ 65 APPENDIX C. DEPT/DIVISION CLASSIFICATION WORKDAY OR WORKWEEK VARIATION . 68 APPENDIX D. IN-LIEU PREMIUMS ..................................................................................... 73 APPENDIX E. COMMUNICATIONS DIVISION PROMOTIONS ............................................. 74 APPENDIX F. RECOVERY OF CITY TRAINING COSTS .......................................................... 75 APPENDIX G. RECOVERY OF TRAINING INVESTMENT AGREEMENT ................................ 76 City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 7 of 77 2015-2018 MEMORANDUM OF AGREEMENT City of Palo Alto and SEIU Local 521 PREAMBLE This Memorandum of Agreement (hereinafter “MOA” is entered into by the City of Palo Alto (hereinafter referred to as the “City”) and Local 521 Service Employees’ International Union, CTW (hereinafter referred to as the “Union”). For the purposes of this MOA “employee” shall mean an employee assigned to a classification within the SEIU General Employee bargaining unit. This MOA is pursuant and subject to Sections 3500-3510 of the Government Code of the State of California and Chapter 12 of the City of Palo Alto Merit Rules and Regulations. ARTICLE I – RECOGNITION Section 1 - Recognition. Pursuant to Sections 3500 - 3510 of the Government Code of the State of California and Chapter 12 of the City of Palo Alto Merit System Rules and Regulations, the City recognizes the Union as the exclusive representative of a representation unit consisting of all regular full and part-time employees in the classifications listed in Appendix A attached hereto. This unit, shall for purposes of identification, be titled the SEIU General Employees bargaining unit (hereinafter “General Unit”). Section 2 - Protection of Unit. No supervisor will perform the work of an employee in the General Unit provided that there is an employee available who regularly performs such work. This does not preclude a supervisor from performing work of a minor nature or during bona fide emergencies or on a standby status when willing and qualified unit employees do not live within a reasonable response time of their work location. Supervisory personnel shall be called out to perform unscheduled work only when SEIU General unit employees are unavailable to perform such work or in cases of bona fide emergencies as defined in Article VIII, Section 2. In cases of bona fide emergencies, SEIU General Unit employees shall be called out to complete the necessary work after the immediate emergency situation has been reasonably contained. ARTICLE II - NO DISCRIMINATION Section 1 – Discrimination. The City of Palo Alto is committed to providing a work environment free from all forms of harassment and discrimination and agrees not to harass or discriminate against employees or applicants based on such characteristics City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 8 of 77 such as race, ethnicity, color, religion, political affiliation, veteran status, military status, national origin, ancestry, disability, medical condition, marital status, age, pregnancy, sex, sexual orientation, gender identity and gender expression, or the perception that any person has such characteristic, and any other characteristic protected by federal or state law or City Ordinance. The City of Palo Alto will not harass or discriminate against employees from exercising their rights to organize in accordance with the Meyers-Milias Brown Act. Complaints of harassment and discrimination should be reported immediately to the Department of Human Resources and will be investigated in accordance with the City’s Policy and Procedures. Section 2 - Right to Join the Union. The City and the Union agree to protect the rights of all employees to exercise their free choice to join the Union and to abide by the express provisions of applicable State and local laws. ARTICLE III - UNION SECURITY Section 1 - Notice. When a person is hired in any of the covered job classifications, the City shall notify that person that the Union is the recognized bargaining representative for the employee and give the employee a current copy of the Memorandum of Agreement. When a group employee orientation is held for new employees of the bargaining unit, a union representative may make a presentation to such bargaining unit employees for the purpose of explaining matters of representation. The presentation shall not exceed 15 minutes. Section 2 - Agency Shop. a) Every employee in the bargaining unit covered by this Memorandum of Agreement shall: 1) remain a member in good standing of the Union; or 2) pay to the Union a monthly service fee, to be set by the union in accordance with applicable law, in an amount not to exceed the standard initiation fee, periodic dues, and general assessments of the organization; or, 3) in the case of an employee who certifies that he/she is a member of a recognized religion, body or sect which has historically held conscientious objection to joining or financially supporting public employee organizations, pay a charity fee, equal to the service fee, to a non-religious, non-labor charitable fund exempt from taxation under Section 501 (c)(3) of the Internal City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 9 of 77 Revenue Code, chosen from one of the following three charitable organizations agreed to by the City and the Union (or any successor organization(s) agreed to by the City and the Union): United Way of California Community Health Charities Environmental Federation of California Union members may declare their intention to terminate Union membership by registered letter, return receipt requested, to the Director of Human Resources and the Union only during the 30-day period between 60 and 90 days before expiration of the MOA. b) Employees who are newly hired into or who join the bargaining unit shall elect one of the above payment deduction options by completing and submitting the Employee Election form within thirty (30) calendar days of being hired into a classification covered by this MOA. c) To qualify for deduction of the Charity Fee, the employee must certify to the Union and City that he/she is a member of a bona fide religious body or sect that has historically held conscientious objection to joining or financially supporting public employee organizations. The employee is required to submit to the City and the Union a notarized letter signed by an official of the bona fide religion, body, or sect certifying that person’s membership. Upon request, the City shall provide to the Union a report of payments made by employees that qualify for the Charity Fee option in this subsection. d) The deductions in this Section shall not apply during any period where an employee is in an unpaid status. e) Involuntary Service Fee Deduction Process: The City shall deduct a service fee from the salary of each bargaining unit member who has not authorized a dues deduction, service fee deduction or charity fee in writing within the time stated in this Section, above. The Union certifies that it has consulted with knowledgeable legal counsel and has thereby determined that this involuntary service fee deduction process satisfies all constitutional and statutory requirements. f) Agency shop may be rescinded only in accordance with the provision of state law. g) Indemnification, Defense and Hold Harmless: Union agrees to indemnify and hold harmless the City and all officials, employees, and agents acting on its behalf, from any and all claims, actions, damages, costs, or expenses including all attorney’s fees City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 10 of 77 and costs of defense in actions against the City, its officials, employees or agents as a result of actions taken or not taken by the City pursuant to the Agency Shop Arrangement. h) Sign-up forms for deduction of union dues, service fees and charity fees shall be provided by the Union and approved by the City. Section 3 - Documentation. The City shall supply the Union with: a) a monthly electronic file of the names, member/fee payer designation, addresses, classifications, monthly base pay, pay period number, Committee on Political Education (COPE) listed separately and last four digits of the Social Security number of all bargaining unit employees except those who file written notice with the Human Resources Department objecting to release of addresses, in which case information will be transmitted without address; and b) a list of bargaining unit new hires, terminations and retirements which occurred during the previous month. The Union shall supply the City, and as applicable, the employees, with documentation required by Government Code Section 3502.5 (f). Section 4 - Payroll Deduction. The City shall deduct Union membership dues, service fees, charity fees, and any other mutually agreed upon payroll deduction, which may include voluntary COPE check-off, from the bi-weekly pay of bargaining unit employees. The dues/fees deduction must be authorized in writing by the employee on an authorization form acceptable to the City and the Union, except as provided in Section 2(e), above. The dues deduction form shall include a check box for those employees who wish the Union to receive notification in the event of unsatisfactory work, conduct, or disciplinary action taken pursuant to Article XX. City shall remit the deducted dues or fees to the Union as soon as possible after deduction. Section 5 - Bulletin Boards and Departmental Mail. The Union shall have access to inter- office mail, existing bulletin boards in unit employee work areas, and existing Union- paid telephone answering device for the purpose of posting, transmitting, or distributing notice or announcements including notices of social events, recreational events, Union membership meetings, results of elections and reports of minutes of Union meetings. Any other material must have prior approval of the Human Resources Office. Action on approval will be taken within 24 hours of submission. The Union may send email messages only for the purposes set forth above. The IT Department will maintain the SEIU list and keep it current. The Union access to email is based on the following City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 11 of 77 conditions: 1) emails to the SEIU list will be copied to the Human Resource Director at distribution; 2) emails to the SEIU list will only be sent by the SEIU Chapter Chair, Vice Chair, Chief Steward (s) or Secretary, 3) a maximum of 52 emails may be sent per year and a maximum of 12 emails may be sent by the SEIU Chapter Secretary. Section 6 - Access to Union Representatives. Representatives of the Union are authorized access to City work locations for the purpose of conducting business within the scope of representation, provided that no disruption of work is involved and the business transacted is other than recruiting of members or collecting of dues, and the representative must notify the Human Resources Department Office prior to entering the work location. Section 7 - Meeting Places. The Union shall have the right to reserve City meeting and conference rooms for use during lunch periods or other non-working hours. Such meeting places will be made available in conformity with City's regulations and subject to the limitations of prior commitment. Section 8 - Notification to the Union. a. General. The Union shall be informed in advance in writing by Management before any proposed changes not covered by this Memorandum of Agreement are made in benefits, working conditions, or other terms and conditions of employment which require meet and confer or meet and consult process. b. Change in City’s Financial Situation. Should the City’s financial situation deteriorate and the possibility of layoffs result, the City Manager will give prior notice to and consult with the Union prior to recommending any layoffs to the City Council. c. Vacancies and Temporary Personnel. The City agrees to notify SEIU Local 521 in writing when any irregular, temporary, hourly, provisional, special or extra help employee who consistently performs work typical of the SEIU Local 521 bargaining unit exceeds 1,000 hours of work within a 18-month period. The City agrees to notify SEIU Local 521 in writing when any position covered by this agreement is left vacant for more than 60 days. Through a separate meet and confer process, the City and Union will develop a way to convert long term, ongoing temporary-hourly positions to regular status. The City and Union will meet and confer regarding wages, benefits and terms and conditions of work. Section 9 - Union Logo. All materials and documents produced on Itek and metal plates, by the City print and reproduction shop, shall carry the Union label on the inside of covers or title pages in accordance with customary printing trades practices. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 12 of 77 Section 10 - Public Notice. The City shall make available to the Union, in a timely manner, copies of all City Council meeting agendas, minutes and schedule of meetings. These materials will be available online via the City’s website. Section 11 - Use of Agency Reports. Upon request, the City shall provide to the Union reports by department on the use of agency temporaries filling representation unit vacant positions, or doing work similar to that of representation unit classifications. Section 12 - Job Postings. The City shall incorporate the requirements of this Article when publicizing job announcements for classifications covered by this Memorandum of Agreement. Section 13 - Contracting Out. The City through the labor management process will keep the Union advised of the status of the budget process, including any formal budget proposal involving the contracting out of SEIU bargaining unit work traditionally performed by bargaining unit members at least thirty (30) days prior to the release of the City Manager’s proposed budget. The City will notify the Union in writing at least ninety (90) days prior to contracting work which has been traditionally performed by bargaining unit members, where such contracting will result in layoff or permanent reduction in hours. Within the ninety (90) day period of contracting out, both parties may offer alternatives to contracting out and meet and confer on the impact of such contracting out of a bargaining unit employee work. The City will notify the Union in writing when contracting out work which has been traditionally performed by bargaining unit workers, where such contracting out is expected to replace a laid off bargaining unit position that has been eliminated within ninety (90) days prior to the date of the planned contract work. When feasible, the City will provide such notice prior to the beginning date of the planned contract work. The City will meet with the Union upon request to discuss alternatives. This provision does not apply to the filling of temporary vacancies of twelve (12) months or less duration. The City will provide the Union with a biannual list by department of all contract workers or vendors who are contracted by the City who perform work for the City. The City will make a reasonable effort to identify the names of the vendors on the list and the nature of the work provided by each vendor. ARTICLE IV - STEWARDS Section 1 - Union Officers. The Union agrees to notify the Director of Human Resources of those individuals designated as Union officers and stewards who receive and investigate grievances and represent employees before Management. Alternates may be designated to perform steward functions during the absences or unavailability of the steward. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 13 of 77 Section 2 - Number of Stewards. The number of stewards designated by the Union at a given time shall not exceed thirty-five (35). Section 3 - Release Time. It is agreed that, as long as there is prior notice as specified below to the Supervisor and the release of stewards will not unreasonably disrupt City operations, stewards shall be allowed reasonable release time away from their work duties, without loss of pay, to represent a unit employee or employees on grievances or matters within the scope of representation, including: a) A meeting of the steward and an employee, or employees of that unit related to a grievance. b) A meeting with Management. c) Investigation and preparation of grievances. Grievances may be transmitted on City time. All steward release time shall be reported on time cards. Section 4 - Advance Notification Before Leaving Work Location. The Union agrees that the steward shall give no less than one (1) full business day advance notification to his/her supervisor before leaving the work location, except in those cases involving an unforeseeable circumstance that requires immediate union representation where advance notice cannot be given or when the relevant supervisor otherwise allows less notice. A supervisor may deny such a request for release from duty if the steward is needed to ensure real time delivery of services that the steward provides for the public or internal City customers and another employee who normally provides such services is not available on a straight time basis to relieve the steward, or in a bona fide emergency. If such denial occurs, the union may request the release of another of its designated stewards to perform the representation duties involved. Such request shall be processed in accordance with the terms set forth in this section except that the requirement for a full business day advance notice to the replacement representative’s supervisor shall not apply. Nothing herein shall preclude the City from rescheduling a meeting it has scheduled, to facilitate the attendance of a steward who has requested release if, in the City’s judgment, such change can be undertaken without undermining the objectives of the meeting. Section 5 – Release Time. Three Union officers, who are City employees, shall be allowed a reasonable amount of release time off for purposes of meeting and conferring or meeting and consulting on matters within the scope of representation. All such time will be reported on timecards. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 14 of 77 Section 6 - Designated Union Space. Union stewards may utilize space in assigned desks for storage of Union materials. In the event stewards are not assigned desks the City will provide locker or other mutually agreeable space for storage of Union materials. Section 7 - Union Officers and Release Time. Six union officers, who are City employees shall be allowed a reasonable amount of release time off for monthly Labor/Management Meetings. ARTICLE V - REDUCTION IN FORCE Section 1 - Attrition. In the event of reductions in force, they shall be accomplished wherever possible through attrition. Section 2 - Advance Notice. When the City determines that layoffs are imminent resulting from reduction in force within the representation unit, the City will give the Union such advance notice as is reasonable under the circumstances. The notice will indicate the departments and divisions which will be affected and the circumstances requiring the layoffs. The City will furnish the Union with a current representation unit seniority list with notice of layoff. Section 3 - Order of Layoff. If the work force is reduced within a department, division, or office for reasons of change in duties or organization, abolition of position, shortage of work or funds, or completion of work, employees with the shortest length of service will be laid off first so long as employees retained are fully qualified, trained, and capable of performing remaining work. Length of service for the purpose of this article will be based on current service hire date of record in a regular classification with no adjustment for leaves of absence. Length of service ties will be determined by lot in a method agreeable to both parties. Employees laid off due to the above reasons will be given written notice at least thirty days prior to the reduction in force. A copy of such notice will be given to the Union. Such employees shall be offered priority employment rights to regular positions which are requisitioned and for which the employees are qualified for a period beginning with notification and ending sixty (60) days following the reduction in force. Employees transferred or reclassified under this section will be assigned to the step in the new classification salary range closest to the employee's salary range at the time of reclassification. Employees laid off pursuant to this section shall receive the balance of all regular City compensation owed and severance pay equal to one month’s salary at the employee’s final rate of pay at termination. This does not include any amounts payable under Article V, Section 6, or PERS contribution refunds, if any. Section 4 - Seniority/Bumping Rights. Employees identified for layoff who have seniority (bumping) rights to their current or previously held classifications within the City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 15 of 77 representation unit must declare their intention to exercise these rights in writing and submit to the Human Resources Department within seven (7) working days after written notification of layoff, otherwise bumping rights will automatically terminate. Bumping may occur within the representation unit, only to the least senior incumbent of the current or a previously held classification. To bump, the employee must be fully qualified, trained, and perform all work in the position. For purposes of this section of the Agreement, the term "working days" shall mean Mondays through Fridays, exclusive of holidays. When an employee returns to work from a military protected leave, they will be reinstated as required by law. Should this result in bumping a current employee; the displaced employee will have bumping rights as set forth in this section. Section 5 - Re-Employment List. The names of employees laid off or who through bumping changed classification in accordance with the provisions of this Article shall be entered upon a re-employment list in seniority order. The employee with the greatest seniority on the re-employment list, including those who exercised their bumping rights, shall be offered reinstatement first. Such notice of reinstatement shall be in writing with a copy to the employee, Union and Chapter Chair. If a laid off employee waives reinstatement or fails to respond within ten (10) working days of receipt of the notice, the employee shall be removed from the reemployment list. The person with the highest seniority including those who exercised their bumping rights on a re- employment list for a particular classification when a vacancy exists in that classification shall be offered the appointment. Names shall be carried on a re-employment list for a period of two (2) years from the date of separation from City services or change of classification through bumping. Upon re-employment within the two-year period, the employee's hire date of record at the time of layoff will be reinstated. When qualifications are in question, the City and SEIU will meet and confer. Section 6 -Sick Leave Balances. Employees laid off pursuant to Section 2 who are reinstated to a regular position within sixty (60) days shall retain the sick leave balance they had at the time of layoff, unless they have received a sick leave payoff in accordance with Article XII. Section 7 - Hourly Employees Performing Duties. No representation unit employee will be laid off or remain on a re-employment list when hourly employees are performing substantially all the duties of the classification of the employee receiving a layoff notice or on a re-employment list. This provision shall not be applied to hourly positions which have been traditionally used for seasonal and part-time work. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 16 of 77 ARTICLE VI - PERSONNEL ACTIONS Section 1 - Probation. Each new regular or part-time employee, except employees in police dispatch positions, shall serve a probationary period of twelve (12) months, commencing with the first day of his/her employment. Each new regular or part-time employee in dispatch positions will serve an 18-month probationary period commencing with the first day of his/her employment. The probationary period shall be regarded as a part of the testing process and shall be utilized for closely observing the employee's work, for securing the effective adjustment of a new employee to his/her position, and for rejecting any probationary employee whose performance does not meet the acceptable standards of work. At least one written performance appraisal will be given each probationary employee on or before expiration of the probationary period. This appraisal will be given approximately at the end of the sixth month and another at the end of the twelfth month for employees in police dispatch positions. In the event of termination prior to successful completion of the probationary period, such terminated employee shall be given written notice of his/her termination with the reasons for the termination stated therein. The Human Resources Department shall, upon request, afford an interview in a timely fashion to the terminated employee for discussion of the reasons for termination. The employee may, upon request, be accompanied by a Union representative. The interview shall not be deemed a hearing nor shall it obligate the City to reconsider or alter the termination action. The parties agree that probationary employees shall have all rights under this Memorandum of Agreement, including full and complete access to the grievance procedure, save and except for instances of suspension, demotion or termination. Section 2 - Personnel Evaluations. Personnel evaluations will be given to employees annually as scheduled by Management. Personnel evaluations are not appealable through the grievance procedure but, in the event of disagreement over content, the employee may request a review of the evaluation with the next higher level of Management, in consultation with the Human Resources Department. For purposes of this review, the employee may be represented by the Union. Decisions regarding evaluation appeal shall be made in writing within ten (10) working days following the review meeting. Section 3 - Personnel Files. Records of all disciplinary actions shall be kept in the central personnel file. Employees shall be entitled to sign and date all action forms in their personnel files. Employees are entitled to review their personnel files upon written request or to authorize, in writing, review by their Union representatives. An employee or the Union shall be allowed, upon reasonable request, copies of materials in an employee's personnel file relating to a grievance. Records of disciplinary actions, including references in a performance evaluation, shall be removed from a personnel file upon written request by the employee after a period of three years, or sooner as City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 17 of 77 mutually agreed by Management and the employee so long as the disciplinary action did not involve a violation of state and federal harassment and discrimination laws. Section 4 - Release of Information. The City will only release information to creditors or other persons upon prior identification of the inquirer and acceptable reasons for the inquiry. Information then given from personnel files is limited to verification of employment, length of employment and verification and disclosure of salary range information. Release of more specific information may be authorized by the employee. Section 5 - Promotional Opportunities. a) Posting. Promotional opportunities for classifications within the representation unit will be posted for at least ten (10) working days (Monday through Friday) prior to selection. Outside recruitment may be used for promotional openings and may begin at the time of posting, or any time thereafter. If, however, there are three or more qualified internal candidates within the department where the vacancy occurs, and those candidates successfully complete the selection process, outside candidates will not be considered. b) Internal Candidate Eligibility. All non-probationary representation unit employees are eligible to apply for posted promotional opportunities, except that Management may waive this requirement for all probationary employees within the department where the promotional opportunity occurs. c) Selection. The selection procedure for each promotional opening will be determined and administered by the Human Resources Department in consultation with the requisitioning department. Selection procedure and job description information will be available at the Human Resources Office at the time of posting. Efforts will be made to standardize tests and procedures where standardization is feasible and appropriate. Any tests used shall be reasonably predictive of success in the classification, and tests not be biased with respect to race, sex, sexual orientation, religion, creed, political affiliation, color, national origin, ancestry, or age. Selection procedures may include any or all of the following phases: 1) Application. Both inside and outside candidates must complete a City of Palo Alto application form specified by the Human Resources Department. Applications must be submitted to the Human Resources Office. 2) Screening. Applications will be screened by the Human Resources Department and, in some circumstances, a manager from the Department seeking to fill a position to ascertain whether candidates meet minimum requirements as outlined in the job description. Internal candidates deemed not to meet City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 18 of 77 minimum requirements may submit additional qualification information writing within three working days of notification of requirement deficiency. 3) Performance Testing. Performance tests, such as typing, machinery or vehicle operation, skills demonstration, physical agility, etc., will be qualifying. Pass-fail points will be announced in advance for qualifying tests. If requested in writing prior to the test, performance test may be witnessed by Union steward. 4) Written Tests. Written achievement or aptitude tests will be qualifying. Pass- fail points will be announced in advance for qualifying tests. 5) Interviews, Appraisals. Interviews may be conducted individually or by interview boards and will be qualifying. Interview boards shall be composed of qualified and unbiased people. Where interview boards are used, Management will include at least one bargaining unit employee on each board. If individual interview or an interview board is used, a majority of the individuals or board members must recommend a candidate in order for the candidate to qualify for appointment. Performance appraisals written by candidates' supervisors may be used as indicated in the selection procedure. d) Recommended Candidates. Candidates who successfully complete all phases of the selection procedure will be recommended to the appointing authority. e) Seniority. Seniority, for purposes of this Article, will be based on current service hire date of record in a regular classification with no adjustment for leaves of absence. Seniority ties will be determined in favor of the employee with the lowest employee number last four digits. Exceptions to this subsection may be established by mutual agreement on a departmental or divisional basis. Such exceptions are listed in Appendix G. f) Appointment. The appointing authority will make appointments from among those recommended candidates who are most qualified as determined by objective review of selection procedure results and background materials. Where appointments are made from only internal candidates who are equally qualified as determined by objective review of selection procedure results and past performance, seniority will be the determining factor in promotional appointments. g) Violations. Any violation of this Article may be appealed to the Human Resources Director in Step III of the grievance procedure. Section 6 - Rights. Unit employees applying for a vacant equal or lower paying position shall have the same rights as unit employees applying for a promotion. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 19 of 77 Section 7 - Apprentice Positions. (a) The City shall establish apprentice positions wherever feasible. Length of apprenticeship, type of training, and pay levels shall be by mutual agreement. Where possible, apprentice positions will underfill regular positions so that incumbents may automatically progress to the classification for which they are training upon successful completion of apprenticeship. The City will meet and confer with the Union before adding any new apprenticeship programs during the term of this agreement. All apprenticeship programs are listed in Appendix B. Section 8 - Rotation. In assigning employees to regular or special shifts, transfer, standby, overtime, or vacation selection, ability to perform the work, length of service or equitable rotation shall determine the assignments. In accordance with this provision, more definitive rules may be arranged by mutual agreement of the Union and individual City departments. ARTICLE VII - PAY RATES AND PRACTICES Section 1 - Salary. The base salary rates and ranges for job classifications covered by this bargaining unit shall be increased as set forth in Appendix A-1 to reflect salary increases for all positions in the unit and market adjustments to positions identified in the total compensation survey as under-market based on the survey results for base, cash, insurance and the normal cost of retiree medical (when such information is required by and verified through the CAFR), with total rates and ranges as set forth in Appendix A-2 (Salary Schedule) attached hereto. Section 2 - Step Increases. Merit advancements from the first salary step to the second salary step shall be granted upon successful completion of probation and between second and subsequent steps at one-year intervals, if the affected employee has demonstrated continued improvement and efficient and effective service. For the purpose of determining step time requirements, time will commence on the first day of the month coinciding with or following entrance onto a salary step. Step increases shall be effective on the first day of the payroll period in which the time requirements have been met. Section 3 - Working Out of Classification. The term "working out of classification" is defined as a Management authorized full-time assignment to a budgeted/approved position on a temporary basis wherein all significant duties are performed by an individual holding a classification within a lower compensation range. Out-of- classification provisions do not apply to work assignments performed in connection with specific predetermined apprenticeship or training programs, or declared conditions of public peril and/or disaster. Pay for working out of classification shall be as follows: City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 20 of 77 a) Employees appointed to an "out of classification" will receive acting pay beginning the first day of the assignment and shall be paid for all hours worked in the higher classification provided employee works a minimum of four (4) hours. b) Where out-of-class appointments last for more than 90 days, and whenever feasible, an out-of-class appointment will be rotated among qualified interested employees in the work group. c) Employees will receive 5% premium pay for all assigned out of class pay for work within SEIU Classifications with the exception of lead assignments where the out of class pay will result in a 7% premium pay. d) Employee appointed to “out of class” assignments that are in the Management and Professional Compensation Plan or in Utilities Management and Professional Association for at least one workweek will receive up to a 10% premium pay. Section 4 - Classification Changes. a) During the course of this agreement, the Union and affected employees shall be notified in advance of any contemplated changes in classification description, wage range or steps. Such changes shall be subject to the meet and confer process. Such meet and confer process shall be concluded within no more than thirty (30) days following delivery of the City’s notice to the Union. If the Union and the City cannot reach agreement on the appropriate pay level from a job so reclassified, the Union may, within ten (10) City business days following the conclusion of the meet and confer process described above by delivery of written notice to the Human Resources Director, refer the dispute over the proposed wage range or steps to arbitration at Step IV of the Grievance Procedure set forth at Article XIX of this Memorandum of Agreement. Section 5 - Reclassification Requests. a. An employee or his/her representative may request in writing a re-evaluation of his/her job based on significant permanent changes in job content or significant discrepancies between job content and classification description. The request must be in writing, contain justification and may be made only on an annual basis during the period of September 10 through October 10. A statement by management that a job reevaluation request will be submitted with the departmental budget does not relieve an employee from the responsibility of submitting his/her own request during this period. The Human Resources Director or his or her designee will initially respond to such requests within ninety (90) calendar days by notice to the employee and the union; however, this timeline may be extended if necessary. Such response shall include any City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 21 of 77 reclassification to a different classification or changes in description that the City believes are warranted and any related changes in applicable pay range or steps. If meetings are held, the employee may request representation. If a reclassification is approved and results in an increase in salary, it shall be retroactive to the date the Employee or Union filed the request for the reclassification. b. If the employee or Union disagrees with the accuracy of the description of duties resulting from the study conducted pursuant to subsection (a) of this Section or with the wage range or steps assigned by the City as a result of the study, the employee or Union may, within ten (10) City business days of delivery of notice of such determination, appeal such decision under step IV of Article XIX, Grievance Procedure. c. In a dispute under Section 4(a) or section 5(b) above, the arbitrator shall render his or her decision on the appropriate wage range or steps within twenty-one (21) days after the initial hearing date. The same time line will be observed for disputes over the accuracy of the revised classification description. The parties will notify the arbitrator of this deadline at the time of the arbitrator’s selection. In reaching a decision on wage range and steps under Section 4(a) or 5(b) above, the arbitrator shall base his or her award on the factors traditionally taken into account in the establishment of compensation. When deciding a dispute over the accuracy of the revised classification description under section 5(b) above, the arbitrator shall identify the modifications of the pre-existing classification necessary to accurately reflect the permanent changes, if any, that have been implemented. Upon receipt of the arbitrator’s award, the City shall implement the revised classification and wage range or steps as provided in the award except as provided under subsection 5(c) of this section below. Notwithstanding an arbitrator’s award pursuant to any appeal process, the City retains the right to forego implementing the changes and the proposed changes shall revert to the status quo as it existed before those changes in duties occurred or were proposed. d. An employee may submit a request for reclassification for the same classification no more than once every twenty-four (24) months. Section 6 - Assignment to a Lead Position. All vacancies in lead positions shall be filled in accordance with Article VI, Section 5. The pay range for the lead position shall be seven percent above the pay step of the highest paid employee on the crew. Departmental exceptions for filling lead positions on a rotational basis for training and development purposes may be arranged by mutual agreement of the Union and individual City departments. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 22 of 77 Section 7 - Total Compensation and Survey Database. a) Management and the Union have agreed to a compensation survey database structure which identifies specific benchmark classifications for job families, classifications within the job families of each benchmark classification, survey agencies and survey classification matches. Survey Cities include: Alameda Hayward San Mateo Berkeley Mountain View Santa Clara Daly City Redwood City S. San Francisco Fremont San Jose Sunnyvale If the employer list will not permit the production of a survey report that includes data from at least four (4) employers that employ employees in a classification comparable to the classification surveyed by the City, neither party is precluded from bringing forward information on other employers in the relevant recruitment area that employ workers in a comparable classification so that data from at least five (5) surveyed employers will be included in the study, if feasible. Such employer may include any public or private employer. The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers. The City will update the survey database and send the Union a copy six weeks before expiration of this agreement. This survey will be considered in connection with special adjustment proposals in successor agreement negotiations. By agreeing to a survey database, neither Union nor Management is under obligation to propose or agree to special adjustments. Section 8 - Direct Deposit Beginning in the first pay period following union ratification and adoption of this Agreement by the City Council, the City shall directly deposit all paychecks for Unit employees in a financial institution of the employee’s choice that accepts direct deposits and does not charge the City a fee(s) for direct deposit service. In the event that the employee fails to designate a financial institution for direct deposit of his or her payroll check, the employee shall pick up the check personally in the City’s Administrative Services Department office on the next business day following payday at a pickup time designated by Administrative Services. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 23 of 77 ARTICLE VIII - HOURS OF WORK, OVERTIME, PREMIUM PAY Section 1 - Work Week and Work Day. The standard workday for regular employees shall be eight hours to be worked within a maximum of nine hours (five-day work week) or ten hours to be worked within a maximum of eleven (four-day work week) or nine hours to be worked within a maximum of ten for four days with a fifth day of four hours (four and one-half day work week); or, within a fourteen-day period, nine hours to be worked within a maximum of ten hours for one day and eight hours to be worked within a maximum of ten hours for one day, with the work week scheduled to begin so that forty hours are worked within each seven days of the fourteen-day period (9/80 plan, with forty-hour work weeks), or any other schedule that results in a 40-hour work week, or fits within the parameters of an FLSA 2080 Plan. The "9/80 plan" may not be used in any application that requires entitlement to FLSA overtime for working the regular work week. With the exception of the 9/80 plan as described above and flexible scheduling for Police Dispatchers, the standard work week shall be forty hours to be worked within five consecutive days. Additional exceptions to the above are listed in Appendix D. The Union shall be notified of any further exceptions to this section in accordance with Article III, Section 8. The City and the Union agree that the availability of alternate/flexible work schedules is a valuable benefit in that they promote job satisfaction while also reducing traffic congestion and air pollution. During the term of this agreement, employees, subject to the conditions of their job assignment, may propose an alternate work schedule as listed under this Section. Such proposals must be made to the department head through the immediate supervisor. Serious consideration will be given to the feasibility and productivity of such proposals, however Management retains the right to determine scheduling needs. Section 2 - Overtime Work. a) Overtime work for all unit employees shall be defined as any time worked beyond the standard workday or beyond the standard work week. Emergency overtime is defined as unplanned overtime work arising out of situations involving real loss of service or property or personal danger. Emergency overtime does not include: i. overtime work resulting from personnel replacement for purposes of maintaining scheduled staffing; ii. overtime work which is planned in advance; iii. overtime work resulting from being held over for up to four hours to finish work performed during the regular shift. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 24 of 77 b) Compensation to employees working overtime will be in the form of additional pay at the rate of one and one-half times. Two times regular rate will be paid for billable customer convenience overtime and emergency overtime as defined in subsection (a) above) the employee's applicable hourly salary with the exception that an employee may request and, upon approval, be granted compensatory time off at the rate of one and one-half hours for each hour of overtime worked, subject to the limitations of applicable state and federal laws. In the event compensatory time off is used as the method of compensating for Overtime, the time off will be taken prior to the end of the quarter following the quarter in which the overtime has been worked. In the event the employee is denied this provision, he/she will be compensated in pay for such time at the appropriate rate specified by these sections. Or at the employee's option, the earned compensatory time will be added to the employee's vacation balance. c) All time for which pay is received shall count as hours actually worked for the computation of regular overtime pay; however, non-productive time will not be included in computation of any additional FLSA premiums. d) When an employee is required to work 6 or more hours of overtime (either emergency or pre-arranged) during the 16 hour period immediately preceding the beginning of the employee’s regular shift on a workday, the employee shall be entitled to an eight-hour rest period before returning to work. If the rest period overlaps into the second half of the work day, the employee may be given (with supervisor approval) the remaining time off (up to a maximum of 3 hours) at the straight time rate of pay. Any portion of the rest period falling within the employee’s work shift will be considered as hours worked and compensated at the straight time rate. e) If non-emergency overtime is canceled without at least 40 clock hours notice, the City shall pay the affected employees two (2) hours' pay at time and one-half. f) Employees working overtime who are too fatigued to continue or return to work, for safety reasons will be released from duty without compensation. Section 3 - Work Shifts. All employees shall be assigned to work shifts with scheduled starting and quitting times. Should conditions necessitate a change in starting and quitting times, the Union will be notified ten (10) working days in advance and permitted to discuss such changes with the City. This, however, shall not preclude the City's right to effect schedule changes dictated by operational necessity. This section does not apply to overtime scheduling. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 25 of 77 Section 4 - City-Paid Meals. In accordance with City policy, the City of Palo Alto bases its meal reimbursement limits on the U.S. General Services Administration (GSA) per diem rates. Those rates are adjusted every October. For overnight travel per diem rates, the City reimburses based on the rates applicable to the destination of travel, as provided by the GSA at http://www.gsa.gov/portal/category/100120. For non-travel meals, the City will reimburse up the maximum GSA rates for the Palo Alto area. Receipts are required to back-up these expenses. a. Emergency overtime meals. For purposes of this section, emergency overtime is defined as unplanned overtime arising out of situations involving real loss of service or property or personal danger. The City agrees to reimburse for meals based on GSA maximum rates for the Palo Alto Area (current non-travel meal maximum rates as of October 1, 2015 are $15 for breakfast, $16 for Lunch and $28 for dinner) and will provide meals in the following emergency overtime situations: 1) When an employee is called back and is on duty for a period of three consecutive hours, and thereafter at intervals of five hours, but not more than six hours, until the continuous overtime assignment ends. OR, 2) When an employee is held over on duty so that his/her overtime assignment extends two hours after shift end, and thereafter at intervals of five hours, but not more than six hours, until the continuous overtime assignment ends. OR, 3) When an employee is called out two hours or more before a regularly scheduled day shift and works the regularly scheduled shift, he/she will be entitled to breakfast and lunch. Lunches will be consumed on employee's own time. No in-lieu pay will be made for meals not taken. This sub-section does not apply if already covered in Section 4(a)(1) above. 4) When recalled two hours or less after the end of a regular shift, unless assigned to standby. b. Non-emergency overtime meals. The City will provide meals for personnel assigned to non-emergency overtime work where the assignment extends two hours after the regular or overtime shift end and at intervals of five hours thereafter. c. With regard to (a) and (b) above, the City agrees to reimburse for meals based on GSA maximum rates for the Palo Alto Area (current non-travel meal maximum rates as of October 1, 2015 are $15 for breakfast, $16 for Lunch and $28 for dinner). Where City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 26 of 77 possible, the City will arrange purchase orders at mutually agreeable restaurants. The time necessarily taken to consume a meal provided under this section shall be considered as time worked to a maximum of one hour, except as noted in (a) (3). d. With regard to (a) and (b) above, in the event an employee is to be provided a meal or meals pursuant to this section and such meal(s) are not provided due to working conditions, the employee shall have the option of receiving for each meal not provided an additional one hour of overtime compensation in lieu of such meal. This hour will not be considered as time worked or part of the rest period, but will be applied to qualify for the rest period. e. Emergency overtime meals for Public Safety Dispatchers. The Police Department will provide meals to employees in an emergency overtime situation involving real or potential loss of service or personal danger. 1) When an employee is called back and is on duty for a period of three consecutive hours, and thereafter at intervals of five hours, but not more than six hours, until the continuous overtime assignment ends. 2) When an employee is held over on duty so that his/her overtime assignment extends two hours after shift end, and thereafter at intervals of five hours, but not more than six hours, until the continuous overtime assignment ends. 3) When an employee is called out two hours or more before a regularly scheduled shift. The employee will be entitled to two meals, the second meal will be consumed on the employee's own time. No in-lieu pay will be made for meals not taken. 4) When recalled two hours or less after the end of a regular shift, unless assigned to standby. f. Non-emergency overtime meals for Public Safety Dispatchers. The Police Department will provide meals to employees in non-emergency situations where the assignment extends more than two hours after the regular or overtime shift end and at intervals of five hours thereafter. If the City is unable to provide a meal, the City agrees to reimburse for meals based on GSA maximum rates for the Palo Alto Area (current non-travel meal maximum rates as of October 1, 2015 are $15 for breakfast, $16 for Lunch and $28 for dinner). This policy only applies when an employee is held over, either voluntary or mandated, on duty beyond a scheduled regular or overtime shift. Section 5 - Break Periods. All employees shall be granted a break period or coffee break limited to 15 minutes during each four hours of work. Departments may make City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 27 of 77 reasonable rules concerning break period scheduling. Break periods not taken shall be waived. Section 6 - Clean-Up Time. All employees whose work causes their person or clothing to become soiled shall be provided with reasonable time before lunch and at shift end for wash-up purposes. Section 7 - Standby Pay, Call-Out Pay. a. Standby Compensation. Employees performing standby duty shall be compensated at the daily rates established below: Monday through Friday $70 Saturday, Sunday, Holidays $100 In the event of a declared City emergency, this section applies to standby assigned in accordance with applicable department policy. b. Minimum Call-Out Pay. Employees not otherwise excluded from receiving overtime pay who are called out to perform work shall be compensated for at least two hours' pay from the time of the call-out for each occurrence at the appropriate overtime rate. The two-hour minimum does not apply to employees called out to work while earning pay for being in a standby status unless called out to perform billable customer convenience work in which case the two-hour minimum will apply. Section 8 - Night Shift Premium. Night shift premium of 6% of base pay shall be paid to employees for work performed between 6:00 p.m. and 8:00 a.m. This premium shall not apply to an employee whose schedule does not qualify for shift differential who requests an earlier scheduled start time that would otherwise qualify the employee for the premium. A minimum of two hours must be worked between 6 p.m. and 8:00 a.m. to qualify for the premium. Employees who regularly work night shifts shall receive appropriate night shift premiums, relating to night shift hours worked, in addition to base pay for holidays, sick leave and vacation. Night shift premium does not apply for overtime situations unless overtime is approved to replace an employee who would have otherwise received a night shift premium. Section 9 - Bilingual Premium. $50 per pay period shall be paid to a bilingual employee whose abilities have been determined by the Human Resource Director as qualifying to fill positions requiring bilingual speaking and/or writing ability when the employee regularly performs such duties. The Human Resource Director will determine the number, timing, location and duration of the assignments receiving the additional pay provided herein and which languages are needed. Sign language shall be recognized as City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 28 of 77 a bilingual skill under this Article. Disagreements over the designation of positions will be referred first to the Labor Management Committee. If a disagreement still exists it will be referred to the Grievance Procedure. Human Resources will respond to the employee within sixty calendar (60) days after receipt of request. Upon approval by the Human Resources Director, the City is required to arrange for language testing within four (4) months of the approval. Section 10 - Communications Training Officer (CTO) Compensation. Public Safety Dispatchers and Chief Public Safety Dispatchers identified by Management to work as a Police Officers Standards and Training (POST) certified CTO will be compensated at a premium pay rate of five (5) percent. The premium pay is provided only for those hours spent as a CTO training a probationary dispatcher while on-duty in the Dispatch Center. ARTICLE IX - UNIFORMS AND TOOL ALLOWANCES Section 1 - Uniforms. a) The City will provide uniforms, coveralls or shop coats on a weekly basis, or as otherwise furnished, for the following jobs and/or classifications and any positions necessary or required as determined by management. Animal Control Officer Assistant Storekeeper Associate Engineer - Pretreatment Auto Service Mechanic Building Service Person - Lead Building Service Person Cathodic Technician Cement Finisher - Lead Cement Finisher Chemist Community Service Officer (CSO) Electrical Assistant Electrician Apprentice Electrician Lead Engineering Technician III - Refuse Equipment Operator Equipment Operator - Lead Facilities Carpenter Facilities Electrician Facilities Maintenance - Lead City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 29 of 77 Facilities Mechanic Facilities Painter Field Serviceperson Gas System Shop/Field Repairer Gas System Technician I Gas System Technician II Golf Course Equipment Mechanic Golf Course Maintenance Person Heavy Equipment Operator - Lead Heavy Equipment Operator Industrial Waste Inspector Industrial Waste Investigator Instrumentation Electrician Laboratory Technician, Water Quality Control Line Person/Cable Splicer Line Person/Cable Splicer - Lead Mail Services Specialist Maintenance Mechanic/Maintenance Mechanic, Water Quality Control Mechanical Unit Repairer Meter Reader Meter Reader – Lead Mobile Service Technician Motor Equipment Mechanic - Lead Motor Equipment Mechanic Offset Equipment Operator - Lead Offset Equipment Operator Park Maintenance Assistant Community Services Officer Park Maintenance Person Park Crew - Lead Park Maintenance - Lead Park Ranger Parks & Open Space Assistant Police Records Specialist Refuse Disposal Attendant Senior Chemist Senior Industrial Waste Inspector Senior Industrial Waste Investigator Senior Instrumentation Technician Senior Operator, Water Quality Control Senior Mechanic, Water Quality Control Senior Park Ranger Sprinkler System Repairer City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 30 of 77 Street Maintenance Assistant Storekeeper Storekeeper-Lead Street Sweeper Operator Traffic Control Maintainer - Lead Traffic Control Maintainer II Traffic Control Maintainer I Tree Trimmer-Line Clearer Tree Maintenance Assistant Tree Trimmer-Line Clearer Assistant Tree Trimmer-Line Clearer - Lead Tree Maintenance Person Truck Driver Utilities Compliance Technician Utility Field Service Representative Utility Installer/Repairer Utility Installer/Repairer Assistant Utility Installer/Repairer – Lead Utility Locator Water Meter Cross Connection Technician Water System Operator - Lead Water System Operator Water System Operator I Water System Operator II Water Quality Control Plant Operator b) Coveralls will be made available for occasional use as needed to protect clothing for the following classifications and any positions necessary or required as determined by management. Building Inspector Building Inspector Specialist Building Service Person - Lead Cable Splicer Assistant Chief Electric Underground Inspector Electrical Assistant Electrician Facilities Mechanic/Painter Heavy Equipment Operator Lineperson/Cable Splicer Park Ranger Senior Park Ranger City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 31 of 77 Utility Field Service Representative Sprinkler System Repairer Utility Installer Assistant Utility Installer/Repairer Utility Installer/Repairer - Lead c) Employees required to wear uniforms shall be provided suitable change rooms and lockers where presently provided. d) Employee clothing seriously damaged or destroyed in conjunction with an industrial injury will be reasonably replaced by the City. Any other claims alleging City liability may be filed with the City Attorney. e) Except in the Utilities Division, the City will make available, as an alternative to the shirts currently provided under Section 1(a), six (6) cotton polo shirts. Employees in the Utilities Division will be provided with six (6) long-sleeve shirts and two polo shirts. Employees will be responsible for laundering the shirts. Damaged or otherwise unwearable shirts will be returned to the employee’s supervisor and replaced by the City. f) Employees are responsible for laundering Park Ranger and Senior Park Ranger uniforms. g) The City will meet and confer with the Union regarding any mandated changes to uniforms. Section 2 - Tool Allowance. a) Mechanics in Equipment Maintenance, Park Maintenance Lead, Motorized Equipment Mechanic and Mobile Service Technician shall be paid a tool allowance of $610 annually upon verification of purchase by the employee. b) Parties will meet and confer to determine if additional classifications require tool allowance. Section 3 - Shoe Allowance. a) Safety Shoes. The City will pay the vendor or reimburse full-time employees up to $400 per fiscal year for the cost of job-related safety shoes upon verification of such purchase by the employee. b) Walking Shoes. The City will reimburse employees 75% of the cost of job-related walking shoes for any positions necessary or required as determined by City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 32 of 77 management including Meter Reader and Meter Reader-Lead, in an amount not to exceed $300.00 per year. A walking shoe is a durable work shoe/boot (non steel- toed), is ankle supporting; oil, gas and slip resistant; waterproof or water resistant; lightweight and durable; and also provides hard surface cushioning. Section 4 – Certifications. The parties agree to retain the current list of required certifications below. Employees who are required to maintain commercial driver's licenses shall have costs for medical examinations paid by: a) Completing an examination through their PEMHCA provider. After benefits have been paid by the PEMHCA provider, upon presentation of proper documentation, the City will reimburse any remaining costs, or b) Completing an examination at the Workforce Medical clinic or other City designated clinic. Employees may use paid leave for attendance at scheduled medical examinations. Employees shall be permitted to use up to two hours of regular City- paid time for attendance at biannual medical examinations. The scheduling of such time shall be preauthorized by the employee’s supervisor. c) The City will pay special registration and/or certification fees which are required by Management. During the term of this agreement, the City and the Union may, by mutual agreement, review, add or delete classifications and/or required certifications listed below: Classification Requirement Facilities Technician Aquatics Facility Operator Certificate Building Inspector/ Buildg Inspection Specialist Certificate as stated in job description Cathodic Technician Corrosion Technician by the National Assoc. of Corrosion Engineers Engineer Professional Professional Engineer Cert. (for step E) Equip Maint Serv Pers. Forklift Operator Cert. (OSHA-approved) Golf Course Maint Pers. Qualified Applicators' License Heavy Equipment Operator Crane Operation Certificate (Utilities and Electric) Indust. Waste Inspector Backflow Prevention Device Tester City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 33 of 77 Inspector Field Services, Utilities D1 (DOH) Hired before July 1, 2012 Installer/Repairer Series D1 (DOH) Maintenance Mechanic Crane Operator Certification (Water Quality) Mech. Unit Repairer Welding Certificate Motor Equip Mechanic and Lead EMS, ASE Planner, Associate Planner AICP Senior Planner Public Safety Dispatcher POST Basic Dispatcher EMD Public Safety Dispatcher, Lead POST Basic Dispatcher POST Supervision EMD Senior Operator, WQC Grade III Wastewater Treatment Plant Operator Certification Surveyor, PW Licensed Land Surveyor Tree Trimmer/Line Clearer Certified Tree Worker and/or Qualified Line Clearance/Tree Trimmer Cert. (OSHA-approved) Tree Trimmer/Line Clearer-Lead Certified Arborist Utilities Install/Rep series Polyethylene Fusing Cert. Gas Operator Certification (DOT) Veterinarian Technician Animal Health Tech. Certification Water System Operator I Grade DI – Water Distribution Operator City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 34 of 77 Water System Operator II Grade DII – Water Distribution Operator & Grade TII – Water Treatment Operator Senior, Water System Operator Grade DIII – Water Distribution Operator & Grade TIII Water Treatment Operator WQC Plant Operator I Grade I Wastewater Treatment Operator Certification. WQC Plant Operator II Grade II Wastewater Treatment Operator Certification WQC Plant Operator Trainee Grade I Wastewater Treatment Operator Certification Water Meter Cross- Connection Technician Backflow Prevention Tester Certification d) The City will pay for the Department of Motor Vehicles (DMV) licensing fees for all employees required to maintain a Commercial Driver's License in accordance with the California Vehicle Code and applicable laws prescribed by the Department of Transportation. e) Pipeline Welding Assignment. The City provided a 4% premium in base compensation to the Utility Installer-Repairer and the Installer-Repairer Lead positions in 2006 that met DOT certification requirements and are, or were, assigned these duties. The Utility Installer-Repairer and Utility Installer-Repairer Lead positions that fail to maintain current certifications will not receive a 4% premium on their base pay. Positions assigned these duties and designated by Management to receive this premium will not exceed five (5) Utility Installer/Repairer(s) and Installer/Repairer Lead(s). If the certification is required in the job description, certification must be maintained. In accordance with their job description Maintenance Mechanics that are assigned to Water Gas Wastewater must maintain all required certifications and shall receive 4% premium to their base pay for pipeline welding. f) Building Inspector and Building Inspector Specialists. Upon successful completion of probationary requirements, the City will pay Building Inspectors and Building Inspector Specialists a one (1) percent of base salary one-time payment for a certification above what is required. Employees may request one payment per year City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 35 of 77 to a maximum of two payments in career. Payments will not exceed a maximum of one percent per year or two payments in a career. The Building Inspector and Building Inspector Specialist Job Descriptions specify current requirements and the Union and City will agree on a list of appropriate certifications eligible for the premium. Premiums will not be paid if certification is not maintained. g) Water and Wastewater System Operator Certification. Employees classified in the following positions: Water Quality Control Plant Operators I and II, Senior Operator Water Quality Control, Water System Operators I and II, Senior Water Systems Operator, Inspector, Field Services assigned to Utilities and Installer Repairer Job Series may be eligible to receive a 1% base pay premium for certifications required by the Department of Health and/or the State Water Resources Control Board. Employees within these job classifications that have successfully completed probationary requirements may request an annual payment of one (1) percent for one (1) certification that is above those listed in their job description. An employee who qualifies for this payment shall be paid 1% of the employee’s annual base salary once per year. The employee shall be responsible for providing the City with written documentation that the employee has obtained and is maintaining the qualifying certification on an annual basis. Premiums will not be paid if certification is not maintained. Eligible employees should verify certification will qualify for the premium before attempting certification. The Union and the City will update the job descriptions to reflect newly required certifications with no further adjustments to base salary. Payments will not exceed a maximum of one percent per year, and will take effect in the pay period following the verification of certification. All costs for obtaining certifications above what the job description requires will be the responsibility of the employee and may be paid for by using the City’s tuition reimbursement program. h) In accordance with Cal-OSHA regulations any employee who operates a forklift must have Forklift Operator Certification. Training to be provided by the City. i) Crane Certification. A Heavy Equipment Operator, Line Person, Line Person Lead, or Maintenance Mechanic who possesses the legally required certification for operation of any crane will receive an increase of one percent (1%) of their base rate effective upon the ratification and adoption of this MOU by the City Council, or upon attainment of the certification, whichever is later. Heavy Equipment Operator (Electric) must possess a Crane certification regardless of hire date. Any employee hired on or after July 1, 2012 may be required to obtain and possess crane certification. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 36 of 77 For any other employee hired prior to July 1, 2012 crane certification shall be desirable (not required) except under the following circumstances: a) There are insufficient employees in the classification (Heavy Equipment Operator [exclusive of Electric], Lineperson, Lineperson Lead or Maintenance Mechanic) who possess the certification to perform the work; b) The Manager has sought volunteers and no employee in the classification has volunteered to train for the certification; c) All things being equal, the manager has selected the least senior employee in the classification who is judged by the City most likely to successfully complete the training and obtain crane certification. d) The Manager will allow up to three attempts to pass the crane certification for any employee hired before July 1, 2012 who has been involuntarily assigned to acquire the crane certification. Related training and test costs shall be borne by the City. No employee hired before July 1, 2012 shall be disciplined or discharged for failure to acquire a Crane certification. Section 5 - Weather Protection. The City will provide rainy weather foot protection and one summer hat for the classification of Community Services Officer. ARTICLE X - HOLIDAYS Section 1 - Fixed Holidays. Except as otherwise provided, employees within the representation unit shall have the following fixed holidays with pay: January 1 Third Monday in January (Martin Luther King Day) Third Monday in February Last Monday in May July 4 First Monday in September Second Monday in October Veterans' Day, November 11 Thanksgiving Day Day after Thanksgiving December 25 Either December 24 or December 31 (see below) City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 37 of 77 Employees shall be excused with pay for the full work shift on either December 24 or December 31, provided, however, that City facilities remain open with reduced staffing levels, that Management retains the right to determine work schedules, and that neither day be considered a holiday for purposes of premium pay. If employees are not excused pursuant to this provision, one shift of vacation credit will be added to their vacation accrual. In the event that any of the aforementioned days, except for December 24 or December 31, falls on a Sunday, the following Monday shall be considered a holiday. In the event that any of the aforementioned days falls on a Saturday, the preceding Friday shall be considered a holiday. If December 24 and 31 falls on Sunday, then the preceding Friday will be designated for purposes of the holiday. Exceptions to this provision are listed in Appendix E. Section 2 - Pay for Fixed Holidays. a) All employees shall be paid a full day's pay at their regular straight time base hourly rate for all fixed holidays as defined herein. b) An employee must be in a pay status on the workday preceding the holiday to be eligible to be compensated for a holiday. This subsection does not apply to an employee who is on an unpaid medical leave of absence of less than five (5) days. Section 3 - Work on Fixed Holidays. Any employee required to work on a fixed holiday shall be paid time and one-half for such work in addition to his or her regular holiday pay. Work on a fixed holiday beyond the number of hours in a regular shift shall be compensated at double time and one- half. Employees who work a schedule where a regular day off falls on a holiday will accrue the holiday hours they would have normally worked on that day. If an employee has more than four (4) days of holiday time accrued the City will automatically cashout these additional hours. This does not impact the employee’s ability to cashout or transfer to deferred comp holiday hours below the four (4) day threshold. Section 4 - Variations in Work Week. a) An employee whose work schedule requires that his or her regular days off be other than Saturday and/or Sunday shall have an additional day off scheduled by the department in the event a fixed holiday falls during his or her regularly scheduled day off. Every attempt will be made to schedule the day on a mutually agreeable basis. If the day cannot be so scheduled, the employee shall be paid for the day at the straight time base rate. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 38 of 77 b) Fixed holidays which fall during a vacation period or when an employee is absent because of illness shall not be charged against the employee's vacation or sick leave balance. Section 5 - Floating Days Off Employees hired on or before July 1, 2012 will be credited with 3 floating holidays to be scheduled for use by mutual agreement by employee and supervisor. In no event will FH be convertible to cash or other benefits in lieu of Floating Holidays. Effective at the close of business 6/30/13 one floating holiday will be eliminated. On July 1, 2013 and every July thereafter, employees will be credited with two (2) Floating Holidays to be scheduled in the same manner as noted above. Employees hired after 7/1/12 will not receive any floating holidays. Floating Holidays not used by the end of the fiscal year will be deemed forfeited. ARTICLE XI - VACATIONS Section 1 - Vacation Accruals. Each employee shall be entitled to an annual paid vacation, accrued as follows: a) First day of continuous service through the last day of the fourth (4th) year: 80 hours vacation per year. b) First day of the fifth year of continuous service through the last day of the ninth (9th) year: 120 hours vacation per year. c) First day of the tenth (10th) year of continuous service through the last day of the fourteenth (14th) year: 160 hours vacation per year. d) First day of the fifteenth (15th) year of continuous service through the last day of the nineteenth (19th) year: 180 hours vacation leave per year. e) Twenty (20) or more years: 200 hours vacation leave per year. Employees may accrue up to three times their annual vacation leave without loss of vacation days. In the event the City is unable to schedule vacation and, as a result thereof, the employee is subject to loss of accrued vacation, the City shall extend the vacation accrual limit up to one year, in which time the excess vacation must be scheduled and taken. As long as there is no interference with departmental operations, City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 39 of 77 there shall be no unreasonable restriction of increments of use. Employees shall complete six (6) months' continuous service before using accrued vacation leave. Section 2 - Holiday Falling During Vacation. In the event a fixed holiday as defined in Article X falls within an employee's vacation period, which would have excused the employee from work (and for which no other compensation is made), an additional workday for such holiday shall be added to the vacation leave. Section 3 - Illness During Vacation. When an employee becomes ill while on vacation and such illness can be supported by a statement from an accredited physician or the employee is hospitalized for any period, the employee shall have the period of illness charged against sick leave and not against vacation leave. Section 4 - Accrued Vacation Pay for Deceased Employees. An employee who is eligible for vacation leave and who dies while in the municipal service shall have the amount of any accrued vacation paid to his/her estate within thirty days. This proration will be computed at his/her last basic rate of pay. Section 5 - Effect of Extended Military Leave. An employee who interrupts service because of extended military leave shall be compensated for accrued vacation at the time the leave becomes effective. Section 6 - Vacation at Termination. Employees leaving the municipal service with accrued vacation leave shall be paid the amounts of accrued vacation to the date of termination. Section 7 - Vacation Cash Out. Once each calendar year an employee may cash out eight or more hours of vacation accrual in excess of 80 hours, to a maximum of 120 hours, provided that the employee has taken 80 hours of vacation in the previous 12 months. 1. To be eligible for cash out vacation, employees must pre-elect the number of vacation hours they will cash out during the following calendar year up to maximum of 120 hours, prior to the start of that calendar year. The election will apply only to vacation hours accrued in the next tax year and eligible for cash out. 2. The election to cash out vacation hours in each designated year will be irrevocable. This means that employees who elect to cash out vacation hours must cash out the number of accrued hours pre-designated on the election form provided by the City. 3. Employees who do not pre-designate or decline a cash out amount by the annual deadline established by the City will be deemed to have waived the right to cash out City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 40 of 77 any leave in the following tax year and will not be eligible to cash out vacation hours in the next tax year. 4. Employees who pre-designate cash out amounts may request a cash out at any time in the designated tax year by submitting a cash out form to Payroll. Payroll will complete the cash out upon request, provided the requested cash out amount has accrued and is consistent with the amount the employee pre-designated. If the full amount of hours designated for cash out is not available at the time of cash out request, the maximum available will be paid. 5. For employees who have not requested payment of the elected cash out amount by November 1 of each year, Payroll will automatically cash out the pre-designated amount in a paycheck issued on or after the payroll date including November 1. ARTICLE XII - LEAVE PROVISIONS Section 1 - Sick Leave. a) The City shall provide each employee with paid sick leave, earned on a daily basis and computed at the rate of 96 hours per year, with no limits on amounts that may be accumulated, except that for employees hired after July 1, 1983, sick leave accrual accumulation shall be limited to 1,000 hours and subsections (a)(1) and (a)(2), shall not apply. Payment for accumulated sick leave at termination shall be made only in the following circumstances: 1) Eligible employees who leave the municipal service or who die while employed and who have fifteen or more years of continuous service shall receive compensation for unused sick leave hours in a sum equal to two and one-half percent of their unused sick leave hours multiplied by their years of continuous service and their base hourly rate of pay at termination. 2) Full sick leave accrual will be paid in the event of termination due to disability. b) Use of Sick Leave. Sick leave shall be allowed and used in cases of actual personal sickness or disability, medical or dental treatment, or as authorized for personal business. Up to nine days sick leave per year may be used for illness in the immediate family, including registered domestic partner. A new employee may, if necessary, use up to forty-eight (48) hours of sick leave at any time during the first six months of employment. Any negative balances generated by such utilization will be charged against future accrual or deducted from final paycheck in the event of termination. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 41 of 77 c) An employee who has been disabled for 60 consecutive days and who is otherwise eligible both for payment under the long-term disability group insurance coverage and accrued sick leave benefits may, at his/her option, choose either to receive the long term disability benefits or to utilize the remainder of his/her accrued sick leave prior to applying for long-term disability benefits. d) Sick leave will not be granted for illness occurring during any leave of absence unless the employee can demonstrate that it was necessary to come under the care of a doctor while on such other leave of absence. e) Return to Work With Limited Duty. Upon approval of department management and the City Risk Manager, an employee may return to work for doctor-approved limited duty. Approval for return to work shall be based upon department ability to provide work consistent with medical limitations, the location of the work assignment, and the length of time of the limitations. The City doctor may be consulted in determining work limitations. f) If an employee’s illness results in an absence from work for more than three (3) consecutive work days or twenty-four (24) continuous hours, whichever is greater, a doctor’s certificate or other proof of illness may be required. The department head or designee may require a doctor’s certificate or other proof of illness when there is reasonable cause of misuse. g) Sick Leave Incentive/Wellness Committee During the term of the MOA, the City and SEIU 521 shall hold a Labor Management Committee Meeting to discuss unused sick leave incentives and wellness program ideas. This Committee will meet at least three (3) times within the first year. The Committee shall be composed of labor representatives, not to exceed five (5) representatives and (5) City representatives. Section 2 - Bereavement Leave. Leave of absence with pay of three days shall be granted an employee by the head of his or her department in the event of death in the employee's immediate family, which is defined for the purposes of this section as wife, husband, son, step-son, son-in-law, daughter, step-daughter, daughter-in-law, mother, step-mother, mother-in-law, father, step-father, father-in-law, brother, brother-in-law, step-brother, sister, step-sister, sister in- law, grandmother, grandmother-in-law, grandfather, grandfather-in-law, grandchildren, aunt, uncle, niece, nephew, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Request for leave with pay in excess of three (3) days shall be subject to the written approval of the City Manager. Approval of additional leave will be City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 42 of 77 based on the circumstances of each request with consideration given to the employee's need for additional time. Section 3 - Military Leave. The provisions of the Military and Veterans' Code of the State of California shall govern the granting of military leaves of absence and the rights of employees returning from such leaves. Consistent with the Military and Veterans Code, the City of Palo Alto shall pay employees in SEIU bargaining unit their regular salary, salary differential, and all available benefits for up to thirty days per calendar year. Section 4 - Leave Without Pay. a) Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physicians' verification including diagnosis and medical work restriction. b) Family Leave. Family leave will be granted in accordance with applicable state and federal law. c) Other Leaves. Leaves of absence without pay may be granted in cases of personal emergency, Union business or when such absences would not be contrary to the best interest of the City. Non-disability prenatal leave is available under this provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum. During unpaid leaves of absence for disability or other reasons, the employee may elect and the City may require that employee to use paid leave credits in a manner consistent with state and federal law. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. Section 5 - Jury Duty and Subpoenas. Employees required to report for jury duty or to answer subpoenas as a witness in behalf of the State of California or any of its agencies shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received from such duties other than mileage or subsistence allowances within thirty (30) days from the termination of jury service. When an employee returns to complete a regular shift following time served on jury duty or as a witness, such time falling within the work shift shall be considered as time worked for purposes of shift completion and overtime computation. In determining whether or not an employee shall return to his or her regular shift following performance of the duties, reasonable consideration shall be given to such factors as travel time and a period of rest. When a combination of City work time and jury duty equals 14 or more hours in the 24-hour period immediately City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 43 of 77 before the employee's shift starting time, the employee will be allowed a rest period of nine hours. Any portion of the rest period falling within the employee's work shift will be considered as hours worked and compensated at the straight time rate. This provision does not apply to conditions of bona fide emergency. Bona fide emergency conditions are conditions involving real or potential loss of service or property or personal danger. Section 6 - Time Off to Vote. Time off with pay to vote in any general or direct primary election shall be granted as provided in the State of California Elections Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code. Section 7 - Disapproval of Leave of Absence. In case of disapproval of extension, revocation or cancellation of an existing leave of absence, notice shall be sent by certified mail, return receipt requested, to the employee stating the date of such action, the reason and a specific date to return to work, which is not less than five working days from date indicated on return receipt. Section 8 - Personal Business Leave Chargeable to Sick Leave. All employees shall be granted up to twenty (20) hours personal business leave per calendar year, chargeable to sick leave. The employee need not disclose the reason for the personal business. The scheduling of such leave is subject to the approval of the appropriate level of Management, and such approval shall not unreasonably be denied. Section 9 - Return to Assignment. The department shall make every effort to ensure that employees resuming work following a leave pursuant to Sections 1- 8 shall be returned to the assignment, shift, and/or work location held immediately prior to the leave. If the employee cannot be so assigned, he or she shall, upon request, be granted a meeting with department management to discuss the reasons for the change. Upon request, the employee shall be afforded Union representation at such a meeting. ARTICLE XIII - WORKERS' COMPENSATION INSURANCE Section 1 - Industrial Temporary Disability. a) While temporarily disabled, employees shall be entitled to use accrued sick leave for the first three (3) days following the date of injury and thereafter shall be paid full base salary for a period of not to exceed fifty-seven (57) calendar days, unless hospitalized, in which case employees shall be paid full base salary for a period not to exceed sixty (60) days from date of injury. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 44 of 77 b) For any temporary disability continuing beyond the time limits set forth in (a) above, employees shall be paid two-thirds (66 2/3%) of their full base salary at the time of injury for the duration of such temporary disability in conformance with the State law. c) During the period of temporary disability, an employee's eligibility for health, dental, life, LTD, or other insured program will continue with City contributions at the same rate as for active employees. In case of Subsection (a) above, the employee will continue to accrue vacation and sick leave benefits. In the case of Subsection (b), sick leave and vacation benefits shall not be accrued. Section 2 - Vocational Rehabilitation Benefits for Permanently Disabled Employees. Vocational Rehabilitation will be made available to employees who have suffered permanent disability as a result of an injury or illness sustained in the course and scope of employment before 1/1/04. For injuries on or after 1/1/04 qualified employees are entitled to supplemental job displacement vouchers in accordance with the California Labor Code, Division 1, Department of Industrial Relations and Division 4, Workers’ Compensation and Insurance, the Americans with Disabilities Act (ADA), and the City of Palo Alto's Workers’ Compensation Program. ARTICLE XIV - BENEFIT PROGRAMS Section 1 - Health Plan. a) Active Employees During the term of this contract, the maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: Medical Premium Category PEMHCA contribution* 2016/2017/201 8 (projected for 2017/2018) Additional City Contribution 2016//2017 (projected for 2017/2018) Up to a Total Maximum City Contribution Effective 1st PP following contract adoption Up to a Total Maximum City Contribution Effective January 1, 2017 Up to a Total Maximum City Contribution Effective January 1, 2018 EE only $125/$128/131 $618/$645/$673 $743 $773 $804 EE plus one $125/128/131 $1360/$1416/$1475 $1,485 $1,544 $1,606 EE Family $125/128/131 $1806/$1880/$1957 $1,931 $2,008 $2,088 City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 45 of 77 Effective with the first pay period including January 1, 2015, the City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part-time employee is assigned to work. *PEMHCA minimum changes per statutory determination and has historically been increased by $3 dollars each year. Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the amount listed in the “Total Maximum City Contribution” columns above. b) Health Plan Coverage for Future Retirees Hired Before January 1, 2005. Monthly City-paid premium contributions for a retiree-selected health plan through the CalPERS Health Benefits Program will be made as provided under the Public Employees’ Medical and Hospital Care Act. Effective 1/1/07 the City’s monthly employer contribution for each retiree and their eligible family members, as defined by the CalPERS Health Benefits Program, shall be the amount necessary to pay for the cost of his or her enrollment, in a health benefits plan up to the monthly premium for the 2nd most expensive plan offered to the SEIU employee (among the existing array of plans). However, the City contribution for an employee hired before January 1, 2005 who retires on or after April 1, 2011 the City contribution for the retiree and their eligible family members, as defined by the CalPERS Health Benefits Program, shall be the same contribution amount it makes from time to time for active City employees. Effective upon ratification and adoption of this Agreement, the City shall provide active unit employees who were hired before January 1, 2005 with a one-time opportunity to opt-in to retiree health benefits provided under California Government Code section 22893. Eligible employees who wish to exercise this option shall inform the People, Strategy, and Operations department of their election in writing no later than 90 days following the ratification and adoption of this Agreement. c) PERS – Health Benefit Vesting For Future Retirees Effective January 1, 2005 or any existing employee who opts into this vesting schedule. The CalPERS vesting schedule set forth in Government Code section 22893 will apply to all SEIU employees hired on or after January 1, 2005 or any existing employees who opt into this vesting schedule. Under this law, an employee is eligible for 50% of the specified employer health premium contribution after ten years of service credit, provided at least five of those years were performed at the City of Palo Alto. After ten years of service credit, each additional year of service credit will increase the employer contribution percentage by 5% until, at 20 years’ service credit, the employee will be City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 46 of 77 eligible upon retirement for 100% of the specified employer contribution. However, the maximum contribution for eligible family members, as defined by the CalPERS Health Benefits Program, will be 90% of the specified employer contribution. The City of Palo Alto's health premium contribution will be the minimum contribution set by CalPERS under section 22893 based on a weighted average of available health plan premiums. d) Coverage for Domestic Partners. Domestic Partnership Registered with the California Secretary of State. Employees may add their domestic partner as a dependent to their elected health plan coverage if the domestic partnership is registered with the Secretary of State. Domestic Partnership Not Registered with the California Secretary of State. Domestic partners who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for a stipend of two hundred and eighty four dollars ($284.00) per month toward the cost of an individual health plan. Evidence of premium payment will be required with request for reimbursement. e) Alternative Medical Benefit Program. If a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through any other non-City of Palo Alto employer- sponsored or association-sponsored group medical plan, the employee may choose to waive his/her right to the City of Palo Alto’s medical plan insurance and receive cash payments in the amount of two hundred eighty-four dollars ($284) for each month City coverage is waived. Examples of waivers eligible for this payment are: • Employee waives all applicable City medical coverage; or • Employee is eligible to enroll his or her spouse or domestic partner and waives medical coverage for the spouse or domestic partner; or • Employee has additional eligible dependents and waives family-level medical coverage. Participation must result in a health insurance cost savings to the City and payments per employee shall not exceed a total of two hundred eighty four dollars ($284.00) per month. To participate in the program the employee and dependents must be eligible for coverage under PEMHCA medical plans, complete a waiver of medical coverage form, and provide proof of eligible alternative medical coverage. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 47 of 77 Payments will be made in the employee’s paycheck beginning the first month following the employee’s completion of the waiver form. Payments are subject to state and federal taxes and are not considered earnings under PERS law. Employees are responsible for notifying the City of any change in status affecting eligibility for this program (for example, life changes affecting dependent’s eligibility for medical coverage through the employee) and will be responsible for repayment of amounts paid by the City contrary to the terms of this program due to the employee’s failure to notify the City of a change in status. If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change. Section 2 - Dental Plan. a) The City shall continue to provide a self-funded dental program for the benefit of City employees and their eligible dependents. The City shall pay 100% of the required premiums for the program, except that benefits for regular part-time employees will be prorated as follows: Employees hired after January 1, 2005, who will work less than full time, will receive prorated premium costs for dental benefits in accordance with his/her percentage of a full-time work schedule. Part-time employees currently receiving full benefits will not be impacted. b) The City’s Dental Plan provides the following: • Maximum Benefits per Calendar Year $2,000 per person. c) Effective July 1, 2001, dental implants in conjunction with one or more missing natural teeth, and removal of implants will be covered as a Major Dental Service at 50% usual, customary and reasonable (UCR). d) Effective 1/1/07 the City will add composite (tooth colored) fillings in dental plan posterior teeth. e) Effective 1/1/07 the City will pay up to $2000.00 for Orthodontia coverage. Section 3 - Vision Care. The City shall continue to provide a self-funded vision care program for the benefit of City employees and their dependents. The City shall pay 100% of the required premiums for the program. The benefits of the vision care City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 48 of 77 program shall continue to be equivalent to $20 Deductible Plan A under the Vision Service Plan. Vision benefits for regular part-time employees hired or assigned to a part-time schedule will be prorated in accordance with his/her percentage of a full- time work schedule. Section 4 - Life Insurance. The City agrees to continue the Basic and Supplemental life insurance plan as currently in effect for the term of this Memorandum of Agreement. Section 5 – Long Term Disability Insurance. The City shall continue the long term disability insurance plan currently in effect for the term of this Memorandum of Agreement. For Plan A, the benefit is 66 and 2/3% of pre-disability earnings to the maximum benefit level of $4000.00 per month. Employee coverage is subject to a voluntary payroll deduction of the insurance premium applicable to the first $6,000 of monthly salary, less a credit of $11.17 per month to be paid by the City. For Plan B, the benefit is 60% of pre-disability earnings up to the maximum benefit level of $1800 per month. Employee coverage is subject to a voluntary payroll deduction of the insurance premium applicable to the first $2000 of monthly salary for Plan B. The City will pay premiums in excess thereof. Section 6 - Effective Date of Coverage for New Employees. For newly-hired regular employees, elected coverage will begin on the first day of the month following date of hire. Section 7 - Dual Coverage. When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered by only one spouse. Section 8 - Deferred Compensation. The City shall continue to make available a Section 457 Deferred Compensation Plan to SEIU employees and will insure reasonable access to Deferred Compensation representatives for all interested employees. Section 9 – Dependent Care Assistance Program and Medical Flexible Spending Accounts. The City shall continue to provide a Dependent Care Assistance Program (DCAP) and Medical Flexible Spending Accounts (FSA) for employees that comply with Section 125 of the Internal Revenue Code. Calendar year limits are set by the IRS. All matters related to the FSA shall be excluded from the grievance requirements of this MOA (per side letter agreed to in 2011). (a) Dependent Care Assistance Program: Can be used to pay for qualified day care (or City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 49 of 77 dependent care) expenses with pre-tax dollars. (b) Medical FSA: Provides reimbursement for excess medical/dental/vision, or expenses that are incurred by employees and their dependents which are not covered or reimbursed by any other source, including existing City-sponsored plans. The City will deduct the annual administrative fee through a payroll deduction (currently $4 as of 2015) or if the employee has unused FSA dollars from the prior calendar year, the City will apply those dollars to cover the administrative fee. Section 10 - Training Programs. a) Employees assigned by the City to attend meetings, workshops, or conventions of their professional or technical associations shall have their dues and reasonable expenses paid by departmental funds and shall be allowed to attend such workshops, meetings, and conventions on paid City time. b) City will reimburse for travel, meals and lodging while away from home attending an educational conference that the supervisor authorizes as being job related or which will improve an employee’s skills. Per City Policy and Procedure 1-02, the Pre-Travel Authorization Form should indicate expenses that will be paid. ARTICLE XV - RETIREMENT Section 1 - PERS Continuation. A. Pension Group A: 2.7% @ 55. The City will continue the present benefits under the Public Employees' Retirement System 2.7% at 55 for employees hired before July 17, 2010. The Parties acknowledge that employees under this formula hired before July 17, 2010 are subject to a final compensation calculation, for pension determination purposes, based on their single highest year of compensation earnable as provided by Government Code Section 20042. B. Pension Group B: 2.0% @ 60 – (Single Highest Year). For employees hired on or after July 17, 2010 and before January 1, 2013, and employees hired on or after January 1, 2013 who are not “new members” of CalPERS as defined in the Public Employees’ Pension Reform Act (often referred to as “Classic” CalPERS members), but before the adoption of the modified 2% at 60 formula described below, whichever is later, the City will continue to provide the 2% at 60 retirement formula (“2% at 60”). The Parties acknowledge that employees under the existing 2% at 60 pension formula are subject to a final compensation calculation, for pension determination purposes, based on their single highest year of compensation earnable as provided by Government Code section 20042. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 50 of 77 C. Pension Group C: 2.0% @ 60 – (3 Highest Years). The City shall further amend its contract with CalPERS to provide miscellaneous “Classic” CalPERS members hired on or after August 1, 2013 with the CalPERS retirement formula two percent (2.0%) of final compensation at age sixty (60) with a final compensation calculation, for pension determination purposes, based on the employee’s three consecutive highest years of compensation earnable, as provided by Government Code section 20037. The City may delay the adoption or implementation of the foregoing amendment to the extent it deems such delay necessary to accommodate legal and administrative requirements. In such event, employees hired between and including August 1, 2013 and the day before the amendment’s implementation date will be placed in the 2% of final compensation at age 60 formula with single highest year earnable compensation as described above. D. Pension Group D: 2% @ 62. Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two percent at age 62 (2%@62) retirement formula with a three year final compensation period. Section 2 - Employee Share. Effective with the first pay period including July 1, 2012 employees in Pension Groups A, B and C described in Section 1 above shall pay 8% if enrolled in the 2.7%@55 benefit or 7% if enrolled in the 2%@60 benefit. Employees in Pension Group D shall pay the employee contribution required by the Public Employees’ Pension Reform Act, calculated at fifty percent (50%) of the normal cost. Section 3. Employer Share. Effective the first full pay period following December 1st, 2016, each unit member in Groups A-D shall pay one-half percent (0.5%) of their salary toward the employer cost of retirement in accordance with Section 20516 of the California Government Code. Effective the first full pay period following December 1st, 2017, each unit member in Groups A-D shall pay an additional one-half percent (0.5%) of their salary toward the employer cost of retirement in accordance with Section 20516 of the California Government Code. This will result in SEIU employees in Groups A-D paying a total of one (1) percent of the employer share (in addition to the employee share of 8%) effective December 1st, 2017. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 51 of 77 Pension Group Pension Formula Employee Contribution Additional Employee Contribution For Employer's Share12/1/2016 Total Contribution Effective12/1/ 2016 Additional Employee Contribution For Employer's Share12/1/2017 Total Contribution Effective12/1/2017 Group A 2.7%@ 55 8% 0.5% 8.5% 0.5% 9% Group B 2%@60 7% 0.5% 7.5% 0.5% 8% Group C 2%@60 7% 0.5% 7.5% 0.5% 8% Group D 2%@62 6.25% 0.5% 6.75% 0.5% 7.25% Section 4 - Utility Rates Discount. Employees who retire and were employed by the City on or before April 1, 1977, and spouses of deceased employees who were employed by the City on or before April 1, 1977, shall continue reductions in utility rates. All retired employees and spouses of deceased employees with documentation showing retiree status from the City shall also have residential privileges at City libraries, city parks, golf course and swimming pools. ARTICLE XVI - COMMUTE INCENTIVES AND PARKING Section 1 - Commute Incentive. It is the City’s interest to reduce single occupancy vehicle trips to the extent possible in order to address current traffic and environmental challenges. During the term of this agreement, the parties shall meet and confer on changes to the City’s commute incentive and parking program adopted by the City Council. Eligible employees may voluntarily elect one of the following commute incentives: a. Civic Center Parking. Employees assigned to Civic Center and adjacent work locations. The City will provide a Civic Center Garage parking permit. New employees hired after April 30, 1994 may initially receive a parking permit for another downtown lot, subject to the availability of space at the Civic Center Garage. b. Carpool. The City will provide $30 per month (taxable income) to each eligible employee in a carpool for 60% or more of their scheduled work days per month with two or more people. c. Bicycle. The City will provide $20 per month to eligible employees who ride a bicycle to work. This payment is available through the CCD web site in the form of a special Commuter Check (tax free) for bike equipment, gear or repairs. This benefit cannot be combined with other commute benefits. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 52 of 77 d. Walk. The City will provide $20 per month (taxable income) to eligible employees who walk to work 60% or more of their scheduled work days. e. Transit or vanpool users: Tax-free incentives up to the IRS limit (currently $255/month) are available through the Commuter Check Direct (CCD) web site for employees using Bay Area public transportation or riding in a registered vanpool at least 60% of their scheduled work days. f. Go Pass. The Go Pass program will offer civic center and other downtown- based employees a Caltrans Go Pass that allows unlimited rides on Caltrain in all zones seven days per week. The deadline for registering with CCD and placing an online order is 8:59 p.m. on the 7th of each month, for the next month’s benefit. For example, employees wishing to order a transit pass by June must place their online orders with CCD by May 7th. Section 2 – Parking Lot Security – Municipal Service Center. The City will provide fenced and locked parking facilities for Municipal Service Center employees. Procedures will be established for entering and leaving the parking facilities. Section 3 – Bicycle Lockers and Motorcycle Parking. The City will provide bicycle lockers and motorcycle parking areas for City employees at mutually agreeable work locations. ARTICLE XVII - PHYSICAL EXAMINATIONS If any non-probationary employee who is required to have a City-provided physical examination not related to workers' compensation programs disagrees with the findings of the City-sponsored physician, he/she may consult with his/her own physician and, if his/her private physician's report conflicts with that of the City physician in terms of ability to work at his/her regular job, then he/she may request an evaluation of his/her problem through a third physician mutually agreed upon by the employee and the City. Cost for such examination will be equally shared and the decision of this physician concerning the continuing ability of the employee to perform his/her work in his/her regular job without exposing himself/herself to further injury as a result of his/her condition shall be the basis for returning the employee to his/her regular work. ARTICLE XVIII – SAFETY Section 1 - Health and Safety Provisions. The City shall furnish and use safety devices and safeguards and shall adopt use practices, means, methods, operations and processes which are reasonably adequate to render such employment and place of City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 53 of 77 employment safe, in conformance with applicable safety regulations under the State Labor and Administrative Code sections. The City shall not require or permit any employee to go to or be in any employment or place of employment which is not safe. Section 2 - Union Cooperation. Union will cooperate with the City by encouraging all employees to perform their work in a safe manner. Section 3 - Safety Committees and Disputes. Safety committees composed of Management and Union stewards in the below listed organizations will meet no less than six (6) times annually to discuss safety practices, methods of reducing hazards, and to conduct safety training. This shall in no way remove the basic responsibility of safety from Management nor shall it in any way alter the responsibility of the employee to report unsafe conditions directly and immediately to his or her supervisor. Community Services Public Works Water-Gas-Wastewater Field Operations Electric Field Operations Water Quality Control a) A committee composed of one facilities Management representative, one building inspection representative, two Union representatives, and the City Risk Manager will meet as needed concerning safety matters of the Civic Center. b) A ten-member Citywide Union/Management safety committee with equal Union and Management membership will meet upon call to review safety and occupational health standards and practices, discuss overall City safety and health problems, and to act as an advisory group to the departmental safety committees. The committee shall review all departmental safety programs and recommend change where necessary. c) In cases of dispute over safe working conditions the employee will first report such unsafe conditions to his or her supervisor and every attempt will be made to rectify the problem at this level. The employee may contact his or her steward to assist in the resolution of the dispute. If the problem cannot be resolved the Risk Manager will be contacted and the problem will be addressed through the interpretation of the basic safety rules and regulations. Should the problem not be resolved at this step, the grievance procedure will be utilized. Safety grievances shall be submitted at Step III. d) In response to recommendations from the Ergonomics Safety Committee, management will develop training workshops which include information on safe City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 54 of 77 ergonomic work practices. Such workshops will be given at least two times per year. Upon release of Cal/OSHA regulations covering safe workplace ergonomic standards, management will immediately adopt such standards as party of its Injury Prevention Program. ARTICLE XIX - GRIEVANCE and APPEAL PROCEDURE Section 1 - General Provisions. The City and the Union recognize that early settlement of grievance or appeal of disciplinary actions is essential to sound employee-employer relations. The parties seek to establish a mutually satisfactory method for the settlement of employee grievances, or appeal of disciplinary action, or Union grievances as provided for below. In presenting a grievance or appeal of disciplinary action, the aggrieved and/or his or her representative is assured freedom from restraint, interference, coercion, discrimination or reprisal. Release time for investigation and processing a grievance or appeal of disciplinary action is designated in Article IV of this Memorandum of Agreement (MOA). Section 2 – Definitions. a) Grievance means an unresolved complaint or dispute regarding the application or interpretation of rules, regulations, policies, procedures, Memorandum of Agreement or City ordinances of resolution, relating to terms or conditions of employment, wages or fringe benefits, excluding however those provisions of this MOA which specifically provide that the decision of any City official shall be final, the interpretation or application of those provisions not being subject to the grievance or appeal of disciplinary action procedure. b) Appeal of a disciplinary action means an appeal of any kind of disciplinary action against an employee covered by this Memorandum of Agreement. Discipline is defined as suspensions without pay, reductions in pay, demotion or discharge. Reprimands, transfers, reassignments, layoffs, and negative comments in performance evaluations are not considered discipline. Section 3 - Conduct of Grievance Procedure or Appeal of Disciplinary Action Procedure. a) An aggrieved employee may be represented by the Union or may represent himself/herself in preparing and presenting a grievance or appeal of disciplinary action at any level of review. Grievances or appeal of disciplinary action may also be presented by a group of employees. No grievance or appeal of disciplinary action settlement may be made in violation of an existing merit rule or memorandum of agreement. The Union will be notified prior to the implementation of any settlement made which affects the rights or conditions of other employees represented by the City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 55 of 77 Union. The Union and the Steward will be copied on all written representation unit grievance or appeal of disciplinary action decisions. b) An employee and the representative steward, if any, may use a reasonable amount of work time so long as there is no disruption of work, in conferring about and presenting a grievance or appeal of disciplinary action. Requests for release time to prepare grievance or appeal of disciplinary action shall be made in accordance with the provisions of Article IV, Section 3. c) Beginning with the third step of the grievance or appeal of disciplinary action procedure, the Chief Steward or Alternate Chief Steward may assist in presenting a grievance or appeal of disciplinary action and may be present at all Step III, and IV grievance or appeal of disciplinary action hearings. d) The time limits specified in this Article may be extended by mutual agreement in writing of the aggrieved employee or the Union and the reviewer concerned. e) Should a decision not be rendered within a stipulated time limit, the grievant may immediately appeal to the next step. f) The grievance or appeal of disciplinary action may be considered settled if the decision of any step is not appealed within the specified time limit. g) If appropriate, the aggrieved employee(s) or the Union and the department head may mutually agree, in writing, to waive Step I and/or Step II of the grievance or appeal of disciplinary action procedure. h) Grievances or appeal of disciplinary action shall be made in writing and submitted on forms provided by the City or on forms which are mutually agreeable to the City and the Union. The written grievance or appeal of disciplinary action shall contain clear, factual and concise language, including: (1) the name of the grievant; (2) a statement of the facts upon which the grievance or appeal of disciplinary action is based, including relevant dates, times and places; (3) specific provisions of this Agreement or specific City rules, policies, or procedures which the grievance or appeal of disciplinary action alleges has been violated; (4) a summary of any steps taken toward resolution; and (5) the action the grievant believes will resolve the grievance or appeal of disciplinary action. i) Any retroactivity on monetary grievances or appeal of disciplinary action shall be limited to the date of occurrence, except in no case will retroactivity be granted prior to three months before the grievance or appeal of disciplinary action was filed in writing. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 56 of 77 j) If the grievance is filed by more than one employee in the bargaining unit, the Union may, at its option, convert it to a Union grievance after Step II of the grievance procedure. The Union may also file a grievance in those instances when, under this Memorandum of Agreement, a Union right not directly related to an individual employee becomes the subject of dispute. Union grievances shall comply with all of the foregoing provisions and procedures. k) For purposes of time limits, “working days” are considered to be Monday through Friday, exclusive of City holidays. l) If a mutually agreed solution is reached during any step of this grievance or appeal of disciplinary action procedure, the agreement shall be placed in writing and signed by the City and the grievant or union. m) Upon request of either party, meetings to discuss the grievance or appeal of disciplinary action shall be held at any step in the grievance or appeal of disciplinary action procedure. n) The Parties may mutually agree in writing to an alternate method(s) of delivery for any communication for any notices required pursuant to Article XIX, Grievance Procedure, of a grievance or appeal of disciplinary action. Such agreement shall list the designated representative(s) for each party and the appropriate contact information for each Party, and describe the agreed-upon method(s) of communication. All designated representatives shall be copied on any communications. On all transmissions that are intended to conform to a time limit, the sender shall retain proof that the transmission was sent within that limit (for example, confirmation of electronic mail transmission or record of successful fax transmission) in the sender’s file for production if a dispute arises over existence or timing of the transmission. Either Party may designate new representatives or terminate an alternate delivery agreement under this section by providing written notice, which shall be effective immediately, to the other. Section 4 - Grievance and Appeal Procedure. Step I. Informal Discussion. Within fifteen (15) working days after the incident or discovery of the incident on which the grievance or appeal of disciplinary action is based the aggrieved employee shall present the grievance action to his or her immediate supervisor and attempt to resolve the grievance through informal discussions. Every attempt will be made to settle the issue at this level. Step II. If the grievance is not resolved through the informal discussion in Step 1 or the employee wishes to appeal disciplinary action taken against him/her in the case of a City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 57 of 77 grievance, the employee will reduce the grievance or appeal of disciplinary action to writing and submit copies to the Department head or his or her designee within fifteen (15) working days of the discussion with the immediate supervisor or within fifteen (15) working days from the receipt of a final disciplinary action. The Department Head or designee shall have fifteen (15) working days from the receipt of a written grievance or appeal of disciplinary action to review the matter and prepare a written statement. Step III. If the grievance or appeal of disciplinary action is not resolved and/or the aggrieved employee is not satisfied with the Step II decision, the grievant or disciplined employee may appeal to the Human Resource Director or his or her designee in writing within fifteen (15) working days of the receipt of the Department Head's response. The written appeal to the Human Resources level shall include a copy of the original grievance or appeal of disciplinary action, the Department Head’s decision at Step II, and a clear statement of the reasons for appeal. Within fifteen (15) working days, after receiving the written appeal, the Human Resource Director shall review the matter and prepare a written statement. If a mutually agreed solution is reached during this process the agreement shall be placed in writing and signed. Step IV. If the grievance or appeal of disciplinary action is not resolved at Step III, the aggrieved employee may choose between final and binding resolution of the grievance or appeal of disciplinary action through appeal to the City Manager or through appeal to final and binding arbitration. For the term of this Memorandum of Agreement, appeals to final and binding arbitration may be processed only with Union approval. All Step IV appeals must be filed in writing at the Human Resources Department Office within fifteen (15) working days of receipt of the Human Resource Director’s decision at Step 3. If the grievant or appellant elects final and binding resolution by the City Manager, the City Manager will choose the methods he or she considers appropriate to review and settle the grievance or appeal of disciplinary action. The City Manager shall render a written decision to all parties directly involved within fifteen (15) working days after receiving the grievant/appellant’s appeal. If the grievant/appellant elects final and binding arbitration in accordance with this provision, the parties shall mutually select an arbitrator within 90 days from the date of receipt of the written request for appeal. In the event the parties cannot agree on an arbitrator, they shall mutually request a panel of five arbitrators from the California State Conciliation Service or from the American Arbitration Association if either party objects to the State Conciliation Service, and select an arbitrator by the alternate strike method. The arbitrator shall have jurisdiction and authority only to interpret, apply, or determine compliance with the provisions of this Memorandum of Agreement and such Merit City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 58 of 77 System Rules, regulations, policies, procedures, City ordinances, resolutions relating to terms or conditions of employment, wages or fringe benefits, as may hereafter be in effect in the City insofar as may be necessary to the determination of grievances or appeal of disciplinary action appealed to the arbitrator. The arbitrator shall be without power to make any decision contrary to, or inconsistent with or modifying in any way, the terms of this Memorandum Of Agreement. The arbitrator shall be without authority to require the City to delegate or relinquish any powers which by State law or City Charter the City cannot delegate or relinquish. Where either party seeks arbitration and the other party claims the matter is not subject to the arbitration provisions of this Memorandum of Agreement, the issue of arbitrability shall first be decided by the arbitrator using the standards and criteria set forth in Article XX and without regard to the merits of the grievance or appeal of disciplinary action. If the issue is held to be arbitrable, the arbitration proceedings will be recessed for up to five working days during which the parties shall attempt to resolve the grievance. If no resolution is reached, the arbitrator will resume the hearing and hear and resolve the issue on the merits. Copies of the arbitrator's decision shall be submitted to the City, the aggrieved employee and the Union. All direct costs emanating from the arbitration procedure shall be shared equally by the City and the aggrieved employee or the Union. ARTICLE XX - UNSATISFACTORY WORK OR CONDUCT AND DISCIPLINARY ACTION The City has the right to discipline, demote, or discharge employees for cause. Non- probationary employees whose work or conduct is unsatisfactory but not sufficiently deficient to warrant discipline, demotion, or discharge will be given a written notification of unsatisfactory work or conduct and an opportunity to improve. Failure to correct deficiencies and improve to meet standards may result in discipline, demotion, or discharge. Discipline is defined as suspensions without pay, reduction in pay, demotion, or discharge. Coaching, mentoring, verbal counseling, written counseling, reprimands, transfers, reassignments, layoffs, and negative comments in performance evaluations are not discipline and shall not be subject to the requirements of this Article. Section 1 - Preliminary Notice of Discipline. Prior to imposing disciplinary action, a supervisor shall provide an employee with preliminary written notice of the proposed disciplinary action. The notice of proposed disciplinary action must be in writing and served on the employee in person or by registered mail or Fed-Ex. The notice of disciplinary action shall include: a) Statement of the violations upon which the disciplinary action is based; b) Intended effective date of the action; City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 59 of 77 c) Statement of the cause thereof; d) Statement in ordinary and concise language of the act or the omissions upon which the causes are based; e) Copies of any documents or other written materials upon which the disciplinary action was fully or in part based. f) Statement advising the employee of his/her right to appeal from such action, and the right to union representation and a statement that in order to exercise your rights to union representation the employee may contact their SEIU representative or their steward. g) The date and location of the Skelly meeting and the name of the Skelly Officer Section 2 - Skelly Meeting. The employee shall have the right to respond informally to the charges either verbally or in writing before the discipline is imposed. The employee shall have fifteen (15) working days from receipt of the notice to request this pre- disciplinary administrative review. The employee may request a reasonable extension of the time to respond for justifiable reasons. The Skelly meeting to listen to the verbal responses shall be scheduled with a City representative who is not the manager recommending the discipline (the “Skelly Officer”). The Skelly Officer shall render a final written decision (the “post-Skelly decision”) within fifteen (15) working days of receiving the employee’s response, if any, and shall deliver the post-Skelly decision to the employee by personal delivery or registered mail. The Skelly Officer may sustain, modify, or overturn the recommended disciplinary action. If the Skelly Officer sustains or modifies the disciplinary action, the action may be imposed after the post-Skelly decision is delivered to the employee. Section 3 – Appeals. Appeals of disciplinary action should be processed through the procedures outlined in Steps 2-4 of the grievance appeal of disciplinary action procedure (Article XIX, Section 4.) ARTICLE XXI - NO ABROGATION OF RIGHTS The parties acknowledge that Management rights as indicated in Section 1207D of the Merit System Rules and Regulations and all applicable State laws are neither abrogated nor made subject to negotiation by adoption of this MOA. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 60 of 77 ARTICLE XXII - OUTSIDE EMPLOYMENT The provisions of Article 4.7 of the Government Code of the State of California will govern the determination of incompatible outside employment. ARTICLE XXIII – WORK STOPPAGE AND LOCKOUTS The City agrees that it will not lock out employees, and the Union agrees that it will not engage in any concerted work stoppage or slowdown during the term of this MOA. An employee shall not have the right to recognize the picket line of a labor organization when performing duties of an emergency nature. ARTICLE XXIV - PROVISIONS OF THE LAW Section 1 - Conformity and Separability of Provisions. This Memorandum of Agreement is subject to all current and future applicable Federal and State laws and Federal and State regulations and the Charter of the City of Palo Alto and the Constitution of the State of California. Should any of the provisions herein contained be rendered or declared invalid by reason of any existing State or Federal legislation, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable. Section 2 - Merit Rules and Regulations. This Memorandum of Agreement shall become a part of the City of Palo Alto Merit Rules and Regulations applying to employees assigned to classifications in the SEIU unit. As applied to employees assigned to the SEIU unit, this Memorandum of Agreement shall prevail over any conflicting Merit Rules and Regulations. Section 3 - Resolution. The City and the Union agree by signing this Memorandum of Agreement that the wages, hours, rights and working conditions contained herein shall be continued in full force during the term of this Memorandum of Agreement except as otherwise provided for in the Memorandum of Agreement and shall be binding on both the City and the Union upon ratification by the Council of the City of Palo Alto and upon ratification by Union membership. ARTICLE XXV - TUITION REIMBURSEMENT The City shall fund a Tuition Reimbursement Program for use by non-probationary employees in the unit with at least one (1) year of full time service with the City. This City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 61 of 77 program will provide reimbursement to eligible SEIU members for successful completion of undergraduate or graduate level courses or collegiate level certification courses related to employment opportunities with the City. The City will fund up to $100,000 for each fiscal year of the term of this MOU. The maximum reimbursement will be one thousand five hundred dollars ($1,500) per employee for each fiscal year of this MOU. The reimbursement will be provided if the following conditions are met: a. Courses must be pre-approved as job related by the division head or designee prior to the start of the course. b. Eligible expenses include required textbooks, tuition, fees, lab fees and equipment, but will not include parking fees or health fees related to enrollment. c. Employees must attain a final grace of “C” or better for both undergraduate and graduate work. Courses providing a “pass/fail” must achieve a “pass” to qualify for reimbursement. Ungraded undergraduate and graduate level courses will be reimbursement based on proof of successful completion. d. Requests for reimbursement shall be submitted in accordance with the procedures developed by the City. A request for reimbursement will not be considered submitted until it includes the relevant receipts and proof that the necessary grade or successful completion was earned. e. Requests for reimbursement must be submitted within thirty (30) calendar days of the end of the fiscal year to be allocated to the fiscal year. f. Monies expended on tuition reimbursement will be subject to appropriate IRS regulations. g. Courses must be taken on the employee’s off duty hours, unless prior approval is received from the employee’s supervisor. h. The City may require reimbursement from the employee prior to completion of twelve months of service following receipt of the reimbursement. Reimbursement to the City will be to the extent allowable under law. i. This program is intended to provide educational and career development opportunities including licenses and certifications that are job related, and shall not replace other training currently offered by the City. ARTICLE XXVI - COST REDUCTION PROGRAMS During the term of this agreement, the Union will aggressively assist Management in developing cost reduction programs. Such programs may include voluntary reduced hours/pay after this concept is studied by Management, and with such application as may be approved by Management. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 62 of 77 ARTICLE XXVII – TERM The Term of this Memorandum of Agreement shall commence on December 1, 2015 and shall expire on December 31, 2018. The Parties agree that they will commence negotiations over a successor to this Memorandum of Agreement no later than one hundred eighty (180) days (July 2, 2018) before its expiration. If, at the time this Memorandum of Agreement would otherwise expire, the parties are continuing to negotiate a successor Memorandum of Agreement, upon mutual agreement the terms and conditions of this Memorandum will continue in effect. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 63 of 77 EXECUTED: FOR LOCAL 521, SEIU, CTW: FOR CITY OF PALO ALTO: _______________________________ _______________________________ Miesha Brown, SEIU James Keene, City Manager __ Lynn Krug, Chapter Chair Rumi Portillo, Human Resources Director __ Allyson Hauck, Chief Negotiator _____ __ Natalie Korthamar, Manager of Employee and Labor Relations __ Maria Patino, HR Representative ___ Jon Hospitalier __________ Dean Batchelor __________ Debra Burger __________ Diane Lai __________ Rhyena Halpern __________ Richard Baptist City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 64 of 77 APPENDIX A Effective the pay period following execution of a successor following ratification and approval by the Union and the City Council, employees in this unit will receive a 1.5% salary increase. Effective the pay period following December 1, 2016, employees in this unit will receive a 3% salary increase. Effective the pay period following December 1, 2017, employees in this unit will receive a 3% salary increase. This Appendix will be amended to reflect salary increases and market adjustments with the effective dates shown in Appendix A-1, with the final salary schedule as shown in Appendix A-2. • For employees below median after receiving the first salary increase of 1.5% as listed above, the City will provide 1/3 market adjustment to median effective the first pay period following ratification by the Union. • The City will provide the second 1/3 market adjustment to median, effective the first pay period following December 1, 2016. • The City will provide the final 1/3 market adjustment to median, effective the first pay period following July 1, 2017. For these market adjustments, the City will use market data effective as of December 31, 2015. • The City shall maintain service retention steps of 2.5% of base for Dispatcher I, II and Lead at the beginning of 7th year and beginning of 10th year. • Utility System Operators will receive a 10% recruitment and retention pay increase the first full pay period following adoption of this agreement • Public Safety Dispatchers (I,II, and Lead) will receive a 10% recruitment and retention pay increase the first full pay period following adoption of this agreement. • WQCP Operators and Senior Operators will receive a 5% recruitment and retention pay increase the first full pay period following adoption of this agreement. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 65 of 77 APPENDIX B. APPRENTICESHIPS Note: Employees hired into a Lineperson Apprenticeship position on or before April 11, 2016 will continue to progress through the Apprenticeship steps and into the Lineperson journey rate at the same intervals as existed before April 11, 2016 in the Apprenticeship Program. Substation Electrician, Street Light /Traffic Signal / Fiber Technician, Lineperson/Cable Splicer APPRENTICE: Upon completion, may lead to Journey level position. The Utilities Department has formalized the Apprenticeship programs in the Electric Section to develop journey level electricians/technicians and lineperson/cable splicers. The following are basic concepts/principles to be incorporated: 1. The administration and operation of the Apprenticeship programs will be managed by the Apprenticeship Committee, which will be selected by the Manager of Electric Operations and comprised of two (2) bargaining unit members designated by Local 521 and two (2) Utility Supervisors and the Manager of Electric Operations. The Manager of Electric Operations will maintain oversight of the program. The Apprenticeship Program will be subject to review and approval by the State of California Department of Industrial Relations Division of Apprenticeship Standards. 2. The journey level position will not be a promotional opportunity for anyone other than the apprentice under filling the position, as long as that apprentice is successfully progressing through the program. 3. Employees within Electric Operations, who qualify, will be given first consideration for the apprentice position prior to other City classifications or recruiting from outside the City. 4. A letter of agreement will be entered into by the apprentice and the City identifying the terms and conditions of the program. 5. The program will normally require eight thousand (8000) work hours (48 months) to complete for Lineperson Cable Splicer and six thousand (6000) work hours (36 months) for Substation Electrician, Street Light /Traffic Signal / Fiber Technician positions. 6. Normal progress through the program will be in periodic increments with formal evaluations. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 66 of 77 7. The salary steps for the Substation Electrician, Street Light /Traffic Signal / Fiber Technician and Lineperson Cable Splicer apprenticeships are outlined in the State of California Department of Industrial Relations Division of Apprenticeship Standards. Employees hired into a Lineperson/Cable Splicer Apprenticeship position will be paid at step 1 of the Lineperson/Cable Splicer Apprentice step range. Upon completion of all course work requirements outlined in the apprentice syllabus, the employee will progress as follows: Month Step Step Intervals 1-12 1 12 months 13-24 2 12 months 25-36 3 12 months 37-42 4 6 months 43-48 5 6 months Upon successful completion of the fourth year following commencement of the Apprenticeship, the employee will be reclassified/progressed to Lineperson / Cable splicer Journey Level and paid at the top step (step 5) of the journeyman rate. In any case, successful completion of the program and movement into the Lineperson Cable Splicer journey level classification will not transpire until the employee has fulfilled all of the requirements outlined in the program content description and received the recommendation of the Apprenticeship Committee. Employees hired into a Substation Electrician or Street Light /Traffic Signal / Fiber Technician Apprenticeship position will be paid at step 1 of the Substation Electrician or Street Light /Traffic Signal / Fiber Technician step range. Upon completion of all coursework requirements outlined in the apprentice syllabus, the employee will progress as follows: Month Step 1-6 1 7-12 2 13-18 3 19-24 4 25-36 5 City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 67 of 77 Upon successful completion of the Apprenticeship, the employee will be reclassified / progressed to Substation Electrician or Street Light /Traffic Signal / Fiber Technician Journey Level and paid at the fifth step (step 5) of the journeyman rate. In any case, successful completion of the program and movement into the Substation Electrician or Street Light /Traffic Signal / Fiber Technician journey Level classification will not transpire until the employee has fulfilled all of the requirements outlined in the program content description and received the recommendation of the Apprenticeship Committee. 8. Should an apprentice prove deficient in progressing through either the coursework or on-the-job training portion of an apprenticeship step, the apprentice shall not progress to the next higher step nor shall the apprentice receive the step increase in wages. The apprentice as described above may at the discretion of the appropriate Division Manager, be granted a three (3) month extension to eliminate the deficiency and be allowed to progress to the next higher step in the apprenticeship and receive the step increase in wages. *Note: A maximum of two (2) time extensions may be granted during the term of the apprenticeship. Any apprentice that is removed due to documented deficiency shall have their employment terminated. 9. The City and the Union agree to review or develop job descriptions to better reflect the qualification necessary to attract and retain successful candidates for this program. It is further agreed that the job descriptions will not warrant additional compensation. 10. Training will consist of on-the-job (OJT) and required training as outlined in the program, Training costs will be funded by departmental funds and employees will be compensated their normal wages while attending required training. Personal time spent in off-the-job training and/or study will not be compensated. 11. The apprentice will be under the continuing guidance of an appropriately qualified journey level person during OJT. Such journey level persons will be assigned by Management from among volunteers who will not receive additional compensation. 12. Qualifications/progress will be verified by appropriately kept records. 13. Unless specifically stated otherwise, regular City personnel policies and MOA provisions will apply to the apprenticeship program. 14. This program may become a conceptual model for apprenticeships in other divisions or departments. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 68 of 77 APPENDIX C. DEPT/DIVISION CLASSIFICATION WORKDAY OR WORKWEEK VARIATION Section 1. Exceptions to Standard Workday or Work Week for SEIU Representation Unit: Library Department Coordinator, Library Programs Librarian Senior Librarian Library Specialist Library Associate In a given workweek, staff may work three eight-hour days, one seven-hour day, and one nine-hour day. On a voluntary basis, staff may work five non-consecutive days within seven. Section 2. Rules Governing Flexible Work Hours. These rules and procedures are established pursuant to Article VI, Section 8, and are an application of Article VIII, Sections 1, 2, and 3 of the Memorandum of Agreement to the classifications of Coordinator, Recreation Programs; Producer, Arts & Sciences Programs; Program Assistant; Theater Specialist, in the Recreation and Arts & Sciences Divisions of the Community Services Department, and the classifications of Associate Planner, Building Planning Technician, CDBG Coordinator, Engineer, , Planner, and Senior Planner in the Planning and Community Environment Department. a) Flexible Work Schedule 1. Employees in the covered classification shall be permitted to arrange flexible work schedules with division approval, providing that such schedules shall include forty (40) hours per week. 2. Standard daily office hours are typically Monday through Friday, between the hours of 8:00 a.m. and 6:00 p.m. as determined by the Department. Flexible hours may occur for supervision of, and/or attendance at, evening programs, meetings, weekend events, or other programs. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 69 of 77 b) Overtime 1. Emergency call-out work shall be defined as overtime work and compensated per standard City practices. 2. If the need arises for overtime work due to an unusual circumstance calling for extra hours or due to a special event, compensation shall be allowed with prior approval of the Director of Recreation, Director of Arts and Sciences, or the Director of Planning and Community Environment, and shall be compensated for, as spelled out in the Memorandum of Agreement. Section 3. 2080 Plan a) Either the Union or the City may withdraw from the Plan by giving the other party 30 calendar days written notice. In the event of termination of the plan, the covered classifications will return to an 8-hour or other authorized workday as provided under Article VIII, Section 1, of this Memorandum of Agreement. b) Provisions of the 2080 Plan are as follows. To the extent that these provisions are in conflict with other provisions of the Memorandum of Agreement, these provisions will prevail. c) The 2080 Plan or “12 hours per Shift Schedule” is an authorized work schedule for the Utility Systems Operators and Water Quality Control Plant Operators. 2080 Plan Under this 2080 Plan, each employee's hours of work per year may not exceed 2,240. For scheduling purposes, and subject to the Merit System Rules and Regulations, the employee will be guaranteed not less than 2080 hours per year, or no less than 52 weeks at the normal number of hours worked per week. Any employee covered by the Plan who works up to 2,080 hours per year is compensated for all hours worked at the agreed upon rate. The City must pay overtime for all hours worked in excess of 12 in any workday, 56 hours in any work week, or 2080 hours in 52 weeks as the case may be. The rate of overtime will be at time and one-half the employee's regular rate of pay (or current contract overtime rate, if different). Shift Schedule The shift schedules combined must provide full 24-hour, seven (7) days per week coverage for the Utility Control Center and Water Quality Control Plan. The shift schedule shall be a rotating schedule. The Utility Systems Operators’ shift schedule will reach the equivalent of 40 hours per week in five weeks. The 12-hour shifts begin at 7:00 a.m. and 7:00 p.m. The Relief shift shall begin at 7:00 a.m. and end at 3:00 p.m. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 70 of 77 with lunch taken while working. The shift schedule shall be rotating schedule. The Water Quality Control Plant Operators’ shift schedule will reach the equivalent of 40 hours per week in two weeks. There will be four 12-hour shifts that begin at 6:00 a.m. and 6:00 p.m. The fifth shift will be a 4/10 shift that begins at 6 a.m. on three days, and at noon on the fourth day. Pay Period Pay periods and workweek for the System Operations will begin Sunday at 7:01 a.m. Pay periods and workweek for the Water Quality Control Plan Operators will begin Saturday at 6:01 a.m. Wages Wages will be based on the City of Palo Alto Compensation Plan, which may vary from time to time as mutually agreed upon. Overtime Under the 2080 Plan, the City will pay overtime for all hours worked in excess of 12 in any workday, 56 in any work week, or 2080 in 52 weeks, as the case may be. Overtime will also be paid for hours worked when an employee is called in to work other than their regularly-scheduled shift. The overtime rate of pay will be one and one-half times (or current contract overtime rate, if different) of the employee's regular rate of pay. All overtime worked will be paid to the employee. No compensatory time off for overtime will be allowed with the exception of Water Quality Control Operations. Relief Employees This provision only applies to the Utility Systems Operators. The five Operators share the relief week evenly as they rotate through the five week cycle. Relief employee(s) will be used within the 12-hours shift schedule only when relieving for the System Operators on shift. When not relieving, they will work four eight-hour shifts. When a vacation relief week results in a 36-hour or 48-hour week, the operator working said week shall be paid at one and one-half (1½) time their normal rate of pay for hours that exceed thirty two (32) hours. Relief Duties This provision only applies to the Utility Systems Operators. An employee who is scheduled to perform relief duties shall be available for duty in revolving shifts on any day of the week and may be assigned for relief in any shift without advance notice. Relief employees will be paid standby pay during their relief week. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 71 of 77 Standby This provision only applies to the Utility Systems Operators. An employee who is on relief duties is covering standby, and will be compensated according to Article VIII, Section 7 (a) of the Memorandum of Agreement. If the relief employee is on vacation or otherwise unavailable for relief duties, the employee(s) on their three or four-day off period will be first on standby. Management reserves the right to utilize Management personnel as Operators on a short-term, as needed basis, if no Operator is available. Filling Vacant Positions If the City elects to fill a vacancy other than by reassignment of the shift or the utilization of prior or succeeding shift personnel, the following procedure shall be used: Employees will be called according to their position on the Pre-arranged Overtime List (POL), with the person with the lowest balance being the first one called. The purpose of the POL is to fairly distribute the available opportunities. If an employee turns down the overtime, that amount will be added to the employee's POL balance. If an employee cannot be contacted for such assignment, the employee will not have any overtime added to their POL account balance. Shift Changes Shift changes caused by scheduled time off or sick leave will not be considered an official change in shift. Maximum Hours Worked No employee shall work more than 18 consecutive hours. Rest Period In a 12-hour workday, employees are entitled to a rest period of 8 consecutive hours after working 6 hours overtime during the 12 hours immediately before the regularly scheduled hours of work on a workday or non-workday. Holidays Employees who begin their day or night shift on an observed holiday will receive overtime premium in accordance with Article X, Section 3 of the Memorandum of Agreement. Employees who work a schedule where a regular day off falls on a holiday will be paid for the hours they would have normally worked on that day. Employees working for Water Quality Control Operations may accrue holiday time convertible to vacation. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 72 of 77 Sick Leave Sick leave will be earned as indicated in Article XII, Section 1(a) of this MOA, and shall be charged in increments of one hour. Floating Days Off Floating holidays will be made available to eligible employees and used pursuant to Article X, Section 5. Vacation An employee's total entitlement will be converted to hours (eight hours = one day). A workday will consist of 12 hours, and employees taking vacation will be charged 12 hours of use. Two week notification is required for any scheduled time off. Only one person at a time may be scheduled off. It is the intention of the City that vacation be taken in units of one work week; however, with approval of his/her supervisor, an employee may use his/her accrued vacation in units of less than one work week. Meals Shift employees shall be permitted to eat their meals during work hours and shall not be allowed additional time, therefore at City expense. Shift Premium Shift premium will be handled in accordance with the current Memorandum of Agreement between the City and the Union, Article VIII, Section 8. Jury Duty Time off for jury duty which occurs on a regularly scheduled workday will result in the employee being credited with up to 12 hours worked, for pay purposes. Employees called for jury duty who are working the evening portion of the 12-hour schedule will be placed, for payroll and scheduling purposes, on the day shift for each scheduled day such employee is required to report for jury duty, and will not be required to work the evening 12-hour shift before or after being required to report for jury duty. However, such employee shall return to work on the day shift upon being released from such duty if there are at least four hours remaining prior to the end of the day shift. All other provisions of Article XII, Section 5, of the current Memorandum of Agreement shall apply. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 73 of 77 APPENDIX D. IN-LIEU PREMIUMS 1. For employees in the following operations assigned to work schedules other than Monday through Friday, the calendar day will be considered the holiday for premium pay of in-lieu scheduling purposes: Communications Water Quality Control Animal Control Golf Course Utilities Services Landfill Open Space Electric System Operator c) If December 24 and 31 fall on Sunday, then the preceding Friday will be designated for purposes of excused time off, except in the case of Community Services staff who may be scheduled to work on Saturday, in which case Saturday will be designated for purposes of excused time off. For Open Space and Library personnel, designation of excused time off will be based on Park and Library schedules and employee preference. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 74 of 77 APPENDIX E. COMMUNICATIONS DIVISION PROMOTIONS 1. Promotional opportunities within the Communications Division will be carried out in compliance with procedures set forth in Article VI, Section 5, of the Memorandum of Agreement between the City and SEIU Local 521, except that: a. In sub-paragraph (e) of Article VI, Section 5, the term "seniority" shall be defined as Division Seniority. • Division Seniority, for the purposes of shift scheduling, vacation scheduling and promotional opportunities will be calculated from an employee’s first day of employment in the division. Any unpaid leave that is not protected under FMLA or CFRA will not count as service days towards seniority, unpaid furlough, and unpaid closure time. Other areas of seniority not mentioned in this article will follow Article 6, Section 5, e “Seniority” of the Memorandum of Agreement between SEIU 521 and the City of Palo Alto. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 75 of 77 APPENDIX F. RECOVERY OF CITY TRAINING COSTS In recognition of the extended training provided to affected employees, the Parties agree that the City may recover up to thirty percent (30%) of its cost for training employees, hired on or after July 1, 2012, in all Utilities Apprentice classifications and in the Park Ranger Apprentice classifications if the employee voluntarily terminates from the City or abandons his or her City employment before completing three years of City service in the Journeyman classification or Park Ranger classification. The amount recovered shall reasonably reflect the City’s cost for the training, but will exclude all wage or benefit costs, and will be prorated to reflect the portion of the thirty-six (36) month post-training service period remaining at the time of the employee’s termination. As of July 1, 2015 thirty percent (30%) of the City’s average cost for training employees in: • Lineperson/Cable Splicer Apprenticeship Program is $5600.00 • For the Field Service Representative, the City’s two year training cost is $ 6,000 • For Substation Electrician Apprenticeship Program is $4800.00 • For Street Lighting / Traffic Signals / fiber Apprentice program is: $1800.00 • For Park Ranger, the City’s two-year training cost is:$6,300 The employee will be required to sign an agreement providing for reimbursement to the City as provided above on the form attached hereto as Appendix H. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 76 of 77 APPENDIX G. RECOVERY OF TRAINING INVESTMENT AGREEMENT This Agreement is entered into between ___________ (“Employee”) and the City of Palo Alto (the “City”), as authorized by the Memorandum of Agreement between the City and SEIU Local 521. RECITALS A. The purpose of this Agreement is to limit the City’s risk that it will invest substantial sums in the Employee’s training but potentially lose the value of that training if the employee terminates without rendering substantial journey level service to the City after training. B. The City may require reimbursement from Employee of thirty percent (30%) of the total training cost for _______position, subject to abatement when specified service requirements are met. C. On or about (date) City extended to Employee a conditional offer of employment in the position of _________(position), subject to Employee’s agreement to complete the training necessary to perform the duties of _______ (position), under the terms of the training program. The ______(position) requires [description of training], which as of July 1, 2015 cost the City approximately $ over the course of the training. D. This agreement sets forth the Employee’s agreement to reimburse the City for the City’s investment in the Employee’s training if the employee voluntarily terminates from the City prior to the completion of thirty-six months of service following successful completion of the training. THEREFORE, the Parties agree to the terms set forth below: By signing this agreement, the Employee understands that s/he is bound by agrees to the following terms: 1. ____________________________________ (hereafter “Employee”) agrees that in training Employee for the position of _________________________________________, the City of Palo Alto (hereafter “City”) incurs a total cost of $___________. 2. Employee agrees that amounts recoverable under this agreement do not include Employee wage or benefit costs. City of Palo Alto and SEIU Local 521 December 1, 2015- December 31, 2018 Page 77 of 77 3. Employee agrees that in the event he/she voluntarily terminates or abandons his or her employment from the City prior to the completion of thirty-six (36) months of service following the successful completion of his or her apprenticeship, he/she will repay the City for the cost of training noted above, prorated to reflect the months of service the Employee has completed following successful completion of their training. Employee agrees that for the purpose of this agreement, “time of service” shall begin on the date following the successful completion of the Employee’s training. 4. Employee agrees that the aggregate amount of repayment due will be determined based upon the attached proration table. 5. Employee agrees that repayment shall be due and made in equal monthly installments over the twelve (12) months immediately following termination, on the first of each such month. 6. If Employee does not fully reimburse the City for the amounts due when due, the entire aggregate amount owed will become immediately due, the employee will be deemed in default on this agreement and the City may initiate legal proceedings to collect said amounts. Employee will be responsible for all reasonable collection costs and attorney fees incurred by the City in undertaking such proceedings. The City may elect to forbear taking such action to allow Employee the opportunity to become current on the debt. Such forbearance will not alter the Employee’s default status or adversely affecting the City’s right to later initiate proceedings for recovery pursuant to this Agreement. 7. This agreement shall be effective on the date listed below. DATED: ___________________ ______________________________________ Employee ______________________________________ Title, City of Palo Alto APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP including Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP including Dec. 1, 2017 CITY Proposed Total (over contract term) Accounting Specialist -0.9%1.50%3.00%0.00%3.00%7.50% ACCT SPEC 1.50%3.00%0.00%3.00%7.50% ACCT ASSISTANT 1.50%3.00%0.00%3.00%7.50% ACCT SPEC-LEAD 1.50%3.00%0.00%3.00%7.50% PAYROLL ANALYST 1.50%3.00%0.00%3.00%7.50% PAYROLL ANALYST - S 1.50%3.00%0.00%3.00%7.50% UTIL ACCTG TECH 1.50%3.00%0.00%3.00%7.50% UTIL CREDIT/COL SPEC 1.50%3.00%0.00%3.00%7.50% Administrative Associate II (Staff Sec)-1.9%1.63%3.13%0.13%3.00%7.90% ADMIN ASSOC II 1.63%3.13%0.13%3.00%7.90% ADMIN ASSOC I 1.63%3.13%0.13%3.00%7.90% ADMIN ASSOC III 1.63%3.13%0.13%3.00%7.90% MAILING SVCS SPEC 1.63%3.13%0.13%3.00%7.90% OFFSET EQUIP OPERATOR 1.63%3.13%0.13%3.00%7.90% MANAGEMENT ASST 1.63%3.13%0.13%3.00%7.90% MANAGEMENT ASST - S 1.63%3.13%0.13%3.00%7.90% PROGRAM ASSISTANT 1.63%3.13%0.13%3.00%7.90% PROGRAM ASSISTANT I 1.63%3.13%0.13%3.00%7.90% PROGRAM ASSISTANT II 1.63%3.13%0.13%3.00%7.90% EMS DATA SPECIALIST 1.63%3.13%0.13%3.00%7.90% Animal Control Officer -2.4%1.80%3.30%0.30%3.00%8.40% ANIMAL CONTROL OFF 1.80%3.30%0.30%3.00%8.40% ANIMAL CONTROL OFF - L 1.80%3.30%0.30%3.00%8.40% ANIMAL ATTENDANT 1.80%3.30%0.30%3.00%8.40% ANIMAL SERVICE SPEC 1.80%3.30%0.30%3.00%8.40% ANIMAL SERVICES SPEC II 1.80%3.30%0.30%3.00%8.40% VETERINARIAN TECH 1.80%3.30%0.30%3.00%8.40% Associate Engineer -2.9%1.97%3.47%0.47%3.00%8.90% ASSOC ENGINEER 1.97%3.47%0.47%3.00%8.90% ASSOC POWER ENGR 1.97%3.47%0.47%3.00%8.90% ASST ENGINEER 1.97%3.47%0.47%3.00%8.90% ASST POWER ENGR 1.97%3.47%0.47%3.00%8.90% ENGINEER 1.97%3.47%0.47%3.00%8.90% MARKETING ENG 1.97%3.47%0.47%3.00%8.90% POWER ENGR 1.97%3.47%0.47%3.00%8.90% PLANS CHECK ENGR 1.97%3.47%0.47%3.00%8.90% UTIL ENGR ESTIMATOR 1.97%3.47%0.47%3.00%8.90% UTIL ENGR ESTIMATOR - L 1.97%3.47%0.47%3.00%8.90% PROJECT ENGINEER 1.97%3.47%0.47%3.00%8.90% PROJECT ENGINEER -S 1.97%3.47%0.47%3.00%8.90% ELECTRIC PROJECT ENGINEER 1.97%3.47%0.47%3.00%8.90% ELECTRIC PROJECT ENGINEER -S 1.97%3.47%0.47%3.00%8.90% TRAFFIC ENGINEERING LEAD 1.97%3.47%0.47%3.00%8.90% 1 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP including Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP including Dec. 1, 2017 CITY Proposed Total (over contract term) Building Inspector -6.2%3.07%4.57%1.57%3.00%12.20% BLDG INSPECTOR 3.07%4.57%1.57%3.00%12.20% DEVELOPMENT PROJECT COOD I 3.07%4.57%1.57%3.00%12.20% DEVELOPMENT PROJECT COOD II 3.07%4.57%1.57%3.00%12.20% DEVELOPMENT PROJECT COOD III 3.07%4.57%1.57%3.00%12.20% PLANNING ARBORIST 3.07%4.57%1.57%3.00%12.20% PLANNING ARBORIST - S 3.07%4.57%1.57%3.00%12.20% PLANS EXAMINER 3.07%4.57%1.57%3.00%12.20% BLDG INSPECTOR SPEC 3.07%4.57%1.57%3.00%12.20% CHF INSPEC WGW 3.07%4.57%1.57%3.00%12.20% CODE ENFORCEMENT OFF 3.07%4.57%1.57%3.00%12.20% CODE ENFORCEMENT OFF-L 3.07%4.57%1.57%3.00%12.20% ELEC UNDG INSPEC - L 3.07%4.57%1.57%3.00%12.20% ELEC UNDGD INSPEC 3.07%4.57%1.57%3.00%12.20% SURVEYING ASST 3.07%4.57%1.57%3.00%12.20% SURVEYOR, PUBLIC WORKS 3.07%4.57%1.57%3.00%12.20% INSPECTOR, FIELD SVC 3.07%4.57%1.57%3.00%12.20% Building Service Person -4.9%2.63%4.13%1.13%3.00%10.90% BLDG SERVICEPERSON 2.63%4.13%1.13%3.00%10.90% BLDG SERVICEPERSON-L 2.63%4.13%1.13%3.00%10.90% EQUIP MAINT SERV PER 2.63%4.13%1.13%3.00%10.90% Buyer -1.6%1.53%3.03%0.03%3.00%7.60% BUYER 1.53%3.03%0.03%3.00%7.60% ASSOC BUYER 1.53%3.03%0.03%3.00%7.60% SR BUYER 1.53%3.03%0.03%3.00%7.60% SR BUYER - S 1.53%3.03%0.03%3.00%7.60% Chemist -1.7%1.57%3.07%0.07%3.00%7.70% CHEMIST 1.57%3.07%0.07%3.00%7.70% LAB TECH WQC 1.57%3.07%0.07%3.00%7.70% SR CHEMIST 1.57%3.07%0.07%3.00%7.70% Communications Technician 3.8%1.50%3.00%0.00%3.00%7.50% COMM TECH 1.50%3.00%0.00%3.00%7.50% Community Services Officer -6.8%3.27%4.77%1.77%3.00%12.80% COMMUNITY SERV OFFCR 3.27%4.77%1.77%3.00%12.80% COMMUNITY SERV OFFCR - L 3.27%4.77%1.77%3.00%12.80% COURT LIAISON OFFICE 3.27%4.77%1.77%3.00%12.80% CRIME ANALYST 3.27%4.77%1.77%3.00%12.80% PROPERTY EVID TECH 3.27%4.77%1.77%3.00%12.80% POL REC SPEC - L 3.27%4.77%1.77%3.00%12.80% POL REC SPEC I 3.27%4.77%1.77%3.00%12.80% POL REC SPEC II 3.27%4.77%1.77%3.00%12.80% PARKING OPERATIONS - L 3.27%4.77%1.77%3.00%12.80% 2 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP including Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP including Dec. 1, 2017 CITY Proposed Total (over contract term) Coord, Recreation Programs -4.2%2.40%3.90%0.90%3.00%10.20% COORD REC PROG 2.40%3.90%0.90%3.00%10.20% COORD PW PROJ 2.40%3.90%0.90%3.00%10.20% COORD TRANS SYS MGMT 2.40%3.90%0.90%3.00%10.20% COORD TRANS SYS MGMT - S 2.40%3.90%0.90%3.00%10.20% COORD UTIL PROJ 2.40%3.90%0.90%3.00%10.20% COORD UTIL PROJ - S 2.40%3.90%0.90%3.00%10.20% COORD ZERO WASTE 2.40%3.90%0.90%3.00%10.20% JR MUSEUM & ZOO EDUCATOR 2.40%3.90%0.90%3.00%10.20% PROD ARTS/SCI PROG 2.40%3.90%0.90%3.00%10.20% PROG COORD 2.40%3.90%0.90%3.00%10.20% THEATER SPECIALIST 2.40%3.90%0.90%3.00%10.20% VOLUNTEER COORD 2.40%3.90%0.90%3.00%10.20% Customer Service Representative -1.3%1.50%3.00%0.00%3.00%7.50% CUST SVC REPRESENT 1.50%3.00%0.00%3.00%7.50% CUST SVC SPEC 1.50%3.00%0.00%3.00%7.50% CUST SVC SPEC - LEAD 1.50%3.00%0.00%3.00%7.50% UTIL ACCT REP UTL MARKETING PROGRAM ADMIN 1.50%3.00%0.00%3.00%7.50% UTIL KEY ACCT REP 1.50%3.00%0.00%3.00%7.50% ASSOC BUYER 1.50%3.00%0.00%3.00%7.50% Desktop Technician 2.1%1.50%3.00%0.00%3.00%7.50% DESKTOP TECHNICIAN 1.50%3.00%0.00%3.00%7.50% Electrician -4.8%2.60%4.10%1.10%3.00%10.80% ELECTRICIAN 2.60%4.10%1.10%3.00%10.80% ELECTRICIAN-APPREN 2.60%4.10%1.10%3.00%10.80% ELECTRICIAN-LEAD 2.60%4.10%1.10%3.00%10.80% FACILITIES ELECT 2.60%4.10%1.10%3.00%10.80% INSTRUM ELEC 2.60%4.10%1.10%3.00%10.80% SR INSTRUM ELEC 2.60%4.10%1.10%3.00%10.80% ELEC ASST I 2.60%4.10%1.10%3.00%10.80% Engineering Technician II -5.9%2.97%4.47%1.47%3.00%11.90% ENGR TECH II 2.97%4.47%1.47%3.00%11.90% ENGR TECH I 2.97%4.47%1.47%3.00%11.90% ENGR TECH III 2.97%4.47%1.47%3.00%11.90% LANDFILL TECHNICIAN 2.97%4.47%1.47%3.00%11.90% Environmental Specialist Ind Waste Investigator -5.8%2.93%4.43%1.43%3.00%11.80% IND WASTE INVTGTR 2.93%4.43%1.43%3.00%11.80% ENVIRONMENTAL SPEC 2.93%4.43%1.43%3.00%11.80% IND WASTE INSPEC 2.93%4.43%1.43%3.00%11.80% IND WASTE TECHNICIAN 2.93%4.43%1.43%3.00%11.80% SR INDUSTRIAL WASTE INVESTIGATOR 2.93%4.43%1.43%3.00%11.80% SR IND WASTE INSPECT 2.93%4.43%1.43%3.00%11.80% Equipment Operator -9.3%4.10%5.60%2.60%3.00%15.30% EQUIP OPERATOR 4.10%5.60%2.60%3.00%15.30% EQUIP OPERATOR-LEAD 4.10%5.60%2.60%3.00%15.30% HEAVY EQUIP OPER 4.10%5.60%2.60%3.00%15.30% HEAVY EQUIP OPER-L 4.10%5.60%2.60%3.00%15.30% STREET SWEEPER OP 4.10%5.60%2.60%3.00%15.30% 3 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP including Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP including Dec. 1, 2017 CITY Proposed Total (over contract term) Facilities Maintenance Lead Facilities Technician -9.8%4.27%5.77%2.77%3.00%15.80% FACILITIES MECH 4.27%5.77%2.77%3.00%15.80% FACILITIES MAINT-L 4.27%5.77%2.77%3.00%17.13% CEMENT FINISHER 4.27%5.77%2.77%3.00%15.80% CEMENT FINISHER-LEAD 4.27%5.77%2.77%3.00%15.80% FACILITIES ASST 4.27%5.77%2.77%3.00%15.80% FACILITIES CARPENTER 4.27%5.77%2.77%3.00%15.80% FACILITIES PAINTER 4.27%5.77%2.77%3.00%15.80% Library Specialist -0.6%1.50%3.00%0.00%3.00%7.50% LIBRARY SPECIALIST 1.50%3.00%0.00%3.00%7.50% LIBRARY ASSOCIATE 1.50%3.00%0.00%3.00%7.50% Lineperson Cable/Splicer -6.1%3.03%4.53%1.53%3.00%12.10% ELECTRIC METERING TECHNICIAN 3.03%4.53%1.53%3.00%12.10% ELECTRIC METERING TECHNICIAN-L 3.03%4.53%1.53%3.00%12.10% LINEPER/CABLE SPL 3.03%4.53%1.53%3.00%12.10% LINEPER/CABLE SPL-L 3.03%4.53%1.53%3.00%12.10% LINEPER/CABLE SPL-T 3.03%4.53%1.53%3.00%12.10% LINEPER/CABLE SPL-TL 3.03%4.53%1.53%3.00%12.10% STREET LIGHT TRAFFIC SIGNAL FIBER TECHNICIAN 3.03%4.53%1.53%3.00%12.10% STREET LIGHT TRAFFIC SIGNAL FIBER TECHNICIAN-APPRENTICE 3.03%4.53%1.53%3.00%12.10% STREET LIGHT TRAFFIC SIGNAL FIBER TECHNICIAN-L 3.03%4.53%1.53%3.00%12.10% SUBSTATION ELECTRICIAN 3.03%4.53%1.53%3.00%12.10% SUBSTATION ELECTRICIAN - L 3.03%4.53%1.53%3.00%12.10% SUBSTATION ELECTRICIAN - APPRENTICE 3.03%4.53%1.53%3.00%12.10% LNPER/CBL SPL-APPREN 3.03%4.53%1.53%3.00%12.10% UTIL COMPLIANCE TECH 3.03%4.53%1.53%3.00%12.10% UTIL COMPLIANCE TECH - L 3.03%4.53%1.53%3.00%12.10% OVRH UNDERGR TROUBLEMN 3.03%4.53%1.53%3.00%12.10% **UTIL SYST OPER 13.03%4.53%1.53%3.00%22.10% Maintenance Mechanic Water Meter Repairer -6.3%3.10%4.60%1.60%3.00%12.30% WATER METER REPAIR 3.10%4.60%1.60%3.00%12.30% METER SHOP LEAD 3.10%4.60%1.60%3.00%12.30% WATER METER REP ASST 3.10%4.60%1.60%3.00%12.30% WTR MTR CRS CN TEC 3.10%4.60%1.60%3.00%12.30% Meter Reader -2.0%1.67%3.17%0.17%3.00%8.00% METER READER 1.67%3.17%0.17%3.00%8.00% METER READER-LEAD 1.67%3.17%0.17%3.00%8.00% Motorized Equipment Mechanic 4.0%1.50%3.00%0.00%3.00%7.50% MOTOR EQUIP MECH I 1.50%3.00%0.00%3.00%7.50% MOTOR EQUIP MECH II 1.50%3.00%0.00%3.00%7.50% MOTOR EQUIP MECH-L 1.50%3.00%0.00%3.00%7.50% MOBILE SERVICE TECH 1.50%3.00%0.00%3.00%7.50% Park Maintenance Person -2.4%1.80%3.30%0.30%3.00%8.40% PARK MAINT PERSON 1.80%3.30%0.30%3.00%8.40% PARK MAINT - L 1.80%3.30%0.30%3.00%8.40% PARKS / GOLFCREW-LEAD 1.80%3.30%0.30%3.00%8.40% SPRINKLER SYS REPR 1.80%3.30%0.30%3.00%8.40% 4 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP including Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP including Dec. 1, 2017 CITY Proposed Total (over contract term) Park Ranger 1.50%3.00%0.00%3.00%7.50% PARK RANGER 1.50%3.00%0.00%3.00%7.50% SR RANGER 1.50%3.00%0.00%3.00%7.50% Planner -3.6%2.20%3.70%0.70%3.00%9.60% PLANNER 2.20%3.70%0.70%3.00%9.60% ASSOCIATE PLANNER 2.20%3.70%0.70%3.00%9.60% SR PLANNER 2.20%3.70%0.70%3.00%9.60% CDBG COORD 2.20%3.70%0.70%3.00%9.60% BLDG/PLG TECHNICIAN 2.20%3.70%0.70%3.00%9.60% Programmer Analyst -9.7%4.23%5.73%2.73%3.00%15.70% PROG ANALYST 4.23%5.73%2.73%3.00%15.70% BUSINESS ANALYST 4.23%5.73%2.73%3.00%15.70% BUSINESS ANALYST - S 4.23%5.73%2.73%3.00%15.70% SR PROG ANALYST 4.23%5.73%2.73%3.00%15.70% GIS SPECIALIST 4.23%5.73%2.73%3.00%15.70% SCADA TECHNOLOGIST 4.23%5.73%2.73%3.00%15.70% TECHNOLOGIST 4.23%5.73%2.73%3.00%15.70% TECHNOLOGIST - S 4.23%5.73%2.73%3.00%15.70% Public Safety Dispatcher II 4.3%11.50%3.00%0.00%3.00%17.50% **PUB SAFETY DISP II 11.50%3.00%0.00%3.00%17.50% **PUB SAFETY DISP I 11.50%3.00%0.00%3.00%17.50% **PUB SAFETY DISP - L 11.50%3.00%0.00%3.00%17.50% Resource Planner 1.50%3.00%0.00%3.00%7.50% RESOURCE PLANNER 1.50%3.00%0.00%3.00%7.50% ASSOCIATE RES PLANNER 1.50%3.00%0.00%3.00%7.50% ASST RES PLANNER 1.50%3.00%0.00%3.00%7.50% UTIL MKT ANALYST 1.50%3.00%0.00%3.00%7.50% UTIL MKT ANALYST -S 1.50%3.00%0.00%3.00%7.50% SR MKT ANALYST 1.50%3.00%0.00%3.00%7.50% SR MKT ANALYST-S 1.50%3.00%0.00%3.00%7.50% UTIL RATE ANALYST 1.50%3.00%0.00%3.00%7.50% Senior Librarian -3.2%2.07%3.57%0.57%3.00%9.20% LIBRARIAN 2.07%3.57%0.57%3.00%9.20% SR LIBRARIAN 2.07%3.57%0.57%3.00%9.20% COORD LIBRARY PROG 2.07%3.57%0.57%3.00%9.20% Storekeeper -0.5%1.50%3.00%0.00%3.00%7.50% STOREKEEPER 1.50%3.00%0.00%3.00%7.50% EQUIP PARTS TECH 1.50%3.00%0.00%3.00%7.50% FLEET SVCS COORD 1.50%3.00%0.00%3.00%7.50% SR FLEET SVCS COORD 1.50%3.00%0.00%3.00%7.50% STOREKEEPER-L 1.50%3.00%0.00%3.00%7.50% Street Maint Assistant -6.7%3.23%4.73%1.73%3.00%12.70% ST MAINT ASST 3.23%4.73%1.73%3.00%12.70% RESTORATION LEAD 3.23%4.73%1.73%3.00%12.70% TRAF CONT MAINT I 3.23%4.73%1.73%3.00%12.70% TRAF CONT MAINT II 3.23%4.73%1.73%3.00%12.70% TRAF CONT MAINT-L 3.23%4.73%1.73%3.00%12.70% 5 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP including Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP including Dec. 1, 2017 CITY Proposed Total (over contract term) Tree Trimmer/Line Clearer -4.3%2.43%3.93%0.93%3.00%10.30% TREE TRIM/LN CLR 2.43%3.93%0.93%3.00%10.30% TREE MAINT ASST 2.43%3.93%0.93%3.00%10.30% TREE MAINT SPECIALIST 2.43%3.93%0.93%3.00%10.30% TREE TRIM/LN CLR-L 2.43%3.93%0.93%3.00%10.30% TREE TRM/LN CLR ASST 2.43%3.93%0.93%3.00%10.30% Utility Locator -9.7%4.23%5.73%2.73%3.00%15.70% UTIL LOCATOR 4.23%5.73%2.73%3.00%15.70% CATHODIC PROTECTION TECH ASST 4.23%5.73%2.73%3.00%15.70% CATHODIC TECH 4.23%5.73%2.73%3.00%15.70% SR UTIL FIELD SVC RE 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP - WELD 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP - WELD - L 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP AST 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP-L 4.23%5.73%2.73%3.00%15.70% FIELD SVCPERS WGW 4.23%5.73%2.73%3.00%15.70% GAS SYSTEM TECH 4.23%5.73%2.73%3.00%15.70% GAS SYSTEM TECH II 4.23%5.73%2.73%3.00%15.70% UTIL FLD SVCS REP 4.23%5.73%2.73%3.00%15.70% MAINT. MECHANIC-WELDING 4.23%5.73%2.73%3.00%15.70% WQC Plant Operator II 1.2%6.50%3.00%0.00%3.00%12.50% **WQC PLT OPER II 6.50%3.00%0.00%3.00%12.50% **WQC PLT OPER I 6.50%3.00%0.00%3.00%12.50% **WQC PLT OPER TRN 6.50%3.00%0.00%3.00%12.50% **SR OPERATOR WQC 6.50%3.00%0.00%3.00%12.50% SR MECH 1.50%3.00%0.00%3.00%7.50% WATER SYSTEM OPER I 1.50%3.00%0.00%3.00%7.50% WATER SYSTEM OPER II 1.50%3.00%0.00%3.00%7.50% SR WATER SYS OPER 1.50%3.00%0.00%3.00%7.50% PLANT MECH 1.50%3.00%0.00%3.00%7.50% **Special adjustment to address recruitment/retention. 6 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 203 non-exempt Facilities Asst 1 $23.09 $24.44 $25.12 $25.87 2 $24.31 $25.73 $26.44 $27.23 3 $25.59 $27.08 $27.83 $28.66 4 $26.94 $28.50 $29.29 $30.17 5 $28.36 $4,915.73 $58,988.80 $30.00 $5,200.00 $62,400.00 $30.83 $5,343.87 $64,126.40 $31.76 $5,505.07 $66,060.80 204 non-exempt Acct Spec 1 $24.44 $25.18 $25.18 $25.94 2 $25.73 $26.51 $26.51 $27.31 3 $27.08 $27.90 $27.90 $28.75 4 $28.51 $29.37 $29.37 $30.26 5 $30.01 $5,201.73 $62,420.80 $30.92 $5,359.47 $64,313.60 $30.92 $5,359.47 $64,313.60 $31.85 $5,520.67 $66,248.00 205 non-exempt Court Liaison Officer 1 $33.95 $35.58 $36.20 $37.30 2 $35.74 $37.45 $38.11 $39.26 3 $37.62 $39.42 $40.12 $41.33 4 $39.60 $41.49 $42.23 $43.50 5 $41.68 $7,224.53 $86,694.40 $43.67 $7,569.47 $90,833.60 $44.45 $7,704.67 $92,456.00 $45.79 $7,936.93 $95,243.20 206 non-exempt Account Assistant 1 $20.92 $21.56 $21.56 $22.21 2 $22.02 $22.69 $22.69 $23.38 3 $23.18 $23.88 $23.88 $24.61 4 $24.40 $25.14 $25.14 $25.90 5 $25.68 $4,451.20 $53,414.40 $26.46 $4,586.40 $55,036.80 $26.46 $4,586.40 $55,036.80 $27.26 $4,725.07 $56,700.80 207 non-exempt Acct Spec-Lead 1 $26.15 $26.96 $26.96 $27.77 2 $27.53 $28.38 $28.38 $29.23 3 $28.98 $29.87 $29.87 $30.77 4 $30.51 $31.44 $31.44 $32.39 5 $32.12 $5,567.47 $66,809.60 $33.09 $5,735.60 $68,827.20 $33.09 $5,735.60 $68,827.20 $34.09 $5,908.93 $70,907.20 208 non-exempt CDBG Coordinator 1 $38.43 $39.85 $40.15 $41.34 2 $40.45 $41.95 $42.26 $43.52 3 $42.58 $44.16 $44.48 $45.81 4 $44.82 $46.48 $46.82 $48.22 5 $47.18 $8,177.87 $98,134.40 $48.93 $8,481.20 $101,774.40 $49.28 $8,541.87 $102,502.40 $50.76 $8,798.40 $105,580.80 209 non-exempt Property Evid Tech 1 $26.11 $27.35 $27.84 $28.68 2 $27.48 $28.79 $29.31 $30.19 3 $28.93 $30.31 $30.85 $31.78 4 $30.45 $31.90 $32.47 $33.45 5 $32.05 $5,555.33 $66,664.00 $33.58 $5,820.53 $69,846.40 $34.18 $5,924.53 $71,094.40 $35.21 $6,103.07 $73,236.80 211 non-exempt Equip Maint Serv Per 1 $22.62 $23.56 $23.83 $24.54 2 $23.81 $24.80 $25.08 $25.83 3 $25.06 $26.10 $26.40 $27.19 4 $26.38 $27.47 $27.79 $28.62 5 $27.77 $4,813.47 $57,761.60 $28.92 $5,012.80 $60,153.60 $29.25 $5,070.00 $60,840.00 $30.13 $5,222.53 $62,670.40 212 non-exempt Buyer 1 $34.49 $35.54 $35.56 $36.61 2 $36.30 $37.41 $37.43 $38.54 3 $38.21 $39.38 $39.40 $40.57 4 $40.22 $41.45 $41.47 $42.71 5 $42.34 $7,338.93 $88,067.20 $43.63 $7,562.53 $90,750.40 $43.65 $7,566.00 $90,792.00 $44.96 $7,793.07 $93,516.80 213 non-exempt Mailing Svcs Spec 1 $20.48 $21.12 $21.16 $21.78 2 $21.56 $22.23 $22.27 $22.93 3 $22.69 $23.40 $23.44 $24.14 4 $23.88 $24.63 $24.67 $25.41 5 $25.14 $4,357.60 $52,291.20 $25.93 $4,494.53 $53,934.40 $25.97 $4,501.47 $54,017.60 $26.75 $4,636.67 $55,640.00 Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps 1 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 214 non-exempt Crime Analyst 1 $33.95 $35.58 $36.20 $37.30 2 $35.74 $37.45 $38.11 $39.26 3 $37.62 $39.42 $40.12 $41.33 4 $39.60 $41.49 $42.23 $43.50 5 $41.68 $7,224.53 $86,694.40 $43.67 $7,569.47 $90,833.60 $44.45 $7,704.67 $92,456.00 $45.79 $7,936.93 $95,243.20 215 non-exempt Util Acct Rep 1 $38.15 $39.29 $39.29 $40.48 2 $40.16 $41.36 $41.36 $42.61 3 $42.27 $43.54 $43.54 $44.85 4 $44.49 $45.83 $45.83 $47.21 5 $46.83 $8,117.20 $97,406.40 $48.24 $8,361.60 $100,339.20 $48.24 $8,361.60 $100,339.20 $49.69 $8,612.93 $103,355.20 216 non-exempt Marketing Eng 1 $43.64 $45.17 $45.37 $46.74 2 $45.94 $47.55 $47.76 $49.20 3 $48.36 $50.05 $50.27 $51.79 4 $50.91 $52.68 $52.92 $54.52 5 $53.59 $9,288.93 $111,467.20 $55.45 $9,611.33 $115,336.00 $55.71 $9,656.40 $115,876.80 $57.39 $9,947.60 $119,371.20 217 non-exempt Cust Svc Spec 1 $28.56 $29.41 $29.41 $30.31 2 $30.06 $30.96 $30.96 $31.90 3 $31.64 $32.59 $32.59 $33.58 4 $33.31 $34.31 $34.31 $35.35 5 $35.06 $6,077.07 $72,924.80 $36.12 $6,260.80 $75,129.60 $36.12 $6,260.80 $75,129.60 $37.21 $6,449.73 $77,396.80 218 non-exempt Cust Svc Represent 1 $25.98 $26.76 $26.76 $27.56 2 $27.35 $28.17 $28.17 $29.01 3 $28.79 $29.65 $29.65 $30.54 4 $30.30 $31.21 $31.21 $32.15 5 $31.89 $5,527.60 $66,331.20 $32.85 $5,694.00 $68,328.00 $32.85 $5,694.00 $68,328.00 $33.84 $5,865.60 $70,387.20 219 non-exempt Util Credit/Col Spec 1 $31.47 $32.40 $32.40 $33.38 2 $33.13 $34.11 $34.11 $35.14 3 $34.87 $35.91 $35.91 $36.99 4 $36.70 $37.80 $37.80 $38.94 5 $38.63 $6,695.87 $80,350.40 $39.79 $6,896.93 $82,763.20 $39.79 $6,896.93 $82,763.20 $40.99 $7,104.93 $85,259.20 223 non-exempt Util Acctg Tech 1 $26.41 $27.20 $27.20 $28.03 2 $27.80 $28.63 $28.63 $29.51 3 $29.26 $30.14 $30.14 $31.06 4 $30.80 $31.73 $31.73 $32.69 5 $32.42 $5,619.47 $67,433.60 $33.40 $5,789.33 $69,472.00 $33.40 $5,789.33 $69,472.00 $34.41 $5,964.40 $71,572.80 224 non-exempt Sr Chemist 1 $39.02 $40.20 $40.23 $41.45 2 $41.07 $42.32 $42.35 $43.63 3 $43.23 $44.55 $44.58 $45.93 4 $45.50 $46.89 $46.93 $48.35 5 $47.89 $8,300.93 $99,611.20 $49.36 $8,555.73 $102,668.80 $49.40 $8,562.67 $102,752.00 $50.89 $8,820.93 $105,851.20 226 non-exempt Wtr Mtr Crs Cn Tec 1 $27.34 $28.60 $29.07 $29.93 2 $28.78 $30.10 $30.60 $31.51 3 $30.29 $31.68 $32.21 $33.17 4 $31.88 $33.35 $33.90 $34.92 5 $33.56 $5,817.07 $69,804.80 $35.11 $6,085.73 $73,028.80 $35.68 $6,184.53 $74,214.40 $36.76 $6,371.73 $76,460.80 227 non-exempt Inspector, Field Svc 1 $34.47 $36.05 $36.61 $37.72 2 $36.28 $37.95 $38.54 $39.70 3 $38.19 $39.95 $40.57 $41.79 4 $40.20 $42.05 $42.71 $43.99 5 $42.32 $7,335.47 $88,025.60 $44.26 $7,671.73 $92,060.80 $44.96 $7,793.07 $93,516.80 $46.31 $8,027.07 $96,324.80 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 2 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 229 non-exempt Theater Specialist 1 $34.65 $36.01 $36.33 $37.42 2 $36.47 $37.90 $38.24 $39.39 3 $38.39 $39.89 $40.25 $41.46 4 $40.41 $41.99 $42.37 $43.64 5 $42.54 $7,373.60 $88,483.20 $44.20 $7,661.33 $91,936.00 $44.60 $7,730.67 $92,768.00 $45.94 $7,962.93 $95,555.20 230 non-exempt Offset Equip Op 1 $23.22 $23.94 $23.98 $24.70 2 $24.44 $25.20 $25.24 $26.00 3 $25.73 $26.53 $26.57 $27.37 4 $27.08 $27.93 $27.97 $28.81 5 $28.50 $4,940.00 $59,280.00 $29.40 $5,096.00 $61,152.00 $29.44 $5,102.93 $61,235.20 $30.33 $5,257.20 $63,086.40 232 non-exempt Prog-Analyst 1 $39.44 $41.71 $42.85 $44.14 2 $41.52 $43.91 $45.11 $46.46 3 $43.71 $46.22 $47.48 $48.91 4 $46.01 $48.65 $49.98 $51.48 5 $48.43 $8,394.53 $100,734.40 $51.21 $8,876.40 $106,516.80 $52.61 $9,119.07 $109,428.80 $54.19 $9,392.93 $112,715.20 233 non-exempt Util Rate Analyst 1 $36.77 $37.88 $37.88 $39.02 2 $38.71 $39.87 $39.87 $41.07 3 $40.75 $41.97 $41.97 $43.23 4 $42.89 $44.18 $44.18 $45.51 5 $45.15 $7,826.00 $93,912.00 $46.51 $8,061.73 $96,740.80 $46.51 $8,061.73 $96,740.80 $47.91 $8,304.40 $99,652.80 239 non-exempt Chf Inspec WGW 1 $38.18 $39.94 $40.56 $41.79 2 $40.19 $42.04 $42.69 $43.99 3 $42.31 $44.25 $44.94 $46.30 4 $44.54 $46.58 $47.31 $48.74 5 $46.88 $8,125.87 $97,510.40 $49.03 $8,498.53 $101,982.40 $49.80 $8,632.00 $103,584.00 $51.30 $8,892.00 $106,704.00 240 non-exempt Meter Reader-Lead 1 $26.01 $26.84 $26.89 $27.71 2 $27.38 $28.25 $28.31 $29.17 3 $28.82 $29.74 $29.80 $30.70 4 $30.34 $31.31 $31.37 $32.32 5 $31.94 $5,536.27 $66,435.20 $32.96 $5,713.07 $68,556.80 $33.02 $5,723.47 $68,681.60 $34.02 $5,896.80 $70,761.60 241 non-exempt Meter Reader 1 $24.31 $25.09 $25.14 $25.90 2 $25.59 $26.41 $26.46 $27.26 3 $26.94 $27.80 $27.85 $28.69 4 $28.36 $29.26 $29.32 $30.20 5 $29.85 $5,174.00 $62,088.00 $30.80 $5,338.67 $64,064.00 $30.86 $5,349.07 $64,188.80 $31.79 $5,510.27 $66,123.20 242 non-exempt Coord Zero Waste 1 $33.39 $34.70 $35.02 $36.07 2 $35.15 $36.53 $36.86 $37.97 3 $37.00 $38.45 $38.80 $39.97 4 $38.95 $40.47 $40.84 $42.07 5 $41.00 $7,106.67 $85,280.00 $42.60 $7,384.00 $88,608.00 $42.99 $7,451.60 $89,419.20 $44.28 $7,675.20 $92,102.40 244 non-exempt Assoc Buyer 1 $31.32 $32.28 $32.30 $33.27 2 $32.97 $33.98 $34.00 $35.02 3 $34.71 $35.77 $35.79 $36.86 4 $36.54 $37.65 $37.67 $38.80 5 $38.46 $6,666.40 $79,996.80 $39.63 $6,869.20 $82,430.40 $39.65 $6,872.67 $82,472.00 $40.84 $7,078.93 $84,947.20 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 3 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 246 non-exempt Power Engr 1 $46.60 $48.22 $48.45 $49.91 2 $49.05 $50.76 $51.00 $52.54 3 $51.63 $53.43 $53.68 $55.30 4 $54.35 $56.24 $56.51 $58.21 5 $57.21 $9,916.40 $118,996.80 $59.20 $10,261.33 $123,136.00 $59.48 $10,309.87 $123,718.40 $61.27 $10,620.13 $127,441.60 247 non-exempt Assoc Power Engr 1 $41.25 $42.69 $42.89 $44.18 2 $43.42 $44.94 $45.15 $46.50 3 $45.71 $47.30 $47.53 $48.95 4 $48.12 $49.79 $50.03 $51.53 5 $50.65 $8,779.33 $105,352.00 $52.41 $9,084.40 $109,012.80 $52.66 $9,127.73 $109,532.80 $54.24 $9,401.60 $112,819.20 248 non-exempt Storekeeper 1 $25.45 $26.21 $26.21 $27.00 2 $26.79 $27.59 $27.59 $28.42 3 $28.20 $29.04 $29.04 $29.92 4 $29.68 $30.57 $30.57 $31.49 5 $31.24 $5,414.93 $64,979.20 $32.18 $5,577.87 $66,934.40 $32.18 $5,577.87 $66,934.40 $33.15 $5,746.00 $68,952.00 250 non-exempt Equip Parts Tech 1 $24.31 $25.04 $25.04 $25.81 2 $25.59 $26.36 $26.36 $27.17 3 $26.94 $27.75 $27.75 $28.60 4 $28.36 $29.21 $29.21 $30.10 5 $29.85 $5,174.00 $62,088.00 $30.75 $5,330.00 $63,960.00 $30.75 $5,330.00 $63,960.00 $31.68 $5,491.20 $65,894.40 251 non-exempt Sr Librarian 1 $30.48 $31.57 $31.75 $32.70 2 $32.08 $33.23 $33.42 $34.42 3 $33.77 $34.98 $35.18 $36.23 4 $35.55 $36.82 $37.03 $38.14 5 $37.42 $6,486.13 $77,833.60 $38.76 $6,718.40 $80,620.80 $38.98 $6,756.53 $81,078.40 $40.15 $6,959.33 $83,512.00 252 non-exempt Library Associate 1 $24.52 $25.27 $25.27 $26.03 2 $25.81 $26.60 $26.60 $27.40 3 $27.17 $28.00 $28.00 $28.84 4 $28.60 $29.47 $29.47 $30.36 5 $30.11 $5,219.07 $62,628.80 $31.02 $5,376.80 $64,521.60 $31.02 $5,376.80 $64,521.60 $31.96 $5,539.73 $66,476.80 253 non-exempt Library Specialist 1 $23.20 $23.90 $23.90 $24.62 2 $24.42 $25.16 $25.16 $25.92 3 $25.71 $26.48 $26.48 $27.28 4 $27.06 $27.87 $27.87 $28.72 5 $28.48 $4,936.53 $59,238.40 $29.34 $5,085.60 $61,027.20 $29.34 $5,085.60 $61,027.20 $30.23 $5,239.87 $62,878.40 254 non-exempt Librarian 1 $26.84 $27.80 $27.96 $28.79 2 $28.25 $29.26 $29.43 $30.31 3 $29.74 $30.80 $30.98 $31.91 4 $31.30 $32.42 $32.61 $33.59 5 $32.95 $5,711.33 $68,536.00 $34.13 $5,915.87 $70,990.40 $34.33 $5,950.53 $71,406.40 $35.36 $6,129.07 $73,548.80 255 non-exempt Coord Library Prog 1 $33.24 $34.43 $34.62 $35.66 2 $34.99 $36.24 $36.44 $37.54 3 $36.83 $38.15 $38.36 $39.52 4 $38.77 $40.16 $40.38 $41.60 5 $40.81 $7,073.73 $84,884.80 $42.27 $7,326.80 $87,921.60 $42.51 $7,368.40 $88,420.80 $43.79 $7,590.27 $91,083.20 256 non-exempt Asst Power Engr 1 $37.25 $38.54 $38.72 $39.89 2 $39.21 $40.57 $40.76 $41.99 3 $41.27 $42.70 $42.91 $44.20 4 $43.44 $44.95 $45.17 $46.53 5 $45.73 $7,926.53 $95,118.40 $47.32 $8,202.13 $98,425.60 $47.55 $8,242.00 $98,904.00 $48.98 $8,489.87 $101,878.40 Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 4 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 257 non-exempt Environmental Spec 1 $37.67 $39.35 $39.92 $41.13 2 $39.65 $41.42 $42.02 $43.29 3 $41.74 $43.60 $44.23 $45.57 4 $43.94 $45.89 $46.56 $47.97 5 $46.25 $8,016.67 $96,200.00 $48.31 $8,373.73 $100,484.80 $49.01 $8,495.07 $101,940.80 $50.49 $8,751.60 $105,019.20 258 non-exempt Ind Waste Invtgtr 1 $35.58 $37.15 $37.69 $38.83 2 $37.45 $39.10 $39.67 $40.87 3 $39.42 $41.16 $41.76 $43.02 4 $41.49 $43.33 $43.96 $45.28 5 $43.67 $7,569.47 $90,833.60 $45.61 $7,905.73 $94,868.80 $46.27 $8,020.13 $96,241.60 $47.66 $8,261.07 $99,132.80 260 non-exempt Desktop Technician 1 $31.13 $32.06 $32.06 $33.03 2 $32.77 $33.75 $33.75 $34.77 3 $34.49 $35.53 $35.53 $36.60 4 $36.31 $37.40 $37.40 $38.53 5 $38.22 $6,624.80 $79,497.60 $39.37 $6,824.13 $81,889.60 $39.37 $6,824.13 $81,889.60 $40.56 $7,030.40 $84,364.80 261 non-exempt Sr Util Field Svc Rep 1 $36.49 $38.58 $39.64 $40.84 2 $38.41 $40.61 $41.73 $42.99 3 $40.43 $42.75 $43.93 $45.25 4 $42.56 $45.00 $46.24 $47.63 5 $44.80 $7,765.33 $93,184.00 $47.37 $8,210.80 $98,529.60 $48.67 $8,436.13 $101,233.60 $50.14 $8,690.93 $104,291.20 262 non-exempt Resource Planner 1 $47.19 $48.61 $48.61 $50.07 2 $49.67 $51.17 $51.17 $52.71 3 $52.28 $53.86 $53.86 $55.48 4 $55.03 $56.69 $56.69 $58.40 5 $57.93 $10,041.20 $120,494.40 $59.67 $10,342.80 $124,113.60 $59.67 $10,342.80 $124,113.60 $61.47 $10,654.80 $127,857.60 263 non-exempt Animal Services Spec 1 $24.32 $25.13 $25.20 $25.97 2 $25.60 $26.45 $26.53 $27.34 3 $26.95 $27.84 $27.93 $28.78 4 $28.37 $29.31 $29.40 $30.29 5 $29.86 $5,175.73 $62,108.80 $30.85 $5,347.33 $64,168.00 $30.95 $5,364.67 $64,376.00 $31.88 $5,525.87 $66,310.40 265 non-exempt Program Assistant 1 $25.00 $25.79 $25.82 $26.62 2 $26.32 $27.15 $27.18 $28.02 3 $27.70 $28.58 $28.61 $29.49 4 $29.16 $30.08 $30.12 $31.04 5 $30.69 $5,319.60 $63,835.20 $31.66 $5,487.73 $65,852.80 $31.71 $5,496.40 $65,956.80 $32.67 $5,662.80 $67,953.60 267 non-exempt Elec Undgd Inspec 1 $33.84 $35.39 $35.94 $37.03 2 $35.62 $37.25 $37.83 $38.98 3 $37.49 $39.21 $39.82 $41.03 4 $39.46 $41.27 $41.92 $43.19 5 $41.54 $7,200.27 $86,403.20 $43.44 $7,529.60 $90,355.20 $44.13 $7,649.20 $91,790.40 $45.46 $7,879.73 $94,556.80 268 non-exempt Asst Res Planner 1 $35.91 $36.98 $36.98 $38.10 2 $37.80 $38.93 $38.93 $40.11 3 $39.79 $40.98 $40.98 $42.22 4 $41.88 $43.14 $43.14 $44.44 5 $44.08 $7,640.53 $91,686.40 $45.41 $7,871.07 $94,452.80 $45.41 $7,871.07 $94,452.80 $46.78 $8,108.53 $97,302.40 269 non-exempt Assoc Res Planner 1 $39.78 $40.97 $40.97 $42.20 2 $41.87 $43.13 $43.13 $44.42 3 $44.07 $45.40 $45.40 $46.76 4 $46.39 $47.79 $47.79 $49.22 5 $48.83 $8,463.87 $101,566.40 $50.30 $8,718.67 $104,624.00 $50.30 $8,718.67 $104,624.00 $51.81 $8,980.40 $107,764.80 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 5 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 270 non-exempt Prod Arts/Sci Prog 1 $32.39 $33.66 $33.97 $34.99 2 $34.09 $35.43 $35.76 $36.83 3 $35.88 $37.29 $37.64 $38.77 4 $37.77 $39.25 $39.62 $40.81 5 $39.76 $6,891.73 $82,700.80 $41.32 $7,162.13 $85,945.60 $41.70 $7,228.00 $86,736.00 $42.96 $7,446.40 $89,356.80 271 non-exempt Util Locator 1 $31.32 $33.13 $34.03 $35.06 2 $32.97 $34.87 $35.82 $36.91 3 $34.70 $36.70 $37.71 $38.85 4 $36.53 $38.63 $39.69 $40.89 5 $38.45 $6,664.67 $79,976.00 $40.66 $7,047.73 $84,572.80 $41.78 $7,241.87 $86,902.40 $43.04 $7,460.27 $89,523.20 272 non-exempt Util Comp Tech 1 $41.31 $43.19 $43.85 $45.18 2 $43.48 $45.46 $46.16 $47.56 3 $45.77 $47.85 $48.59 $50.06 4 $48.18 $50.37 $51.15 $52.69 5 $50.72 $8,791.47 $105,497.60 $53.02 $9,190.13 $110,281.60 $53.84 $9,332.27 $111,987.20 $55.46 $9,613.07 $115,356.80 273 non-exempt Util Comp Tech-L 1 $44.19 $46.20 $46.90 $48.31 2 $46.52 $48.63 $49.37 $50.85 3 $48.97 $51.19 $51.97 $53.53 4 $51.55 $53.88 $54.71 $56.35 5 $54.26 $9,405.07 $112,860.80 $56.72 $9,831.47 $117,977.60 $57.59 $9,982.27 $119,787.20 $59.32 $10,282.13 $123,385.60 274 non-exempt Volunteer Coord 1 $29.41 $30.55 $30.83 $31.76 2 $30.96 $32.16 $32.45 $33.43 3 $32.59 $33.85 $34.16 $35.19 4 $34.30 $35.63 $35.96 $37.04 5 $36.10 $6,257.33 $75,088.00 $37.51 $6,501.73 $78,020.80 $37.85 $6,560.67 $78,728.00 $38.99 $6,758.27 $81,099.20 275 non-exempt Animal Services Spec II 1 $26.82 $27.71 $27.80 $28.63 2 $28.23 $29.17 $29.26 $30.14 3 $29.72 $30.70 $30.80 $31.73 4 $31.28 $32.32 $32.42 $33.40 5 $32.93 $5,707.87 $68,494.40 $34.02 $5,896.80 $70,761.60 $34.13 $5,915.87 $70,990.40 $35.16 $6,094.40 $73,132.80 276 non-exempt Animal Control Off 1 $24.66 $25.48 $25.56 $26.32 2 $25.96 $26.82 $26.90 $27.71 3 $27.33 $28.23 $28.32 $29.17 4 $28.77 $29.72 $29.81 $30.71 5 $30.28 $5,248.53 $62,982.40 $31.28 $5,421.87 $65,062.40 $31.38 $5,439.20 $65,270.40 $32.33 $5,603.87 $67,246.40 277 non-exempt Animal Attendant 1 $23.02 $23.78 $23.86 $24.58 2 $24.23 $25.03 $25.12 $25.87 3 $25.51 $26.35 $26.44 $27.23 4 $26.85 $27.74 $27.83 $28.66 5 $28.26 $4,898.40 $58,780.80 $29.20 $5,061.33 $60,736.00 $29.29 $5,076.93 $60,923.20 $30.17 $5,229.47 $62,753.60 278 non-exempt Veterinarian Tech 1 $25.18 $26.03 $26.12 $26.90 2 $26.51 $27.40 $27.49 $28.32 3 $27.91 $28.84 $28.94 $29.81 4 $29.38 $30.36 $30.46 $31.38 5 $30.93 $5,361.20 $64,334.40 $31.96 $5,539.73 $66,476.80 $32.06 $5,557.07 $66,684.80 $33.03 $5,725.20 $68,702.40 280 non-exempt Sr Ranger 1 $31.85 $32.81 $32.81 $33.80 2 $33.53 $34.54 $34.54 $35.58 3 $35.29 $36.36 $36.36 $37.45 4 $37.15 $38.27 $38.27 $39.42 5 $39.10 $6,777.33 $81,328.00 $40.28 $6,981.87 $83,782.40 $40.28 $6,981.87 $83,782.40 $41.49 $7,191.60 $86,299.20 Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 6 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 281 non-exempt Park Ranger 1 $28.79 $29.66 $29.66 $30.55 2 $30.30 $31.22 $31.22 $32.16 3 $31.89 $32.86 $32.86 $33.85 4 $33.57 $34.59 $34.59 $35.63 5 $35.34 $6,125.60 $73,507.20 $36.41 $6,311.07 $75,732.80 $36.41 $6,311.07 $75,732.80 $37.51 $6,501.73 $78,020.80 284 non-exempt Utilities Engineer Estimator Lead 1 $43.90 $45.41 $45.64 $47.02 2 $46.21 $47.80 $48.04 $49.49 3 $48.64 $50.32 $50.57 $52.09 4 $51.20 $52.97 $53.23 $54.83 5 $53.89 $9,340.93 $112,091.20 $55.76 $9,665.07 $115,980.80 $56.03 $9,711.87 $116,542.40 $57.72 $10,004.80 $120,057.60 286 non-exempt Motor Equipment Mechanic I 1 $30.36 $31.27 $31.27 $32.21 2 $31.96 $32.92 $32.92 $33.91 3 $33.64 $34.65 $34.65 $35.69 4 $35.41 $36.47 $36.47 $37.57 5 $37.27 $6,460.13 $77,521.60 $38.39 $6,654.27 $79,851.20 $38.39 $6,654.27 $79,851.20 $39.55 $6,855.33 $82,264.00 287 non-exempt Motor Equipment Mechanic II 1 $32.78 $33.76 $33.76 $34.78 2 $34.50 $35.54 $35.54 $36.61 3 $36.32 $37.41 $37.41 $38.54 4 $38.23 $39.38 $39.38 $40.57 5 $40.24 $6,974.93 $83,699.20 $41.45 $7,184.67 $86,216.00 $41.45 $7,184.67 $86,216.00 $42.70 $7,401.33 $88,816.00 288 non-exempt Storekeeper-L 1 $27.23 $28.05 $28.05 $28.90 2 $28.66 $29.53 $29.53 $30.42 3 $30.17 $31.08 $31.08 $32.02 4 $31.76 $32.72 $32.72 $33.71 5 $33.43 $5,794.53 $69,534.40 $34.44 $5,969.60 $71,635.20 $34.44 $5,969.60 $71,635.20 $35.48 $6,149.87 $73,798.40 289 non-exempt Utl Install Repair-Welding Cert 1 $34.58 $36.58 $37.57 $38.70 2 $36.40 $38.50 $39.55 $40.74 3 $38.32 $40.53 $41.63 $42.88 4 $40.34 $42.66 $43.82 $45.14 5 $42.46 $7,359.73 $88,316.80 $44.90 $7,782.67 $93,392.00 $46.13 $7,995.87 $95,950.40 $47.52 $8,236.80 $98,841.60 290 non-exempt Utl Install Repair Lead-Welding Cert 1 $37.15 $39.29 $40.37 $41.59 2 $39.11 $41.36 $42.49 $43.78 3 $41.17 $43.54 $44.73 $46.08 4 $43.34 $45.83 $47.08 $48.50 5 $45.62 $7,907.47 $94,889.60 $48.24 $8,361.60 $100,339.20 $49.56 $8,590.40 $103,084.80 $51.05 $8,848.67 $106,184.00 291 non-exempt Maintenance Mechanic-Welding 1 $33.53 $35.46 $36.44 $37.54 2 $35.29 $37.33 $38.36 $39.52 3 $37.15 $39.29 $40.38 $41.60 4 $39.11 $41.36 $42.50 $43.79 5 $41.17 $7,136.13 $85,633.60 $43.54 $7,546.93 $90,563.20 $44.74 $7,754.93 $93,059.20 $46.09 $7,988.93 $95,867.20 292 non-exempt Electric Underground Inspector - Lead 1 $36.20 $37.84 $38.44 $39.60 2 $38.10 $39.83 $40.46 $41.68 3 $40.10 $41.93 $42.59 $43.87 4 $42.21 $44.14 $44.83 $46.18 5 $44.43 $7,701.20 $92,414.40 $46.46 $8,053.07 $96,636.80 $47.19 $8,179.60 $98,155.20 $48.61 $8,425.73 $101,108.80 293 non-exempt Junior Museum & Zoo Educator 1 $26.71 $27.76 $28.02 $28.86 2 $28.12 $29.22 $29.49 $30.38 3 $29.60 $30.76 $31.04 $31.98 4 $31.16 $32.38 $32.67 $33.66 5 $32.80 $5,685.33 $68,224.00 $34.08 $5,907.20 $70,886.40 $34.39 $5,960.93 $71,531.20 $35.43 $6,141.20 $73,694.40 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 7 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 294 non-exempt Administrative Associate I 1 $24.05 $24.81 $24.84 $25.60 2 $25.32 $26.12 $26.15 $26.95 3 $26.65 $27.49 $27.53 $28.37 4 $28.05 $28.94 $28.98 $29.86 5 $29.53 $5,118.53 $61,422.40 $30.46 $5,279.73 $63,356.80 $30.51 $5,288.40 $63,460.80 $31.43 $5,447.87 $65,374.40 295 non-exempt Administrative Associate II 1 $26.14 $26.97 $27.00 $27.82 2 $27.52 $28.39 $28.42 $29.28 3 $28.97 $29.88 $29.92 $30.82 4 $30.49 $31.45 $31.49 $32.44 5 $32.09 $5,562.27 $66,747.20 $33.10 $5,737.33 $68,848.00 $33.15 $5,746.00 $68,952.00 $34.15 $5,919.33 $71,032.00 296 non-exempt Administrative Associate III 1 $28.03 $28.90 $28.94 $29.81 2 $29.50 $30.42 $30.46 $31.38 3 $31.05 $32.02 $32.06 $33.03 4 $32.68 $33.71 $33.75 $34.77 5 $34.40 $5,962.67 $71,552.00 $35.48 $6,149.87 $73,798.40 $35.53 $6,158.53 $73,902.40 $36.60 $6,344.00 $76,128.00 298 non-exempt Public Safety Dispatcher I 1 $34.30 $35.33 $35.33 $36.40 2 $36.10 $37.19 $37.19 $38.32 3 $38.00 $39.15 $39.15 $40.34 4 $40.00 $41.21 $41.21 $42.46 5 $42.11 $7,299.07 $87,588.80 $43.38 $7,519.20 $90,230.40 $43.38 $7,519.20 $90,230.40 $44.69 $7,746.27 $92,955.20 6 $43.17 $44.47 $44.47 $45.81 7 $44.25 $45.58 $45.58 $46.95 299 non-exempt Bldg Inspector 1 $35.69 $37.33 $37.91 $39.05 2 $37.57 $39.29 $39.91 $41.11 3 $39.55 $41.36 $42.01 $43.27 4 $41.63 $43.54 $44.22 $45.55 5 $43.82 $7,595.47 $91,145.60 $45.83 $7,943.87 $95,326.40 $46.55 $8,068.67 $96,824.00 $47.95 $8,311.33 $99,736.00 300 non-exempt Bldg Inspector Spec 1 $38.10 $39.84 $40.48 $41.70 2 $40.11 $41.94 $42.61 $43.89 3 $42.22 $44.15 $44.85 $46.20 4 $44.44 $46.47 $47.21 $48.63 5 $46.78 $8,108.53 $97,302.40 $48.92 $8,479.47 $101,753.60 $49.69 $8,612.93 $103,355.20 $51.19 $8,872.93 $106,475.20 301 non-exempt Code Enforcement Off 1 $34.29 $35.85 $36.41 $37.52 2 $36.09 $37.74 $38.33 $39.49 3 $37.99 $39.73 $40.35 $41.57 4 $39.99 $41.82 $42.47 $43.76 5 $42.09 $7,295.60 $87,547.20 $44.02 $7,630.13 $91,561.60 $44.71 $7,749.73 $92,996.80 $46.06 $7,983.73 $95,804.80 302 non-exempt Program Assistant I 1 $26.51 $27.35 $27.40 $28.22 2 $27.91 $28.79 $28.84 $29.71 3 $29.38 $30.31 $30.36 $31.27 4 $30.93 $31.91 $31.96 $32.92 5 $32.56 $5,643.73 $67,724.80 $33.59 $5,822.27 $69,867.20 $33.64 $5,830.93 $69,971.20 $34.65 $6,006.00 $72,072.00 303 non-exempt Program Assistant II 1 $28.51 $29.41 $29.44 $30.33 2 $30.01 $30.96 $30.99 $31.93 3 $31.59 $32.59 $32.62 $33.61 4 $33.25 $34.30 $34.34 $35.38 5 $35.00 $6,066.67 $72,800.00 $36.10 $6,257.33 $75,088.00 $36.15 $6,266.00 $75,192.00 $37.24 $6,454.93 $77,459.20 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 8 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 304 non-exempt Plans Check Engr 1 $42.38 $43.85 $44.07 $45.39 2 $44.61 $46.16 $46.39 $47.78 3 $46.96 $48.59 $48.83 $50.29 4 $49.43 $51.15 $51.40 $52.94 5 $52.03 $9,018.53 $108,222.40 $53.84 $9,332.27 $111,987.20 $54.10 $9,377.33 $112,528.00 $55.73 $9,659.87 $115,918.40 306 non-exempt Comm Tech 1 $35.92 $36.99 $36.99 $38.11 2 $37.81 $38.94 $38.94 $40.12 3 $39.80 $40.99 $40.99 $42.23 4 $41.89 $43.15 $43.15 $44.45 5 $44.09 $7,642.27 $91,707.20 $45.42 $7,872.80 $94,473.60 $45.42 $7,872.80 $94,473.60 $46.79 $8,110.27 $97,323.20 307 non-exempt Util Syst Oper 1 $47.94 $50.11 $50.89 $52.42 2 $50.46 $52.75 $53.57 $55.18 3 $53.12 $55.53 $56.39 $58.08 4 $55.92 $58.45 $59.36 $61.14 5 $58.86 $10,202.40 $122,428.80 $61.53 $10,665.20 $127,982.40 $62.48 $10,829.87 $129,958.40 $64.36 $11,155.73 $133,868.80 308 non-exempt Instrum Elec 1 $34.16 $35.57 $35.96 $37.05 2 $35.96 $37.44 $37.85 $39.00 3 $37.85 $39.41 $39.84 $41.05 4 $39.84 $41.48 $41.94 $43.21 5 $41.94 $7,269.60 $87,235.20 $43.66 $7,567.73 $90,812.80 $44.15 $7,652.67 $91,832.00 $45.48 $7,883.20 $94,598.40 310 non-exempt Util Engr Estimator 1 $41.03 $42.45 $42.66 $43.95 2 $43.19 $44.68 $44.90 $46.26 3 $45.46 $47.03 $47.26 $48.69 4 $47.85 $49.51 $49.75 $51.25 5 $50.37 $8,730.80 $104,769.60 $52.12 $9,034.13 $108,409.60 $52.37 $9,077.47 $108,929.60 $53.95 $9,351.33 $112,216.00 311 non-exempt Eng Tech I 1 $26.50 $27.69 $28.09 $28.94 2 $27.89 $29.15 $29.57 $30.46 3 $29.36 $30.68 $31.13 $32.06 4 $30.90 $32.29 $32.77 $33.75 5 $32.53 $5,638.53 $67,662.40 $33.99 $5,891.60 $70,699.20 $34.49 $5,978.27 $71,739.20 $35.53 $6,158.53 $73,902.40 312 non-exempt Animal Control Off - L 1 $26.39 $27.27 $27.35 $28.18 2 $27.78 $28.70 $28.79 $29.66 3 $29.24 $30.21 $30.31 $31.22 4 $30.78 $31.80 $31.90 $32.86 5 $32.40 $5,616.00 $67,392.00 $33.47 $5,801.47 $69,617.60 $33.58 $5,820.53 $69,846.40 $34.59 $5,995.60 $71,947.20 313 non-exempt Police Records Specialist I 1 $23.98 $25.13 $25.57 $26.34 2 $25.24 $26.45 $26.92 $27.73 3 $26.57 $27.84 $28.34 $29.19 4 $27.97 $29.31 $29.83 $30.73 5 $29.44 $5,102.93 $61,235.20 $30.85 $5,347.33 $64,168.00 $31.40 $5,442.67 $65,312.00 $32.35 $5,607.33 $67,288.00 314 non-exempt Police Records Specialist II 1 $25.23 $26.45 $26.91 $27.72 2 $26.56 $27.84 $28.33 $29.18 3 $27.96 $29.30 $29.82 $30.72 4 $29.43 $30.84 $31.39 $32.34 5 $30.98 $5,369.87 $64,438.40 $32.46 $5,626.40 $67,516.80 $33.04 $5,726.93 $68,723.20 $34.04 $5,900.27 $70,803.20 Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 9 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 315 non-exempt Public Safety Dispatcher - Lead 1 $40.54 $41.76 $41.76 $43.02 2 $42.67 $43.96 $43.96 $45.28 3 $44.92 $46.27 $46.27 $47.66 4 $47.28 $48.71 $48.71 $50.17 5 $49.77 $8,626.80 $103,521.60 $51.27 $8,886.80 $106,641.60 $51.27 $8,886.80 $106,641.60 $52.81 $9,153.73 $109,844.80 6 $51.02 $52.56 $52.56 $54.14 7 $52.29 $53.86 $53.86 $55.48 316 non-exempt Public Safety Dispatcher II 1 $36.11 $37.21 $37.21 $38.33 2 $38.01 $39.17 $39.17 $40.35 3 $40.01 $41.23 $41.23 $42.47 4 $42.12 $43.40 $43.40 $44.71 5 $44.34 $7,685.60 $92,227.20 $45.68 $7,917.87 $95,014.40 $45.68 $7,917.87 $95,014.40 $47.06 $8,157.07 $97,884.80 6 $45.44 $46.81 $46.81 $48.22 7 $46.58 $47.98 $47.98 $49.42 317 non-exempt Coord Rec Prog 1 $29.88 $31.04 $31.32 $32.27 2 $31.45 $32.67 $32.97 $33.97 3 $33.10 $34.39 $34.71 $35.76 4 $34.84 $36.20 $36.54 $37.64 5 $36.67 $6,356.13 $76,273.60 $38.11 $6,605.73 $79,268.80 $38.46 $6,666.40 $79,996.80 $39.62 $6,867.47 $82,409.60 318 non-exempt Sr Planner 1 $44.39 $46.05 $46.37 $47.76 2 $46.73 $48.47 $48.81 $50.27 3 $49.19 $51.02 $51.38 $52.92 4 $51.78 $53.70 $54.08 $55.71 5 $54.51 $9,448.40 $113,380.80 $56.53 $9,798.53 $117,582.40 $56.93 $9,867.87 $118,414.40 $58.64 $10,164.27 $121,971.20 319 non-exempt Engr Tech III 1 $32.02 $33.45 $33.94 $34.96 2 $33.70 $35.21 $35.73 $36.80 3 $35.47 $37.06 $37.61 $38.74 4 $37.34 $39.01 $39.59 $40.78 5 $39.30 $6,812.00 $81,744.00 $41.06 $7,117.07 $85,404.80 $41.67 $7,222.80 $86,673.60 $42.93 $7,441.20 $89,294.40 320 non-exempt Community Service Officer - Lead 1 $27.89 $29.24 $29.75 $30.65 2 $29.36 $30.78 $31.32 $32.26 3 $30.91 $32.40 $32.97 $33.96 4 $32.54 $34.10 $34.70 $35.75 5 $34.25 $5,936.67 $71,240.00 $35.89 $6,220.93 $74,651.20 $36.53 $6,331.87 $75,982.40 $37.63 $6,522.53 $78,270.40 321 non-exempt Police Records Specialist - Lead 1 $27.00 $28.29 $28.79 $29.68 2 $28.42 $29.78 $30.31 $31.24 3 $29.92 $31.35 $31.91 $32.88 4 $31.49 $33.00 $33.59 $34.61 5 $33.15 $5,746.00 $68,952.00 $34.74 $6,021.60 $72,259.20 $35.36 $6,129.07 $73,548.80 $36.43 $6,314.53 $75,774.40 323 non-exempt Engr Tech II 1 $28.67 $29.95 $30.40 $31.31 2 $30.18 $31.53 $32.00 $32.96 3 $31.77 $33.19 $33.68 $34.69 4 $33.44 $34.94 $35.45 $36.52 5 $35.20 $6,101.33 $73,216.00 $36.78 $6,375.20 $76,502.40 $37.32 $6,468.80 $77,625.60 $38.44 $6,662.93 $79,955.20 325 non-exempt Surveyor, Public Wks 1 $34.89 $36.48 $37.07 $38.18 2 $36.73 $38.40 $39.02 $40.19 3 $38.66 $40.42 $41.07 $42.30 4 $40.69 $42.55 $43.23 $44.53 5 $42.83 $7,423.87 $89,086.40 $44.79 $7,763.60 $93,163.20 $45.50 $7,886.67 $94,640.00 $46.87 $8,124.13 $97,489.60 Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 10 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 326 non-exempt Surveying Asst 1 $32.06 $33.53 $34.06 $35.09 2 $33.75 $35.29 $35.85 $36.94 3 $35.53 $37.15 $37.74 $38.88 4 $37.40 $39.11 $39.73 $40.93 5 $39.37 $6,824.13 $81,889.60 $41.17 $7,136.13 $85,633.60 $41.82 $7,248.80 $86,985.60 $43.08 $7,467.20 $89,606.40 330 non-exempt Asst Engineer 1 $35.10 $36.32 $36.49 $37.59 2 $36.95 $38.23 $38.41 $39.57 3 $38.89 $40.24 $40.43 $41.65 4 $40.94 $42.36 $42.56 $43.84 5 $43.09 $7,468.93 $89,627.20 $44.59 $7,728.93 $92,747.20 $44.80 $7,765.33 $93,184.00 $46.15 $7,999.33 $95,992.00 332 non-exempt Engineer 1 $43.64 $45.17 $45.37 $46.74 2 $45.94 $47.55 $47.76 $49.20 3 $48.36 $50.05 $50.27 $51.79 4 $50.91 $52.68 $52.92 $54.52 5 $53.59 $9,288.93 $111,467.20 $55.45 $9,611.33 $115,336.00 $55.71 $9,656.40 $115,876.80 $57.39 $9,947.60 $119,371.20 333 non-exempt Assoc Engineer 1 $38.75 $40.10 $40.29 $41.50 2 $40.79 $42.21 $42.41 $43.68 3 $42.94 $44.43 $44.64 $45.98 4 $45.20 $46.77 $46.99 $48.40 5 $47.58 $8,247.20 $98,966.40 $49.23 $8,533.20 $102,398.40 $49.46 $8,573.07 $102,876.80 $50.95 $8,831.33 $105,976.00 340 non-exempt Business Analyst 1 $48.82 $51.62 $53.04 $54.63 2 $51.39 $54.34 $55.83 $57.51 3 $54.09 $57.20 $58.77 $60.54 4 $56.94 $60.21 $61.86 $63.73 5 $59.94 $10,389.60 $124,675.20 $63.38 $10,985.87 $131,830.40 $65.12 $11,287.47 $135,449.60 $67.08 $11,627.20 $139,526.40 341 non-exempt Coor Trans Sys Mgmt 1 $36.60 $38.04 $38.38 $39.54 2 $38.53 $40.04 $40.40 $41.62 3 $40.56 $42.15 $42.53 $43.81 4 $42.69 $44.37 $44.77 $46.12 5 $44.94 $7,789.60 $93,475.20 $46.70 $8,094.67 $97,136.00 $47.13 $8,169.20 $98,030.40 $48.55 $8,415.33 $100,984.00 342 non-exempt Coord Pub Wks Proj 1 $34.78 $36.14 $36.46 $37.56 2 $36.61 $38.04 $38.38 $39.54 3 $38.54 $40.04 $40.40 $41.62 4 $40.57 $42.15 $42.53 $43.81 5 $42.70 $7,401.33 $88,816.00 $44.37 $7,690.80 $92,289.60 $44.77 $7,760.13 $93,121.60 $46.12 $7,994.13 $95,929.60 344 non-exempt Coord Utility Proj 1 $37.55 $39.02 $39.38 $40.57 2 $39.53 $41.07 $41.45 $42.70 3 $41.61 $43.23 $43.63 $44.95 4 $43.80 $45.51 $45.93 $47.32 5 $46.11 $7,992.40 $95,908.80 $47.91 $8,304.40 $99,652.80 $48.35 $8,380.67 $100,568.00 $49.81 $8,633.73 $103,604.80 345 non-exempt Electric Project Engineer 1 $49.43 $51.15 $51.39 $52.93 2 $52.03 $53.84 $54.09 $55.72 3 $54.77 $56.67 $56.94 $58.65 4 $57.65 $59.65 $59.94 $61.74 5 $60.68 $10,517.87 $126,214.40 $62.79 $10,883.60 $130,603.20 $63.09 $10,935.60 $131,227.20 $64.99 $11,264.93 $135,179.20 346 non-exempt Management Assistant 1 $30.44 $31.40 $31.45 $32.40 2 $32.04 $33.05 $33.11 $34.10 3 $33.73 $34.79 $34.85 $35.89 4 $35.50 $36.62 $36.68 $37.78 5 $37.37 $6,477.47 $77,729.60 $38.55 $6,682.00 $80,184.00 $38.61 $6,692.40 $80,308.80 $39.77 $6,893.47 $82,721.60 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 11 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 347 non-exempt Planning Arborist 1 $41.76 $43.66 $44.35 $45.70 2 $43.96 $45.96 $46.68 $48.10 3 $46.27 $48.38 $49.14 $50.63 4 $48.70 $50.93 $51.73 $53.29 5 $51.26 $8,885.07 $106,620.80 $53.61 $9,292.40 $111,508.80 $54.45 $9,438.00 $113,256.00 $56.09 $9,722.27 $116,667.20 348 non-exempt Payroll Analyst 1 $29.15 $30.03 $30.03 $30.93 2 $30.68 $31.61 $31.61 $32.56 3 $32.29 $33.27 $33.27 $34.27 4 $33.99 $35.02 $35.02 $36.07 5 $35.78 $6,201.87 $74,422.40 $36.86 $6,389.07 $76,668.80 $36.86 $6,389.07 $76,668.80 $37.97 $6,581.47 $78,977.60 349 non-exempt Project Engineer 1 $46.99 $48.62 $48.83 $50.30 2 $49.46 $51.18 $51.40 $52.95 3 $52.06 $53.87 $54.11 $55.74 4 $54.80 $56.70 $56.96 $58.67 5 $57.68 $9,997.87 $119,974.40 $59.68 $10,344.53 $124,134.40 $59.96 $10,393.07 $124,716.80 $61.76 $10,705.07 $128,460.80 352 non-exempt Planner 1 $38.43 $39.85 $40.15 $41.34 2 $40.45 $41.95 $42.26 $43.52 3 $42.58 $44.16 $44.48 $45.81 4 $44.82 $46.48 $46.82 $48.22 5 $47.18 $8,177.87 $98,134.40 $48.93 $8,481.20 $101,774.40 $49.28 $8,541.87 $102,502.40 $50.76 $8,798.40 $105,580.80 353 non-exempt Assoc Planner 1 $35.94 $37.28 $37.55 $38.68 2 $37.83 $39.24 $39.53 $40.72 3 $39.82 $41.31 $41.61 $42.86 4 $41.92 $43.48 $43.80 $45.12 5 $44.13 $7,649.20 $91,790.40 $45.77 $7,933.47 $95,201.60 $46.10 $7,990.67 $95,888.00 $47.49 $8,231.60 $98,779.20 355 non-exempt Bldg/Plg Technician 1 $29.16 $30.24 $30.45 $31.37 2 $30.69 $31.83 $32.05 $33.02 3 $32.31 $33.51 $33.74 $34.76 4 $34.01 $35.27 $35.52 $36.59 5 $35.80 $6,205.33 $74,464.00 $37.13 $6,435.87 $77,230.40 $37.39 $6,480.93 $77,771.20 $38.52 $6,676.80 $80,121.60 360 non-exempt Sr Buyer 1 $34.87 $35.93 $35.93 $37.02 2 $36.70 $37.82 $37.82 $38.97 3 $38.63 $39.81 $39.81 $41.02 4 $40.66 $41.90 $41.91 $43.18 5 $42.80 $7,418.67 $89,024.00 $44.10 $7,644.00 $91,728.00 $44.12 $7,647.47 $91,769.60 $45.45 $7,878.00 $94,536.00 361 non-exempt Sr Mkt Analyst 1 $43.30 $44.60 $44.60 $45.94 2 $45.58 $46.95 $46.95 $48.36 3 $47.98 $49.42 $49.42 $50.91 4 $50.50 $52.02 $52.02 $53.59 5 $53.16 $9,214.40 $110,572.80 $54.76 $9,491.73 $113,900.80 $54.76 $9,491.73 $113,900.80 $56.41 $9,777.73 $117,332.80 362 non-exempt Technologist 1 $48.82 $51.62 $53.04 $54.63 2 $51.39 $54.34 $55.83 $57.51 3 $54.09 $57.20 $58.77 $60.54 4 $56.94 $60.21 $61.86 $63.73 5 $59.94 $10,389.60 $124,675.20 $63.38 $10,985.87 $131,830.40 $65.12 $11,287.47 $135,449.60 $67.08 $11,627.20 $139,526.40 363 non-exempt Util Key Acct Rep 1 $40.16 $41.35 $41.35 $42.61 2 $42.27 $43.53 $43.53 $44.85 3 $44.49 $45.82 $45.82 $47.21 4 $46.83 $48.23 $48.23 $49.69 5 $49.29 $8,543.60 $102,523.20 $50.77 $8,800.13 $105,601.60 $50.77 $8,800.13 $105,601.60 $52.30 $9,065.33 $108,784.00 Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 12 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 365 non-exempt Industrial Waste Technician 1 $28.58 $29.85 $30.27 $31.19 2 $30.08 $31.42 $31.86 $32.83 3 $31.66 $33.07 $33.54 $34.56 4 $33.33 $34.81 $35.31 $36.38 5 $35.08 $6,080.53 $72,966.40 $36.64 $6,350.93 $76,211.20 $37.17 $6,442.80 $77,313.60 $38.29 $6,636.93 $79,643.20 366 non-exempt Restoration Lead 1 $33.39 $34.98 $35.60 $36.67 2 $35.15 $36.82 $37.47 $38.60 3 $37.00 $38.76 $39.44 $40.63 4 $38.95 $40.80 $41.52 $42.77 5 $41.00 $7,106.67 $85,280.00 $42.95 $7,444.67 $89,336.00 $43.70 $7,574.67 $90,896.00 $45.02 $7,803.47 $93,641.60 368 non-exempt Program Coordinator 1 $27.96 $29.06 $29.33 $30.21 2 $29.43 $30.59 $30.87 $31.80 3 $30.98 $32.20 $32.49 $33.47 4 $32.61 $33.89 $34.20 $35.23 5 $34.33 $5,950.53 $71,406.40 $35.67 $6,182.80 $74,193.60 $36.00 $6,240.00 $74,880.00 $37.08 $6,427.20 $77,126.40 369 non-exempt Meter Shop Lead 1 $29.29 $30.64 $31.14 $32.07 2 $30.83 $32.25 $32.78 $33.76 3 $32.45 $33.95 $34.50 $35.54 4 $34.16 $35.74 $36.32 $37.41 5 $35.96 $6,233.07 $74,796.80 $37.62 $6,520.80 $78,249.60 $38.23 $6,626.53 $79,518.40 $39.38 $6,825.87 $81,910.40 370 non-exempt Bldg Serviceperson 1 $21.10 $21.98 $22.24 $22.90 2 $22.21 $23.14 $23.41 $24.10 3 $23.38 $24.36 $24.64 $25.37 4 $24.61 $25.64 $25.94 $26.71 5 $25.91 $4,491.07 $53,892.80 $26.99 $4,678.27 $56,139.20 $27.30 $4,732.00 $56,784.00 $28.12 $4,874.13 $58,489.60 371 non-exempt Bldg Serviceperson-L 1 $22.59 $23.54 $23.80 $24.52 2 $23.78 $24.78 $25.05 $25.81 3 $25.03 $26.08 $26.37 $27.17 4 $26.35 $27.45 $27.76 $28.60 5 $27.74 $4,808.27 $57,699.20 $28.89 $5,007.60 $60,091.20 $29.22 $5,064.80 $60,777.60 $30.10 $5,217.33 $62,608.00 373 non-exempt Facilities Maint-L 1 $38.90 $41.68 $42.84 $44.13 2 $40.95 $43.87 $45.09 $46.45 3 $43.11 $46.18 $47.46 $48.89 4 $45.38 $48.61 $49.96 $51.46 5 $47.77 $8,280.13 $99,361.60 $51.17 $8,869.47 $106,433.60 $52.59 $9,115.60 $109,387.20 $54.17 $9,389.47 $112,673.60 374 non-exempt Facilities Carpenter 1 $30.11 $31.85 $32.75 $33.73 2 $31.69 $33.53 $34.47 $35.50 3 $33.36 $35.29 $36.28 $37.37 4 $35.12 $37.15 $38.19 $39.34 5 $36.97 $6,408.13 $76,897.60 $39.11 $6,779.07 $81,348.80 $40.20 $6,968.00 $83,616.00 $41.41 $7,177.73 $86,132.80 375 non-exempt Facilities Elect 1 $30.02 $31.26 $31.61 $32.56 2 $31.60 $32.90 $33.27 $34.27 3 $33.26 $34.63 $35.02 $36.07 4 $35.01 $36.45 $36.86 $37.97 5 $36.85 $6,387.33 $76,648.00 $38.37 $6,650.80 $79,809.60 $38.80 $6,725.33 $80,704.00 $39.97 $6,928.13 $83,137.60 376 non-exempt Facilities Tech 1 $30.11 $31.85 $32.75 $33.73 2 $31.69 $33.53 $34.47 $35.50 3 $33.36 $35.29 $36.28 $37.37 4 $35.12 $37.15 $38.19 $39.34 5 $36.97 $6,408.13 $76,897.60 $39.11 $6,779.07 $81,348.80 $40.20 $6,968.00 $83,616.00 $41.41 $7,177.73 $86,132.80 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 13 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 377 non-exempt Facilities Painter 1 $30.11 $31.85 $32.75 $33.73 2 $31.69 $33.53 $34.47 $35.50 3 $33.36 $35.29 $36.28 $37.37 4 $35.12 $37.15 $38.19 $39.34 5 $36.97 $6,408.13 $76,897.60 $39.11 $6,779.07 $81,348.80 $40.20 $6,968.00 $83,616.00 $41.41 $7,177.73 $86,132.80 381 non-exempt Motor Equip Mech-L 1 $35.06 $36.11 $36.11 $37.21 2 $36.91 $38.01 $38.01 $39.17 3 $38.85 $40.01 $40.01 $41.23 4 $40.89 $42.12 $42.12 $43.40 5 $43.04 $7,460.27 $89,523.20 $44.34 $7,685.60 $92,227.20 $44.34 $7,685.60 $92,227.20 $45.68 $7,917.87 $95,014.40 383 non-exempt Fleet Svcs Coord 1 $28.97 $29.84 $29.84 $30.73 2 $30.49 $31.41 $31.41 $32.35 3 $32.09 $33.06 $33.06 $34.05 4 $33.78 $34.80 $34.80 $35.84 5 $35.56 $6,163.73 $73,964.80 $36.63 $6,349.20 $76,190.40 $36.63 $6,349.20 $76,190.40 $37.73 $6,539.87 $78,478.40 384 non-exempt Mobile Service Tech 1 $34.41 $35.44 $35.44 $36.52 2 $36.22 $37.31 $37.31 $38.44 3 $38.13 $39.27 $39.27 $40.46 4 $40.14 $41.34 $41.34 $42.59 5 $42.25 $7,323.33 $87,880.00 $43.52 $7,543.47 $90,521.60 $43.52 $7,543.47 $90,521.60 $44.83 $7,770.53 $93,246.40 385 non-exempt Senior Fleet Services Coordinator 1 $33.27 $34.27 $34.27 $35.29 2 $35.02 $36.07 $36.07 $37.15 3 $36.86 $37.97 $37.97 $39.11 4 $38.80 $39.97 $39.97 $41.17 5 $40.84 $7,078.93 $84,947.20 $42.07 $7,292.13 $87,505.60 $42.07 $7,292.13 $87,505.60 $43.34 $7,512.27 $90,147.20 390 non-exempt Heavy Equip Oper 1 $31.49 $33.26 $34.13 $35.15 2 $33.15 $35.01 $35.93 $37.00 3 $34.89 $36.85 $37.82 $38.95 4 $36.73 $38.79 $39.81 $41.00 5 $38.66 $6,701.07 $80,412.80 $40.83 $7,077.20 $84,926.40 $41.90 $7,262.67 $87,152.00 $43.16 $7,481.07 $89,772.80 391 non-exempt Heavy Equip Oper-L 1 $33.68 $35.58 $36.50 $37.60 2 $35.45 $37.45 $38.42 $39.58 3 $37.32 $39.42 $40.44 $41.66 4 $39.28 $41.49 $42.57 $43.85 5 $41.35 $7,167.33 $86,008.00 $43.67 $7,569.47 $90,833.60 $44.81 $7,767.07 $93,204.80 $46.16 $8,001.07 $96,012.80 392 non-exempt St Sweeper Op 1 $27.76 $29.32 $30.08 $30.98 2 $29.22 $30.86 $31.66 $32.61 3 $30.76 $32.48 $33.33 $34.33 4 $32.38 $34.19 $35.08 $36.14 5 $34.08 $5,907.20 $70,886.40 $35.99 $6,238.27 $74,859.20 $36.93 $6,401.20 $76,814.40 $38.04 $6,593.60 $79,123.20 396 non-exempt Equip Operator 1 $27.81 $29.37 $30.13 $31.04 2 $29.27 $30.92 $31.72 $32.67 3 $30.81 $32.55 $33.39 $34.39 4 $32.43 $34.26 $35.15 $36.20 5 $34.14 $5,917.60 $71,011.20 $36.06 $6,250.40 $75,004.80 $37.00 $6,413.33 $76,960.00 $38.11 $6,605.73 $79,268.80 397 non-exempt Equip Operator - Lead 1 $29.75 $31.43 $32.24 $33.21 2 $31.32 $33.08 $33.94 $34.96 3 $32.97 $34.82 $35.73 $36.80 4 $34.70 $36.65 $37.61 $38.74 5 $36.53 $6,331.87 $75,982.40 $38.58 $6,687.20 $80,246.40 $39.59 $6,862.27 $82,347.20 $40.78 $7,068.53 $84,822.40 Salaray Effective 7/08/2017 (PP15:2016)Salary Effective 12/09/17 (PP26:2016)Job Code FLSA Job Title Steps Salary Effective 4/16/2016 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 14 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 398 non-exempt Geographic Inform Syst Specialist 1 $40.98 $43.34 $44.53 $45.88 2 $43.14 $45.62 $46.87 $48.29 3 $45.41 $48.02 $49.34 $50.83 4 $47.80 $50.55 $51.94 $53.50 5 $50.32 $8,722.13 $104,665.60 $53.21 $9,223.07 $110,676.80 $54.67 $9,476.13 $113,713.60 $56.32 $9,762.13 $117,145.60 399 non-exempt Emergency Med Svs Data Specialist 1 $28.03 $28.90 $28.94 $29.81 2 $29.50 $30.42 $30.46 $31.38 3 $31.05 $32.02 $32.06 $33.03 4 $32.68 $33.71 $33.75 $34.77 5 $34.40 $5,962.67 $71,552.00 $35.48 $6,149.87 $73,798.40 $35.53 $6,158.53 $73,902.40 $36.60 $6,344.00 $76,128.00 405 non-exempt St Maint Asst 1 $23.72 $24.84 $25.28 $26.04 2 $24.97 $26.15 $26.61 $27.41 3 $26.28 $27.53 $28.01 $28.85 4 $27.66 $28.98 $29.48 $30.37 5 $29.12 $5,047.47 $60,569.60 $30.50 $5,286.67 $63,440.00 $31.03 $5,378.53 $64,542.40 $31.97 $5,541.47 $66,497.60 406 non-exempt Traf Cont Maint I 1 $27.76 $29.08 $29.58 $30.47 2 $29.22 $30.61 $31.14 $32.07 3 $30.76 $32.22 $32.78 $33.76 4 $32.38 $33.92 $34.50 $35.54 5 $34.08 $5,907.20 $70,886.40 $35.70 $6,188.00 $74,256.00 $36.32 $6,295.47 $75,545.60 $37.41 $6,484.40 $77,812.80 407 non-exempt Traf Cont Maint-L 1 $29.70 $31.11 $31.65 $32.60 2 $31.26 $32.75 $33.32 $34.32 3 $32.91 $34.47 $35.07 $36.13 4 $34.64 $36.28 $36.92 $38.03 5 $36.46 $6,319.73 $75,836.80 $38.19 $6,619.60 $79,435.20 $38.86 $6,735.73 $80,828.80 $40.03 $6,938.53 $83,262.40 408 non-exempt Cement Finisher 1 $30.11 $31.85 $32.75 $33.73 2 $31.69 $33.53 $34.47 $35.50 3 $33.36 $35.29 $36.28 $37.37 4 $35.12 $37.15 $38.19 $39.34 5 $36.97 $6,408.13 $76,897.60 $39.11 $6,779.07 $81,348.80 $40.20 $6,968.00 $83,616.00 $41.41 $7,177.73 $86,132.80 409 non-exempt Cement Finisher Lead 1 $32.21 $34.08 $35.03 $36.08 2 $33.91 $35.87 $36.87 $37.98 3 $35.69 $37.76 $38.81 $39.98 4 $37.57 $39.75 $40.85 $42.08 5 $39.55 $6,855.33 $82,264.00 $41.84 $7,252.27 $87,027.20 $43.00 $7,453.33 $89,440.00 $44.29 $7,676.93 $92,123.20 412 non-exempt Traf Cont Maint Ii 1 $25.70 $26.92 $27.39 $28.22 2 $27.05 $28.34 $28.83 $29.70 3 $28.47 $29.83 $30.35 $31.26 4 $29.97 $31.40 $31.95 $32.91 5 $31.55 $5,468.67 $65,624.00 $33.05 $5,728.67 $68,744.00 $33.63 $5,829.20 $69,950.40 $34.64 $6,004.27 $72,051.20 413 non-exempt Landfill Technician 1 $34.91 $36.47 $37.01 $38.13 2 $36.75 $38.39 $38.96 $40.14 3 $38.68 $40.41 $41.01 $42.25 4 $40.72 $42.54 $43.17 $44.47 5 $42.86 $7,429.07 $89,148.80 $44.78 $7,761.87 $93,142.40 $45.44 $7,876.27 $94,515.20 $46.81 $8,113.73 $97,364.80 415 non-exempt Cust Srv Specialist-L 1 $30.55 $31.47 $31.47 $32.40 2 $32.16 $33.13 $33.13 $34.11 3 $33.85 $34.87 $34.87 $35.91 4 $35.63 $36.70 $36.70 $37.80 5 $37.50 $6,500.00 $78,000.00 $38.63 $6,695.87 $80,350.40 $38.63 $6,695.87 $80,350.40 $39.79 $6,896.93 $82,763.20 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 15 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 430 non-exempt Tree Trim/Ln Clr 1 $28.48 $29.60 $29.89 $30.78 2 $29.98 $31.16 $31.46 $32.40 3 $31.56 $32.80 $33.12 $34.11 4 $33.22 $34.53 $34.86 $35.91 5 $34.97 $6,061.47 $72,737.60 $36.35 $6,300.67 $75,608.00 $36.69 $6,359.60 $76,315.20 $37.80 $6,552.00 $78,624.00 431 non-exempt Tree Trim/Ln Clr-L 1 $30.46 $31.67 $31.98 $32.94 2 $32.06 $33.34 $33.66 $34.67 3 $33.75 $35.09 $35.43 $36.49 4 $35.53 $36.94 $37.29 $38.41 5 $37.40 $6,482.67 $77,792.00 $38.88 $6,739.20 $80,870.40 $39.25 $6,803.33 $81,640.00 $40.43 $7,007.87 $84,094.40 432 non-exempt Tree Trm/Ln Clr Asst 1 $26.84 $27.90 $28.17 $29.01 2 $28.25 $29.37 $29.65 $30.54 3 $29.74 $30.92 $31.21 $32.15 4 $31.31 $32.55 $32.85 $33.84 5 $32.96 $5,713.07 $68,556.80 $34.26 $5,938.40 $71,260.80 $34.58 $5,993.87 $71,926.40 $35.62 $6,174.13 $74,089.60 434 non-exempt Tree Maintenance Specialist 1 $28.93 $30.07 $30.36 $31.27 2 $30.45 $31.65 $31.96 $32.92 3 $32.05 $33.32 $33.64 $34.65 4 $33.74 $35.07 $35.41 $36.47 5 $35.52 $6,156.80 $73,881.60 $36.92 $6,399.47 $76,793.60 $37.27 $6,460.13 $77,521.60 $38.39 $6,654.27 $79,851.20 435 non-exempt Tree Maint Asst 1 $24.80 $25.77 $26.01 $26.81 2 $26.10 $27.13 $27.38 $28.22 3 $27.47 $28.56 $28.82 $29.70 4 $28.92 $30.06 $30.34 $31.26 5 $30.44 $5,276.27 $63,315.20 $31.64 $5,484.27 $65,811.20 $31.94 $5,536.27 $66,435.20 $32.90 $5,702.67 $68,432.00 451 non-exempt Park Maint Person 1 $25.70 $26.55 $26.64 $27.45 2 $27.05 $27.95 $28.04 $28.89 3 $28.47 $29.42 $29.52 $30.41 4 $29.97 $30.97 $31.07 $32.01 5 $31.55 $5,468.67 $65,624.00 $32.60 $5,650.67 $67,808.00 $32.70 $5,668.00 $68,016.00 $33.69 $5,839.60 $70,075.20 452 non-exempt Park Maint - Lead 1 $29.79 $30.78 $30.88 $31.82 2 $31.36 $32.40 $32.50 $33.49 3 $33.01 $34.11 $34.21 $35.25 4 $34.75 $35.90 $36.01 $37.10 5 $36.58 $6,340.53 $76,086.40 $37.79 $6,550.27 $78,603.20 $37.91 $6,571.07 $78,852.80 $39.05 $6,768.67 $81,224.00 460 non-exempt Parks/Golf Crew-Lead 1 $27.96 $28.90 $28.98 $29.86 2 $29.43 $30.42 $30.50 $31.43 3 $30.98 $32.02 $32.11 $33.08 4 $32.61 $33.70 $33.80 $34.82 5 $34.33 $5,950.53 $71,406.40 $35.47 $6,148.13 $73,777.60 $35.58 $6,167.20 $74,006.40 $36.65 $6,352.67 $76,232.00 461 non-exempt Sprinkler Sys Repr 1 $26.14 $27.00 $27.08 $27.89 2 $27.52 $28.42 $28.51 $29.36 3 $28.97 $29.92 $30.01 $30.91 4 $30.49 $31.49 $31.59 $32.54 5 $32.09 $5,562.27 $66,747.20 $33.15 $5,746.00 $68,952.00 $33.25 $5,763.33 $69,160.00 $34.25 $5,936.67 $71,240.00 462 non-exempt Field Service Pers WGW 1 $27.89 $29.51 $30.31 $31.23 2 $29.36 $31.06 $31.91 $32.87 3 $30.91 $32.69 $33.59 $34.60 4 $32.54 $34.41 $35.36 $36.42 5 $34.25 $5,936.67 $71,240.00 $36.22 $6,278.13 $75,337.60 $37.22 $6,451.47 $77,417.60 $38.34 $6,645.60 $79,747.20 Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 16 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 463 non-exempt Gas System Tech II 1 $31.91 $33.74 $34.68 $35.72 2 $33.59 $35.52 $36.50 $37.60 3 $35.36 $37.39 $38.42 $39.58 4 $37.22 $39.36 $40.44 $41.66 5 $39.18 $6,791.20 $81,494.40 $41.43 $7,181.20 $86,174.40 $42.57 $7,378.80 $88,545.60 $43.85 $7,600.67 $91,208.00 464 non-exempt Cathodic Protection Tech Assistant 1 $33.56 $35.49 $36.47 $37.57 2 $35.33 $37.36 $38.39 $39.55 3 $37.19 $39.33 $40.41 $41.63 4 $39.15 $41.40 $42.54 $43.82 5 $41.21 $7,143.07 $85,716.80 $43.58 $7,553.87 $90,646.40 $44.78 $7,761.87 $93,142.40 $46.13 $7,995.87 $95,950.40 479 non-exempt Util Install/Rep-L 1 $36.31 $38.39 $39.44 $40.64 2 $38.22 $40.41 $41.52 $42.78 3 $40.23 $42.54 $43.71 $45.03 4 $42.35 $44.78 $46.01 $47.40 5 $44.58 $7,727.20 $92,726.40 $47.14 $8,170.93 $98,051.20 $48.43 $8,394.53 $100,734.40 $49.89 $8,647.60 $103,771.20 480 non-exempt Util Install/Rep 1 $33.27 $35.18 $36.15 $37.24 2 $35.02 $37.03 $38.05 $39.20 3 $36.86 $38.98 $40.05 $41.26 4 $38.80 $41.03 $42.16 $43.43 5 $40.84 $7,078.93 $84,947.20 $43.19 $7,486.27 $89,835.20 $44.38 $7,692.53 $92,310.40 $45.72 $7,924.80 $95,097.60 481 non-exempt Util Install/Rep Ast 1 $28.22 $29.84 $30.66 $31.58 2 $29.70 $31.41 $32.27 $33.24 3 $31.26 $33.06 $33.97 $34.99 4 $32.91 $34.80 $35.76 $36.83 5 $34.64 $6,004.27 $72,051.20 $36.63 $6,349.20 $76,190.40 $37.64 $6,524.27 $78,291.20 $38.77 $6,720.13 $80,641.60 482 non-exempt Water Meter Rep Asst 1 $24.06 $25.18 $25.57 $26.34 2 $25.33 $26.50 $26.92 $27.73 3 $26.66 $27.89 $28.34 $29.19 4 $28.06 $29.36 $29.83 $30.73 5 $29.54 $5,120.27 $61,443.20 $30.90 $5,356.00 $64,272.00 $31.40 $5,442.67 $65,312.00 $32.35 $5,607.33 $67,288.00 484 non-exempt Water Meter Repair 1 $26.65 $27.88 $28.33 $29.18 2 $28.05 $29.35 $29.82 $30.72 3 $29.53 $30.89 $31.39 $32.34 4 $31.08 $32.52 $33.04 $34.04 5 $32.72 $5,671.47 $68,057.60 $34.23 $5,933.20 $71,198.40 $34.78 $6,028.53 $72,342.40 $35.83 $6,210.53 $74,526.40 486 non-exempt Util Fld Svcs Rep 1 $34.12 $36.09 $37.08 $38.19 2 $35.92 $37.99 $39.03 $40.20 3 $37.81 $39.99 $41.08 $42.32 4 $39.80 $42.09 $43.24 $44.55 5 $41.89 $7,260.93 $87,131.20 $44.30 $7,678.67 $92,144.00 $45.52 $7,890.13 $94,681.60 $46.89 $8,127.60 $97,531.20 489 non-exempt Gas System Tech 1 $30.39 $32.14 $33.01 $34.01 2 $31.99 $33.83 $34.75 $35.80 3 $33.67 $35.61 $36.58 $37.68 4 $35.44 $37.48 $38.50 $39.66 5 $37.31 $6,467.07 $77,604.80 $39.45 $6,838.00 $82,056.00 $40.53 $7,025.20 $84,302.40 $41.75 $7,236.67 $86,840.00 499 non-exempt Water Sys Oper I 1 $28.98 $29.86 $29.86 $30.75 2 $30.50 $31.43 $31.43 $32.37 3 $32.11 $33.08 $33.08 $34.07 4 $33.80 $34.82 $34.82 $35.86 5 $35.58 $6,167.20 $74,006.40 $36.65 $6,352.67 $76,232.00 $36.65 $6,352.67 $76,232.00 $37.75 $6,543.33 $78,520.00 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 17 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 500 non-exempt WQC Plt Oper I 1 $30.41 $31.32 $31.32 $32.26 2 $32.01 $32.97 $32.97 $33.96 3 $33.69 $34.70 $34.70 $35.75 4 $35.46 $36.53 $36.53 $37.63 5 $37.33 $6,470.53 $77,646.40 $38.45 $6,664.67 $79,976.00 $38.45 $6,664.67 $79,976.00 $39.61 $6,865.73 $82,388.80 501 non-exempt Sr Water Sys Oper 1 $37.55 $38.68 $38.68 $39.84 2 $39.53 $40.72 $40.72 $41.94 3 $41.61 $42.86 $42.86 $44.15 4 $43.80 $45.12 $45.12 $46.47 5 $46.10 $7,990.67 $95,888.00 $47.49 $8,231.60 $98,779.20 $47.49 $8,231.60 $98,779.20 $48.92 $8,479.47 $101,753.60 502 non-exempt Chemist 1 $35.11 $36.20 $36.21 $37.30 2 $36.96 $38.10 $38.12 $39.26 3 $38.90 $40.10 $40.13 $41.33 4 $40.95 $42.21 $42.24 $43.51 5 $43.10 $7,470.67 $89,648.00 $44.43 $7,701.20 $92,414.40 $44.46 $7,706.40 $92,476.80 $45.80 $7,938.67 $95,264.00 503 non-exempt Laboratory Tech Wqc 1 $31.40 $32.37 $32.40 $33.36 2 $33.05 $34.07 $34.10 $35.12 3 $34.79 $35.86 $35.89 $36.97 4 $36.62 $37.75 $37.78 $38.92 5 $38.55 $6,682.00 $80,184.00 $39.74 $6,888.27 $82,659.20 $39.77 $6,893.47 $82,721.60 $40.97 $7,101.47 $85,217.60 504 non-exempt Sr Mech 1 $37.13 $38.24 $38.24 $39.39 2 $39.08 $40.25 $40.25 $41.46 3 $41.14 $42.37 $42.37 $43.64 4 $43.30 $44.60 $44.60 $45.94 5 $45.58 $7,900.53 $94,806.40 $46.95 $8,138.00 $97,656.00 $46.95 $8,138.00 $97,656.00 $48.36 $8,382.40 $100,588.80 506 non-exempt Sr Operator Wqc 1 $39.40 $40.58 $40.58 $41.80 2 $41.47 $42.72 $42.72 $44.00 3 $43.65 $44.97 $44.97 $46.32 4 $45.95 $47.34 $47.34 $48.76 5 $48.37 $8,384.13 $100,609.60 $49.83 $8,637.20 $103,646.40 $49.83 $8,637.20 $103,646.40 $51.33 $8,897.20 $106,766.40 507 non-exempt Water Sys Oper II 1 $33.12 $34.11 $34.11 $35.12 2 $34.86 $35.90 $35.90 $36.97 3 $36.69 $37.79 $37.79 $38.92 4 $38.62 $39.78 $39.78 $40.97 5 $40.65 $7,046.00 $84,552.00 $41.87 $7,257.47 $87,089.60 $41.87 $7,257.47 $87,089.60 $43.13 $7,475.87 $89,710.40 508 non-exempt Ind Waste Inspec 1 $31.65 $33.06 $33.54 $34.56 2 $33.32 $34.80 $35.30 $36.38 3 $35.07 $36.63 $37.16 $38.29 4 $36.92 $38.56 $39.12 $40.30 5 $38.86 $6,735.73 $80,828.80 $40.59 $7,035.60 $84,427.20 $41.18 $7,137.87 $85,654.40 $42.42 $7,352.80 $88,233.60 509 non-exempt WQC Plt Oper II 1 $34.74 $35.78 $35.78 $36.86 2 $36.57 $37.66 $37.66 $38.80 3 $38.49 $39.64 $39.64 $40.84 4 $40.52 $41.73 $41.73 $42.99 5 $42.65 $7,392.67 $88,712.00 $43.93 $7,614.53 $91,374.40 $43.93 $7,614.53 $91,374.40 $45.25 $7,843.33 $94,120.00 510 non-exempt WQC Plt Oper Trn 1 $26.77 $27.57 $27.57 $28.41 2 $28.18 $29.02 $29.02 $29.90 3 $29.66 $30.55 $30.55 $31.47 4 $31.22 $32.16 $32.16 $33.13 5 $32.86 $5,695.73 $68,348.80 $33.85 $5,867.33 $70,408.00 $33.85 $5,867.33 $70,408.00 $34.87 $6,044.13 $72,529.60 Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 18 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 512 non-exempt Sr Instrum Elect 1 $37.31 $38.85 $39.27 $40.46 2 $39.27 $40.89 $41.34 $42.59 3 $41.34 $43.04 $43.52 $44.83 4 $43.52 $45.31 $45.81 $47.19 5 $45.81 $7,940.40 $95,284.80 $47.69 $8,266.27 $99,195.20 $48.22 $8,358.13 $100,297.60 $49.67 $8,609.47 $103,313.60 513 non-exempt Plans Examiner 1 $36.22 $37.88 $38.48 $39.63 2 $38.13 $39.87 $40.51 $41.72 3 $40.14 $41.97 $42.64 $43.92 4 $42.25 $44.18 $44.88 $46.23 5 $44.47 $7,708.13 $92,497.60 $46.51 $8,061.73 $96,740.80 $47.24 $8,188.27 $98,259.20 $48.66 $8,434.40 $101,212.80 514 non-exempt Development Project Coordinator I 1 $27.42 $28.67 $29.13 $30.01 2 $28.86 $30.18 $30.66 $31.59 3 $30.38 $31.77 $32.27 $33.25 4 $31.98 $33.44 $33.97 $35.00 5 $33.66 $5,834.40 $70,012.80 $35.20 $6,101.33 $73,216.00 $35.76 $6,198.40 $74,380.80 $36.84 $6,385.60 $76,627.20 515 non-exempt Development Project Coordinator II 1 $31.15 $32.59 $33.10 $34.09 2 $32.79 $34.30 $34.84 $35.88 3 $34.52 $36.10 $36.67 $37.77 4 $36.34 $38.00 $38.60 $39.76 5 $38.25 $6,630.00 $79,560.00 $40.00 $6,933.33 $83,200.00 $40.63 $7,042.53 $84,510.40 $41.85 $7,254.00 $87,048.00 516 non-exempt Development Project Coordinator III 1 $34.36 $35.93 $36.50 $37.60 2 $36.17 $37.82 $38.42 $39.58 3 $38.07 $39.81 $40.44 $41.66 4 $40.07 $41.90 $42.57 $43.85 5 $42.18 $7,311.20 $87,734.40 $44.11 $7,645.73 $91,748.80 $44.81 $7,767.07 $93,204.80 $46.16 $8,001.07 $96,012.80 517 non-exempt Plant Mechanic 1 $34.53 $35.58 $35.58 $36.64 2 $36.35 $37.45 $37.45 $38.57 3 $38.26 $39.42 $39.42 $40.60 4 $40.27 $41.49 $41.49 $42.74 5 $42.39 $7,347.60 $88,171.20 $43.67 $7,569.47 $90,833.60 $43.67 $7,569.47 $90,833.60 $44.99 $7,798.27 $93,579.20 528 non-exempt Lnper/Cbl Spl-Appren 1 $36.77 $38.45 $39.04 $40.21 2 $38.71 $40.47 $41.09 $42.33 3 $40.75 $42.60 $43.25 $44.56 4 $42.89 $44.84 $45.53 $46.90 5 $45.15 $7,826.00 $93,912.00 $47.20 $8,181.33 $98,176.00 $47.93 $8,307.87 $99,694.40 $49.37 $8,557.47 $102,689.60 529 non-exempt Electrician-Appren 1 $34.30 $35.70 $36.10 $37.18 2 $36.10 $37.58 $38.00 $39.14 3 $38.00 $39.56 $40.00 $41.20 4 $40.00 $41.64 $42.10 $43.37 5 $42.10 $7,297.33 $87,568.00 $43.83 $7,597.20 $91,166.40 $44.32 $7,682.13 $92,185.60 $45.65 $7,912.67 $94,952.00 530 non-exempt Electrician 1 $36.23 $37.72 $38.14 $39.28 2 $38.14 $39.70 $40.15 $41.35 3 $40.15 $41.79 $42.26 $43.53 4 $42.26 $43.99 $44.48 $45.82 5 $44.48 $7,709.87 $92,518.40 $46.31 $8,027.07 $96,324.80 $46.82 $8,115.47 $97,385.60 $48.23 $8,359.87 $100,318.40 531 non-exempt Lineperson/Cable Spl-T 1 $40.78 $42.63 $43.29 $44.59 2 $42.93 $44.87 $45.57 $46.94 3 $45.19 $47.23 $47.97 $49.41 4 $47.57 $49.72 $50.49 $52.01 5 $50.07 $8,678.80 $104,145.60 $52.34 $9,072.27 $108,867.20 $53.15 $9,212.67 $110,552.00 $54.75 $9,490.00 $113,880.00 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 19 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 532 non-exempt Lineperson/Cable Spl-TL 1 $43.61 $45.59 $46.30 $47.69 2 $45.91 $47.99 $48.74 $50.20 3 $48.33 $50.52 $51.30 $52.84 4 $50.87 $53.18 $54.00 $55.62 5 $53.55 $9,282.00 $111,384.00 $55.98 $9,703.20 $116,438.40 $56.84 $9,852.27 $118,227.20 $58.55 $10,148.67 $121,784.00 533 non-exempt Elec Asst I 1 $27.09 $28.22 $28.53 $29.39 2 $28.52 $29.70 $30.03 $30.94 3 $30.02 $31.26 $31.61 $32.57 4 $31.60 $32.90 $33.27 $34.28 5 $33.26 $5,765.07 $69,180.80 $34.63 $6,002.53 $72,030.40 $35.02 $6,070.13 $72,841.60 $36.08 $6,253.87 $75,046.40 535 non-exempt Electrician-Lead 1 $38.79 $40.38 $40.83 $42.07 2 $40.83 $42.51 $42.98 $44.28 3 $42.98 $44.75 $45.24 $46.61 4 $45.24 $47.10 $47.62 $49.06 5 $47.62 $8,254.13 $99,049.60 $49.58 $8,593.87 $103,126.40 $50.13 $8,689.20 $104,270.40 $51.64 $8,950.93 $107,411.20 536 non-exempt Cathodic Tech 1 $41.21 $43.59 $44.77 $46.12 2 $43.38 $45.88 $47.13 $48.55 3 $45.66 $48.29 $49.61 $51.10 4 $48.06 $50.83 $52.22 $53.79 5 $50.59 $8,768.93 $105,227.20 $53.50 $9,273.33 $111,280.00 $54.97 $9,528.13 $114,337.60 $56.62 $9,814.13 $117,769.60 541 non-exempt Lineper/Cable Spl 1 $42.81 $44.75 $45.45 $46.83 2 $45.06 $47.11 $47.84 $49.29 3 $47.43 $49.59 $50.36 $51.88 4 $49.93 $52.20 $53.01 $54.61 5 $52.56 $9,110.40 $109,324.80 $54.95 $9,524.67 $114,296.00 $55.80 $9,672.00 $116,064.00 $57.48 $9,963.20 $119,558.40 542 non-exempt Lineper/Cable Spl-L 1 $45.82 $47.90 $48.63 $50.09 2 $48.23 $50.42 $51.19 $52.73 3 $50.77 $53.07 $53.88 $55.51 4 $53.44 $55.86 $56.72 $58.43 5 $56.25 $9,750.00 $117,000.00 $58.80 $10,192.00 $122,304.00 $59.71 $10,349.73 $124,196.80 $61.51 $10,661.73 $127,940.80 543 non-exempt Overhead Underground Troubleman 1 $44.98 $47.03 $47.75 $49.18 2 $47.35 $49.50 $50.26 $51.77 3 $49.84 $52.10 $52.91 $54.49 4 $52.46 $54.84 $55.69 $57.36 5 $55.22 $9,571.47 $114,857.60 $57.73 $10,006.53 $120,078.40 $58.62 $10,160.80 $121,929.60 $60.38 $10,465.87 $125,590.40 544 non-exempt Sr Industrial Waste Investigator 1 $38.05 $39.75 $40.33 $41.53 2 $40.05 $41.84 $42.45 $43.72 3 $42.16 $44.04 $44.68 $46.02 4 $44.38 $46.36 $47.03 $48.44 5 $46.72 $8,098.13 $97,177.60 $48.80 $8,458.67 $101,504.00 $49.50 $8,580.00 $102,960.00 $50.99 $8,838.27 $106,059.20 545 non-exempt Street Light, Traffic Signal and Fiber – Apprentice 1 $36.54 $38.19 $38.78 $39.95 2 $38.46 $40.20 $40.82 $42.05 3 $40.48 $42.32 $42.97 $44.26 4 $42.61 $44.55 $45.23 $46.59 5 $44.85 $7,774.00 $93,288.00 $46.89 $8,127.60 $97,531.20 $47.61 $8,252.40 $99,028.80 $49.04 $8,500.27 $102,003.20 546 non-exempt Street Light, Traffic Signal and Fiber Technician 1 $38.61 $40.36 $40.97 $42.21 2 $40.64 $42.48 $43.13 $44.43 3 $42.78 $44.72 $45.40 $46.77 4 $45.03 $47.07 $47.79 $49.23 5 $47.40 $8,216.00 $98,592.00 $49.55 $8,588.67 $103,064.00 $50.31 $8,720.40 $104,644.80 $51.82 $8,982.13 $107,785.60 Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 20 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 547 non-exempt Street Light, Traffic Signal and Fiber – Lead 1 $41.31 $43.19 $43.85 $45.18 2 $43.48 $45.46 $46.16 $47.56 3 $45.77 $47.85 $48.59 $50.06 4 $48.18 $50.37 $51.15 $52.69 5 $50.72 $8,791.47 $105,497.60 $53.02 $9,190.13 $110,281.60 $53.84 $9,332.27 $111,987.20 $55.46 $9,613.07 $115,356.80 548 non-exempt Substation Electrician - Apprentice 1 $39.87 $41.68 $42.32 $43.60 2 $41.97 $43.87 $44.55 $45.89 3 $44.18 $46.18 $46.89 $48.30 4 $46.50 $48.61 $49.36 $50.84 5 $48.95 $8,484.67 $101,816.00 $51.17 $8,869.47 $106,433.60 $51.96 $9,006.40 $108,076.80 $53.52 $9,276.80 $111,321.60 549 non-exempt Substation Electrician 1 $42.11 $44.03 $44.71 $46.05 2 $44.33 $46.35 $47.06 $48.47 3 $46.66 $48.79 $49.54 $51.02 4 $49.12 $51.36 $52.15 $53.71 5 $51.71 $8,963.07 $107,556.80 $54.06 $9,370.40 $112,444.80 $54.89 $9,514.27 $114,171.20 $56.54 $9,800.27 $117,603.20 550 non-exempt Substation Electrician - Lead 1 $45.06 $47.11 $47.83 $49.29 2 $47.43 $49.59 $50.35 $51.88 3 $49.93 $52.20 $53.00 $54.61 4 $52.56 $54.95 $55.79 $57.48 5 $55.33 $9,590.53 $115,086.40 $57.84 $10,025.60 $120,307.20 $58.73 $10,179.87 $122,158.40 $60.50 $10,486.67 $125,840.00 552 non-exempt Metering Technician 1 $40.36 $42.19 $42.85 $44.14 2 $42.48 $44.41 $45.10 $46.46 3 $44.72 $46.75 $47.47 $48.90 4 $47.07 $49.21 $49.97 $51.47 5 $49.55 $8,588.67 $103,064.00 $51.80 $8,978.67 $107,744.00 $52.60 $9,117.33 $109,408.00 $54.18 $9,391.20 $112,694.40 553 non-exempt Metering Technician – Lead 1 $43.20 $45.16 $45.87 $47.23 2 $45.47 $47.54 $48.28 $49.72 3 $47.86 $50.04 $50.82 $52.34 4 $50.38 $52.67 $53.49 $55.09 5 $53.03 $9,191.87 $110,302.40 $55.44 $9,609.60 $115,315.20 $56.30 $9,758.67 $117,104.00 $57.99 $10,051.60 $120,619.20 554 non-exempt SCADA Technologist 1 $47.94 $50.69 $52.08 $53.66 2 $50.46 $53.36 $54.82 $56.48 3 $53.12 $56.17 $57.71 $59.45 4 $55.92 $59.13 $60.75 $62.58 5 $58.86 $10,202.40 $122,428.80 $62.24 $10,788.27 $129,459.20 $63.95 $11,084.67 $133,016.00 $65.87 $11,417.47 $137,009.60 560 non-exempt Code Enforcement Off - L 1 $36.68 $38.36 $38.96 $40.14 2 $38.61 $40.38 $41.01 $42.25 3 $40.64 $42.50 $43.17 $44.47 4 $42.78 $44.74 $45.44 $46.81 5 $45.03 $7,805.20 $93,662.40 $47.09 $8,162.27 $97,947.20 $47.83 $8,290.53 $99,486.40 $49.27 $8,540.13 $102,481.60 570 non-exempt Parking Operations Lead 1 $44.20 $46.31 $47.14 $48.55 2 $46.53 $48.75 $49.62 $51.11 3 $48.98 $51.32 $52.23 $53.80 4 $51.56 $54.02 $54.98 $56.63 5 $54.27 $9,406.80 $112,881.60 $56.86 $9,855.73 $118,268.80 $57.87 $10,030.80 $120,369.60 $59.61 $10,332.40 $123,988.80 575 non-exempt Traffic Engineering Lead 1 $49.43 $51.15 $51.39 $52.93 2 $52.03 $53.84 $54.09 $55.72 3 $54.77 $56.67 $56.94 $58.65 4 $57.65 $59.65 $59.94 $61.74 5 $60.68 $10,517.87 $126,214.40 $62.79 $10,883.60 $130,603.20 $63.09 $10,935.60 $131,227.20 $64.99 $11,264.93 $135,179.20 Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016)Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017) 21 Appendix A-2 To MOA Between City of Palo Alto and SEIU FY16/FY17 Salary Schedule Rate Approx. Monthly Approx Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual Rate Approx. Monthly Approx. Annual 702 non-exempt Community Serv Offcr 1 $26.09 $27.33 $27.82 $28.65 2 $27.46 $28.77 $29.28 $30.16 3 $28.90 $30.28 $30.82 $31.75 4 $30.42 $31.87 $32.44 $33.42 5 $32.02 $5,550.13 $66,601.60 $33.55 $5,815.33 $69,784.00 $34.15 $5,919.33 $71,032.00 $35.18 $6,097.87 $73,174.40 Salaray Effective 7/08/17 (PP15:2017)Salary Effective 12/09/17 (PP26:2017)Job Code FLSA Job Title Steps Salary Effective 4/16/16 (PP09:2016)Salary Effective 12/10/2016 (PP26:2016) 22 Certificate Of Completion Envelope Id: 5767549F0473496CA712D872D3D7DCEF Status: Completed Subject: Please DocuSign: SEIU MOA 2016.pdf Source Envelope: Document Pages: 106 Signatures: 2 Envelope Originator: Certificate Pages: 1 Initials: 0 Elizabeth Egli AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 elizabeth.egli@cityofpaloalto.org IP Address: 199.33.32.254 Record Tracking Status: Original 4/7/2016 8:35:17 AM Holder: Elizabeth Egli elizabeth.egli@cityofpaloalto.org Location: DocuSign Signer Events Signature Timestamp Lynn Krug Lynn.Krug@CityofPaloAlto.org Security Level: Email, Account Authentication (None) Using IP Address: 199.33.32.254 Sent: 4/7/2016 8:39:09 AM Viewed: 4/7/2016 10:31:57 AM Signed: 4/7/2016 10:33:51 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Miesha Brown Miesha.Brown@seiu521.org Security Level: Email, Account Authentication (None) Using IP Address: 216.31.247.94 Sent: 4/7/2016 8:39:09 AM Resent: 4/7/2016 11:13:35 AM Viewed: 4/7/2016 9:37:13 AM Signed: 4/7/2016 11:16:57 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: 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 Notary Events Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 4/7/2016 11:13:35 AM Certified Delivered Security Checked 4/7/2016 10:31:57 AM Signing Complete Security Checked 4/7/2016 11:16:57 AM Completed Security Checked 4/7/2016 11:16:57 AM 1 MEMORANDUM OF AGREEMENT Between CITY OF PALO ALTO and I.A.F.F. LOCAL 1319 July 1, 2014 – June 30, 2018 2 PREAMBLE ________________________________________________________________________ 6 ARTICLE I - RECOGNITION ___________________________________________________________ 6 SECTION 1. RECOGNITION. ____________________________________________________________________ 6 ARTICLE II - NO DISCRIMINATION _____________________________________________________ 6 SECTION 1. NO DISCRIMINATION. _______________________________________________________________ 6 SECTION 2. FREE CHOICE. ____________________________________________________________________ 6 SECTION 3. HUMAN RELATIONS COMMITTEE. _____________________________________________________ 6 ARTICLE III - PAYROLL DEDUCTIONS – AGENCY SHOP __________________________________ 7 SECTION 1. PAYROLL DEDUCTIONS AND WRITTEN AUTHORIZATION. ___________________________________ 7 SECTION 2. AGENCY SHOP. ___________________________________________________________________ 7 ARTICLE IV - UNION ACTIVITIES ______________________________________________________ 8 SECTION 1. ON-DUTY TIME. ___________________________________________________________________ 8 SECTION 2. INTEROFFICE MAIL, BULLETIN BOARDS, AND E-MAIL. _____________________________________ 8 SECTION 3. USE OF MEETING PLACES. ___________________________________________________________ 9 ARTICLE V - NO STRIKES ____________________________________________________________ 9 SECTION 1. NO STRIKES.______________________________________________________________________ 9 ARTICLE VI - PROBATIONARY PERIOD _________________________________________________ 9 SECTION 1. TENTATIVE AND SUBJECT TO PROBATIONARY PERIOD. _____________________________________ 9 SECTION 2. PART OF TESTING PROCESS. __________________________________________________________ 9 SECTION 3. SUSPENSION OR TERMINATION. _______________________________________________________ 9 ARTICLE VII - SALARY PROVISIONS __________________________________________________ 10 SECTION 1. BASE WAGE RATES. ______________________________________________________________ 10 SECTION 2. OUT-OF-CLASS COMPENSATION. _____________________________________________________ 11 SECTION 3. PAY FOR COURT APPEARANCE. ______________________________________________________ 11 SECTION 4. CLASSIFICATIONS. ________________________________________________________________ 11 ARTICLE VIII - PAY DIFFERENTIALS __________________________________________________ 11 SECTION 1. PARAMEDIC DIFFERENTIAL. ________________________________________________________ 11 SECTION 2. HAZ MAT DIFFERENTIAL. __________________________________________________________ 12 SECTION 3. FIRE INSPECTOR DIFFERENTIAL. _____________________________________________________ 12 ARTICLE IX - HOLIDAYS ____________________________________________________________ 12 SECTION 1. NAMED HOLIDAYS. _______________________________________________________________ 12 SECTION 2. CONDITIONS. ____________________________________________________________________ 13 ARTICLE X - OVERTIME COMPENSATION ______________________________________________ 13 SECTION 1. COMPENSATION. _________________________________________________________________ 13 ARTICLE XI - APPARATUS STAFFING _________________________________________________ 14 ARTICLE XII - FIRE DEPARTMENT PROGRAMS _________________________________________ 14 SECTION 1. PROGRAMS. _____________________________________________________________________ 14 ARTICLE XIII - WORK ASSIGNMENTS AND TRANSFERS _________________________________ 14 SECTION 1. SHIPOUTS. ______________________________________________________________________ 15 SECTION 2. VACATION RELIEF POSITIONS. ______________________________________________________ 15 3 SECTION 3. TRANSFER REQUESTS. _____________________________________________________________ 15 SECTION 4. SPECIAL ASSIGNMENTS. ___________________________________________________________ 16 SECTION 5. CONTINUOUS HOURLY SERVICE. _____________________________________________________ 16 ARTICLE XIV - TRAINING COORDINATION _____________________________________________ 16 SECTION 1. COORDINATION. _________________________________________________________________ 16 ARTICLE XV - PARAMEDIC ASSIGNMENT ______________________________________________ 16 SECTION 1. LIMIT OF ELIGIBILITY. _____________________________________________________________ 16 SECTION 2. ADDITIONAL CANDIDATE TRAINING. __________________________________________________ 16 SECTION 3. INCENTIVES. ____________________________________________________________________ 16 SECTION 4. PROCTORING. ___________________________________________________________________ 17 ARTICLE XVI - FIRE FIGHTER APPRENTICE PROGRAM __________________________________ 17 SECTION 1. IMPLEMENTATION. _______________________________________________________________ 17 SECTION 2. BEGINNING FIRE FIGHTING SUPPRESSION WORK. ________________________________________ 17 SECTION 3. TESTING PROCESS. ________________________________________________________________ 17 ARTICLE XVII - PROMOTION _________________________________________________________ 17 SECTION 1. PROMOTION STEP LEVEL.___________________________________________________________ 17 SECTION 2. PROMOTION PROCESS INFORMATION. _________________________________________________ 17 ARTICLE XVIII - REDUCTION IN FORCE ________________________________________________ 17 SECTION 1. ORDER OF REDUCTION. ____________________________________________________________ 18 ARTICLE XIX - SELECTIVE CALL BACK WITH REGARD TO RESIDENCY ____________________ 18 SECTION 1. IN CASE OF EMERGENCY ___________________________________________________________ 18 ARTICLE XX - HEALTH BENEFITS ____________________________________________________ 18 SECTION 1. MAINTENANCE OF LEVELS __________________________________________________________ 18 SECTION 2. VISION CARE. ___________________________________________________________________ 18 SECTION 3. PEMHCA HEALTH PLAN. __________________________________________________________ 18 ARTICLE XXI - DENTAL BENEFITS ____________________________________________________ 22 SECTION 1. LEVEL OF BENEFITS. ______________________________________________________________ 22 SECTION 2. PREMIUMS. ______________________________________________________________________ 22 SECTION 3. ORTHODONTIA BENEFIT MAXIMUM. __________________________________________________ 22 ARTICLE XXII - LIFE INSURANCE _____________________________________________________ 22 SECTION 1. PREMIUMS. ______________________________________________________________________ 22 ARTICLE XXIII - RETIREMENT BENEFITS ______________________________________________ 22 SECTION 1. PERS RETIREMENT FORMULA. ______________________________________________________ 23 SECTION 2. PERS MEMBER CONTRIBUTION. _____________________________________________________ 24 SECTION 3. ADDITIONAL EMPLOYEE PERS CONTRIBUTIONS _________________________________________ 24 SECTION 4. OPTION 2 DEATH BENEFIT. _________________________________________________________ 25 SECTION 5. MILITARY SERVICE CREDIT. ________________________________________________________ 25 SECTION 6. 1959 SURVIVOR BENEFIT. __________________________________________________________ 25 ARTICLE XXIV - RETIREMENT MEDICAL PLAN _________________________________________ 25 SECTION 1. RETIREE MEDICAL COVERAGE FOR UNIT EMPLOYEES HIRED BEFORE JANUARY 1, 2004: ___________ 25 ARTICLE XXV - DEPENDENT CARE ASSISTANCE PROGRAM (DCAP) ______________________ 26 SECTION 1. DCAP. _________________________________________________________________________ 26 4 ARTICLE XXVI - VACATION ACCRUAL ________________________________________________ 26 SECTION 1. ACCRUAL RATE. _________________________________________________________________ 26 SECTION 2. UNUSED AT TERMINATION. _________________________________________________________ 27 SECTION 3. LIMITS. ________________________________________________________________________ 27 ARTICLE XXVII - USE OF VACATION __________________________________________________ 27 SECTION 1. MAXIMUM NUMBER OF SLOTS. ______________________________________________________ 27 SECTION 2. APPROVALS. _____________________________________________________________________ 27 SECTION 3. VACATION PAY. _________________________________________________________________ 27 SECTION 4. ILLNESS ON VACATION. ____________________________________________________________ 27 SECTION 5. WHEN TO BE TAKEN. ______________________________________________________________ 27 SECTION 6. LIMITATION ON USE. ______________________________________________________________ 28 SECTION 7. WAITING PERIOD. ________________________________________________________________ 28 SECTION 8. DOUBLE COMPENSATION PROHIBITED. ________________________________________________ 28 SECTION 9. CASH OUT OPTION. _______________________________________________________________ 28 ARTICLE XXVIII - SICK LEAVE________________________________________________________ 28 SECTION 1. STATEMENT OF POLICY. ___________________________________________________________ 28 SECTION 2. ELIGIBILITY. ____________________________________________________________________ 28 SECTION 3. ACCRUAL. ______________________________________________________________________ 28 SECTION 4. ACCUMULATION. _________________________________________________________________ 28 SECTION 5. USE. __________________________________________________________________________ 28 SECTION 6. DEPLETION OF SICK LEAVE BENEFITS. ________________________________________________ 29 SECTION 7. FORFEITURE UPON TERMINATION. ___________________________________________________ 29 SECTION 8. PAYMENT FOR ACCUMULATED SICK LEAVE. ___________________________________________ 29 SECTION 9. PERSONAL BUSINESS LEAVE CHARGEABLE TO SICK LEAVE. _______________________________ 30 SECTION 10. RETURN TO WORK OR CONTINUE WORK WITH LIMITED DUTY. ____________________________ 30 ARTICLE XXIX - SUBPOENAS ________________________________________________________ 30 ARTICLE XXX - WORKERS' COMPENSATION ___________________________________________ 30 SECTION 1. STATUS REPORTING WHILE ON DISABILITY. ____________________________________________ 30 ARTICLE XXXI - PHYSICAL FITNESS MEDICAL EXAMINATIONS ___________________________ 30 ARTICLE XXXII- LEAVES OF ABSENCE WITHOUT PAY ___________________________________ 30 SECTION 1. DISABILITY. _____________________________________________________________________ 31 SECTION 2. OTHER LEAVES. _________________________________________________________________ 31 SECTION 3. ACCRUED VACATION CREDITS. ______________________________________________________ 31 SECTION 4. APPROVAL OF DEPARTMENT HEAD. __________________________________________________ 31 SECTION 5. APPROVAL BY CITY MANAGER. _____________________________________________________ 31 SECTION 6. ABSENCE WITHOUT LEAVE. ________________________________________________________ 31 SECTION 7. LEAVE OF ABSENCE; DEATH OUTSIDE THE IMMEDIATE FAMILY. ____________________________ 31 SECTION 8. MILITARY LEAVE OF ABSENCE. _____________________________________________________ 31 ARTICLE XXXIII - LEAVES OF ABSENCE WITH PAY _____________________________________ 32 SECTION 1. CITY MANAGER GRANTED LEAVES. __________________________________________________ 32 SECTION 2. COUNCIL GRANTED LEAVE. ________________________________________________________ 32 SECTION 3. EMPLOYEE'S TIME OFF TO VOTE. ____________________________________________________ 32 SECTION 4. LEAVES OF ABSENCE; DEATH IN IMMEDIATE FAMILY. ____________________________________ 32 SECTION 5. JURY DUTY; LEAVE OF ABSENCE. ____________________________________________________ 32 ARTICLE XXXIV – VOLUNTEER LEAVE PROGRAM ______________________________________ 32 ARTICLE XXXV- TUITION REIMBURSEMENT ___________________________________________ 34 SECTION 1. OPTIONS. _______________________________________________________________________ 34 5 ARTICLE XXXVI - PER DIEM TRAVEL EXPENSES _______________________________________ 34 SECTION 1. CITY BUSINESS. __________________________________________________________________ 34 ARTICLE XXXVII - HOUSE FUND ITEMS ________________________________________________ 34 SECTION 1. STATION HOUSE FUND. ____________________________________________________________ 34 SECTION 2. NON-FOOD HOUSE ITEMS __________________________________________________________ 34 ARTICLE XXXVIII - PARKING _________________________________________________________ 34 SECTION 1. ENTITLEMENTS. __________________________________________________________________ 34 ARTICLE XXXIX- GRIEVANCES _______________________________________________________ 35 ARTICLE XL- SAFETY COMMITTEE ___________________________________________________ 37 SECTION 1. COMMITTEE _____________________________________________________________________ 37 ARTICLE XLI – MISCELLANEOUS _____________________________________________________ 37 SECTION 1. T-SHIRTS. _______________________________________________________________________ 37 SECTION 2. REMOVAL OF DISCIPLINARY ACTIONS. ________________________________________________ 37 ARTICLE XLII - FULL UNDERSTANDING _______________________________________________ 37 SECTION 1. FULL AND ENTIRE UNDERSTANDING. __________________________________________________ 37 SECTION 2. FAIR LABOR STANDARDS ACT. ______________________________________________________ 37 SECTION 3. SEVERABILITY. __________________________________________________________________ 38 SECTION 4. GOOD FAITH. ____________________________________________________________________ 38 SECTION 5. MERIT SYSTEM RULES AND REGULATIONS. ____________________________________________ 38 SECTION 6. STATION CONSOLIDATION OR RELOCATION . ____________________________________________ 38 SECTION 7. MEET AND CONFER. _______________________________________________________________ 38 ARTICLE XLIII – 48/96 WORK SCHEDULE PILOT PROGRAM ______________________________ 38 ARTICLE XLIV - DURATION __________________________________________________________ 39 6 MEMORANDUM OF AGREEMENT CITY OF PAL0 ALTO and I.A.F.F. LOCAL 1319 July 1, 2014 - June 30, 2018 PREAMBLE This Memorandum of Agreement between the City of Palo Alto, hereinafter referred to as the "City", and Local 1319, International Association of Fire Fighters, hereinafter referred as the "Union", has been prepared and entered into in accordance with Title I, Division 4, Chapter 10, Sections 3500-3510 of the California Government Code and Chapter 12 of the City of Palo Alto Merit System Rules and Regulations. ARTICLE I - RECOGNITION Section 1. Recognition. The City recognizes the Union as the exclusive representative of an employee group consisting solely of the classifications of Fire Apparatus Operator, Fire Fighter, Fire Captain, Fire Captain (forty-hour assignment), Fire Inspector, Hazardous Materials Specialist, and Hazmat Inspector, who are regularly employed by the City and others as amended into the representation unit from time to time under existing law and the Merit System Rules and Regulations. ARTICLE II - NO DISCRIMINATION Section 1. No Discrimination. The Union and the City hereby agree that there shall be no discrimination because of race, color, age, handicapdisability, sex, national origin, sexual orientation, political or religious affiliation under this Agreement. There shall be no discrimination in employment conditions or treatment of employees on the basis of membership or non-membership in the Union, or participation in the lawful activities of the Union. Section 2. Free Choice. The Union and the City hereby agree to protect the rights of all employees to exercise their free choice to join the Union and to abide by the express provisions of applicable State and local laws. Section 3. Human Relations Committee. A Human Relations Committee will include up to five members appointed by the Union executive board and at least two members of management with representation from the Fire and Human Resources Departments. The committee may make recommendations to management regarding recruitment outreach, equal employment opportunity and career development programs. 7 ARTICLE III - PAYROLL DEDUCTIONS – AGENCY SHOP Section 1. Payroll Deductions and Written Authorization. The City shall deduct Union membership dues and pay other mutually agreed upon payroll deduction from the bi-weekly pay of member employees. The dues deduction must be authorized in writing by the employee on an authorization card acceptable to the City and the Union. The City shall remit the deducted dues to the Union as soon as possible after deduction. All Union members on payroll deduction for payment of Union dues as of 5:00 p.m. on the tenth day following signing of this Memorandum of Agreement must remain on payroll deduction for the life of the Memorandum of Agreement, or so long as they remain members of the representation unit. Union members who establish dues payroll deduction during the term of the Memorandum of Agreement must remain on payroll deduction for the life of the Memorandum of Understanding, or so long as they remain members of the representation unit. Union members on dues payroll deduction may declare their intention to terminate such payroll deduction following expiration of this Memorandum of Agreement during the thirty-day period between sixty and ninety days prior to expiration of the Memorandum of Agreement. Section 2. Agency Shop. Pursuant to legislation enacted by SB 739 and amendment to the Meyers-Milias-Brown Act, the City and the Union agree to abide by the following provisions as they relate to an agency shop and an agency shop election. a. Agency Shop as defined under Meyers-Milias Brown means “an arrangement that requires an employee, as a condition of continued employment, either to join the recognized employee organization, or to pay the organization a service fee in an amount not to exceed the standard initiation fee, periodic dues, and general assessments of the organization.” The City and the Union agree that an agency shop arrangement between the City and the Union shall be placed in effect upon ratification of this agreement. b. Any employee who is a member of a bona fide religion, body, or sect that has historically held conscientious objections to joining or financially supporting public employee organizations shall not be required to join or financially support any public employee organization as a condition of employment. The employee may be required, in lieu of periodic dues, initiation fees, or agency fees, to pay sums equal to the dues, initiation fees, or agency fees to a nonreligious, nonlabor charitable fund exempt from taxation under Section 501(c)(3) of the Internal Revenue Code, chosen by the employee from a list of at least three organizations, or if the memorandum of understanding between the City and the Union fails to designate the funds, then to any such fund chosen by the employee. Proof of the payments shall be made on a monthly basis to the City as a condition of continued exemption from the requirement of financial support to the Union. 8 c. Covered employees shall execute written authorization for either Union dues deductions, the agency fee, or, if eligible, the charitable contribution. In the absence of a written authorization the City shall deduct the agency fee from the employees’ paycheck. d. If implemented, an agency shop provision may be rescinded by a majority vote of all the employees in the unit covered by the Memorandum of Understanding pursuant to the Meyers-Milias-Brown Act. e. The Union shall keep an adequate itemized record of its financial transactions and shall make available annually, to the City and to the employees who are members of the organization, within 60 days after the end of its fiscal year, a detailed written financial report thereof in the form of a balance sheet and an opening statement, certified as to accuracy by its president and treasurer or corresponding principal officer, or a certified public accountant. f. The Union shall indemnify and hold the City harmless against any liability arising from any claims, demands, or other action relating to the City’s compliance with the agency shop obligation. The Union shall comply with all statutory and legal requirements with respect to Agency Shop. ARTICLE IV - UNION ACTIVITIES Section 1. On-Duty Time. Local 1319 officers may use a reasonable amount of on- duty time to attend to Union business specifically related to representation of employees so long as: a. Staffing is available b. Operations are not interrupted c. Advance approval is obtained from the Battalion Chief or Operations Chief Section 2. Interoffice Mail, Bulletin Boards, and E-Mail. The Union shall have access to interoffice mail and existing bulletin boards in unit employee work areas for the purpose of posting, transmitting, or distributing notice or announcements including notices of social events, recreational events, Union membership meetings, result of elections and reports of minutes of Union meetings. Any other material must have prior approval of the Operations Chief or Fire Chief. Action on approval will be taken within 24 hours of submission. The Union may send e-mail messages only for the purposes set forth above. The I.T. Division will maintain the IAFF list. The Union access to e-mail is based on the following conditions: a. E-Mails to the IAFF list will be copied to the Fire Chief or Operations Chief at distribution. 9 b. E-Mails to the IAFF list will only be sent by the Executive Board Members. Section 3. Use of Meeting Places. The Union shall have the right to reserve City meeting and conference rooms for use during non-working hours or as subject to Battalion Chief approval. Such meeting places will be made available in conformity with City regulations and subject to the limitations of prior commitment. ARTICLE V - NO STRIKES Section 1. No Strikes. The Union, its representatives, or members, shall not engage in or cause, instigate, encourage, sanction, or condone a strike, withholding of services, leave of absence abuse, work stoppage or work slowdown of any kind against the City of Palo Alto or its citizens by employees covered under this Agreement. No employee shall refuse to cross any picket line in the conduct of Fire Department business, nor shall the Union, its representatives or members discriminate in any way toward anyone who refuses to participate in a strike, or any of the job actions cited above. ARTICLE VI - PROBATIONARY PERIOD Section 1. Tentative and Subject to Probationary Period. All original appointments to regular or part-time municipal service positions shall be tentative and subject to a probationary period, fixed by the appointing authority at the time of appointment, or sixteen (16) months. Section 2. Part of Testing Process. The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee's qualifications, for ensuring the effective adjustment of a new employee to the position and for rejecting any probationary employee who, in the opinion of management, is not suitable to attain permanent status. Section 3. Suspension or Termination. During the probationary period a new employee may be suspended or terminated at any time by the appointing authority without cause and without right of appeal or to submit a grievance. Said employee shall not have the right to proceed to arbitration on the issue of arbitrability or on the issue of its constitutional or discovery rights, nor those of any employee by reason of the foregoing. The Union shall not be a party to any lawsuit relating to the termination of a probationary employee. 10 ARTICLE VII - SALARY PROVISIONS Section 1. Base Wage Rates. a. The base wage rates of bargaining unit classifications will be as set forth in Appendix A of this MOA. b. Effective with the full pay period following City Council approval, a 2.5% general salary increase and a 5% market adjustment will be applied to the salary ranges of all represented classes. beginning October 22, 2011 wages for all bargaining unit classifications will be reduced by 9% to reflect the change described in Article XXIII Retirement Benefits, Section 2A Employer Paid Member Contribution (EPMC). c. Effective with the pay period including June 30, 20164 a 2.5% percent cost of livinggeneral salary increase and a 8% market adjustment will be applied to the salary ranges of all represented classes. c.d. Effective with the pay period including June 30, 2017 a 2.5% percent general salary increase will be applied to the salary ranges of all represented classes. d.e. Total Compensation Market Study. The City will conduct a total compensation survey by November 2017 using the criteria listed below (Total Compensation and Survey Database). Data shall include the contributions in effect up until the November 2017 period. If the City’s survey shows that the Fire Fighter benchmark based on the median is under the market median, the City shall confer a market adjustment to place the benchmark to the median of market, up to a cap of two and a half percent (2.5%), effective the last pay period in December 2017. Total Compensation and Survey Database Management and the Union have agreed to a compensation survey database structure. Survey Cities include: Alameda, Berkeley, Fremont, Hayward, Menlo Park Fire District, Milpitas, Mountain View, Redwood City, Pleasanton, San Jose, San Mateo, San Ramon Fire District, Santa Clara, Santa Clara County and South San Francisco. Compensation Criteria includes: top step salary, maximum longevity, maximum education, uniform allowance, EMT differential, Hazmat differential, deferred compensation, employee pick up of employer pension costs (Negative EPMC), and maximum City paid benefits (medical, dental, vision, life insurance, LTD, and EAP). The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers. Formatted: Font: Not Bold, No underline Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: Not Bold, No underline 11 Section 2. Out-of-Class Compensation. All represented employees who are assigned work in a higher classification for longer than four (4) continuous hours will be compensated at a higher pay rate for all hours worked during the out-of-class assignment. This provision applies as follows: Fire Fighter, Apparatus Operator, Captain or Inspector working in a higher classification: Step to step. Representation unit classification working as a Battalion Chief, 10% above 5th-Step Captain, but not to exceed 93% of Battalion Chief control point. Representation unit classification working in any other management position, within the range of the management position. Section 3. Pay for Court Appearance. Sworn Fire personnel appearing in court for the People shall be compensated as follows: Period Rate Minimum a. Appearance on scheduled Time and one-half at 4 hours day off 40-hour rate b. Any or all court time Straight time during None during scheduled shift shift at 56-hour rate c. Appearance on scheduled Time and one-half at 2 hours work day but not during 40-hour rate (2 hour minimum, may scheduled shift not run into shift time) The employee shall remit all fees received for such appearances to the City within thirty days from the termination of his/her services. Compensation for mileage or subsistence allowance shall not be considered as a fee and shall be retained by the employee. Section 4. Classifications. The Haz Mat Inspector position will be paid at the same level as the Fire Inspector (603). One Fire Captain position will be assigned to a Fire Captain (Forty-hour Assignment) with the pay set at 5% above the Fire Captain. ARTICLE VIII - PAY DIFFERENTIALS Unit employees are eligible for the following pay differentials. Notwithstanding any provision of this agreement, total differential pay shall not exceed seventeen and a half percent (17.5%). Section 1. Paramedic Differential. Paramedics who have completed the required training and have been accredited in accordance with the program and possess their paramedic license, will receive a 12.5% differential in addition to their base salary effective beginning with the date of 12 assignment to rotational Paramedic duty. The Paramedic salary differential will terminate with the cessation of assignment to rotational Paramedic duty. , except that paramedics with six or more years of Palo Alto Paramedic service will be Y-rated upon cessation of assignment. For purposes of this section, “Y-rated” means that the employee’s wage rate including the Paramedic premium is frozen until the rate the employee would have earned without the Paramedic premium equals the employee’s frozen rate.On or before 09/28/2015, employees Y-rated and those who have submitted their letters to Y-rate will be Y-rated. Section 2. Haz Mat Differential. Effective beginning with the pay period including July 1, 1990, a A maximum of nine fifteen positions who are primarily assigned to rescue and who are Haz Mat trained and certified will receive a 5% differential in addition to their base salary. This differential does not apply to minimum staffing replacements. Section 3. EMT Differential. Represented classifications, who maintain EMT certification will receive a 3% differential in addition to their base salary. The EMT differential includes compensation for EMT paramedic support. EMT certification for all suppression personnel is mandatory. Section 34. Fire Inspector Differential. Fire inspector personnel including Haz Mat inspectors and Haz Mat specialists who have been trained as fire investigators and who are regularly assigned to fire investigation duties by the Chief shall be compensated with premium pay in the amount of $500 per month. The Chief reserves the right to determine who is regularly assigned to such duties. Section 4. EMT Differential. Effective the first full pay period after adoption of the successor MOU, the City shall roll the 3% EMT differential pay into the base pay. After this one time conversion is added to base pay, this shall constitute the City’s incentive payment for EMT skills. This conversion shall be cost neutral during the term of this MOU. In the event an employee’s EMT certification expires, the employee will be taken off the line and placed in an unpaid status until the employee can submit proof of EMT recertification. ARTICLE IX - HOLIDAYS Section 1. Named Holidays. The following holidays are recognized as municipal holidays for pay purposes, and regular, employees shall have these days off with pay, except as otherwise provided in these rules: January 1 Veterans’ Day, November 11 Third Monday in January Thanksgiving Day 13 Third Monday in February Day after Thanksgiving Day Last Monday in May December 25 July 4th Either December 24, or December 31 as provided below First Monday in September Second Monday in October 149.5 hours is the total amount of holiday hours paid annually to an employee divided by 26 payroll periods which equals 5.75. Shift personnel shall receive pay in lieu of taking paid leave for accrued holidays. Such paid hours are in addition to the normal biweekly base pay. Shift personnel will accumulate a biweekly amount of 5.75 hours. Hours are prorated and accrued based on hours actually worked. If employees elect to be paid for these hours at any time before the scheduled payoff, they must make sure they have sufficient hours in their Holiday account and record the hours on their timecard in the total columns of the timecard only. Accrued Holiday balances will be automatically paid off in the months of June and December. Section 2. Conditions. a. Personnel assigned to a 40-hour work schedule will receive paid holidays in accordance with Sections 517 and 518 of the Merit System Rules and Regulations. b. Personnel assigned to a 40-hour work schedule will receive floating days off with pay in each of the following months: August, September, March, April, and June. The following conditions will hold: (1) Management will designate the schedule of the paid day off under this section at least thirty days in advance. (2) If, in conformance with this section, Management is unable to schedule a day off in the month indicated for reasons of shift operations, work scheduling or any other reason, the day will be added to the employee's vacation accrual. (3) If an employee fails to take a day off as scheduled by Management under this section, the day off so scheduled will be forfeited. ARTICLE X - OVERTIME COMPENSATION Section 1. Compensation. Shift personnel assigned to overtime relief duty in addition to their regular 56-hour shift schedule shall receive overtime compensation at a rate of one and one-half times the employee's basic 56-hour rate, or out-of-class rate if such applies, for all hours of the relief duty shift. Required off-duty training will be compensated at the rate of one and one-half times the basic 40-hour rate or as 14 otherwise agreed. Emergency callback will be compensated at a rate of one and one- half times the basic 40-hour rate to a maximum of 8 hours, and at a rate of one and one-half times the basic 56-hour rate for those hours in excess of 8 hours. Overtime duty assignments will first be made from the voluntary overtime list. If such assignments cannot be filled from the voluntary overtime list, the vacant position will be filled by moving up on-shift personnel through out-of class assignment. Any remaining vacancy will then be filled by overtime duty assignment made in reverse order of hire date seniority according to specialty and qualifications required to be assigned. The overtime duty assignment seniority list will be adjusted to clear record of assignments semi-annually on April 30 and October 31. ARTICLE XI - APPARATUS STAFFING Engine, truck and combination rescue companies shall be deployed for emergency services purposes at the level of one Fire Captain, one Fire Apparatus Operator and one Fire Fighter. Paramedic ambulance staffing shall be two personnel; the City will dispatch personnel on Emergency Medical Service calls such that a minimum of 21 licensed paramedics responds. The Foothill Fire Station #8, when activated by the Fire Chief, shall be staffed with a minimum of one Fire Apparatus Operator and one Fire Fighter. City may dispatch a two-person quick response vehicle with a minimum of 1 paramedic. ARTICLE XII - FIRE DEPARTMENT PROGRAMS Section 1. Programs. The Union agrees to continue its cooperation and participation in existing weather station and community blood pressure screening and measurement programs. ARTICLE XIII - WORK ASSIGNMENTS AND TRANSFERS It is the intent of the Palo Alto Fire Administration and Local 1319 that work assignments and transfers will reflect the best interests of the Fire Department and the City. The Fire Department will maintain a constant state of readiness to defend against fire and other disasters. It is therefore imperative that all Fire Department divisions assign personnel in the best manner to respond to the needs of the City and the Department. It is also acknowledged that the Fire Chief is responsible to make and/or approve the work assignments or transfers of Fire Department personnel. The Fire Chief or designee will maintain a two-year four-year station and shift assignment, seniority-based bid system covering the following classifications within Fire Operations on a rotational basis: Fire Captain, Apparatus Operator and Fire Fighter. 15 The Fire Chief, or his designee, shall initiate personnel assignments and transfers to balance platoon or division strength, fill permanent or temporary vacancies and provide required training to individual personnel. Such assignments will be based on seniority, except where career development, training, special assignments, skills and documented performance issues are specifically identified in writing, management may make assignments based on such issues. For purposes of this article, seniority shall be computed from the date of entry into the current classification. Section 1. Shipouts. When possible, least senior Fire Fighters will be given short term or shipout relief duty. In order to maintain training continuity, shipouts of probationary personnel will not be permitted during the first three-month training cycle. Probationary fire fighters will be assigned to Stations 1, 2, 3, 4, 5, or 6 during their probationary period, filling vacancies first, when possible. Upon completion of the first three-month training cycle, the probationary fire fighter will be eligible for short term or shipout relief duty. If after completion of the first three-month training cycle, a probationary employee fails any monthly testing process, or is the subject of identified training needs, the probationary employee will be removed from short term or shipout relief duty for a 60-day period. Section 2. Vacation Relief Positions. In order that platoon strengths can be balanced more quickly and to reduce the need for excess overtime, two positions will be designated for vacation relief. These positions will be the lowest two on the Department seniority list who have completed their probationary period. a. The vacation relief persons will be assigned to one station when not on relief assignment. b. Relief assignment can be made to any Station or shift where a shortage of personnel will cause unnecessary overtime. c. Shortages may be caused by vacation, sick leave, disability or any leave of absence that causes a shift to be short of personnel while another has a surplus. d. Shift transfers will be made so as not to cause the relief person to work more than the prescribed number of hours in the prescribed period. e. Relief assignments will be made and hours will be coordinated by the Battalion Chief's office. Section 3. Transfer Requests. Non-probationary fire personnel may submit transfer requests to their immediate supervisor to be forwarded to the appropriate chief officer. Providing that Departmental needs are satisfied, such transfers will be administered using first a mutually agreeable exchange, secondly seniority. 16 The transfer requests shall remain on file during the year and may be granted when a vacancy occurs, providing the requesting employee possesses the experience and performance ability required to fill the vacancy. Section 4. Special Assignments. Management reserves the right to assign personnel to career development opportunities, special projects, seminars, programs and selected educational and/or training courses, based on Fire Department needs and the performance of the employee. . Section 5. Continuous Hourly Service. Continuous hours of service in excess of 72 hours are subject to approval by the Fire Chief or designee. Approval may be granted when an employee has not been engaged in a greater than usual level of activity or is not fatigued. ARTICLE XIV - TRAINING COORDINATION Section 1. Coordination. Three shift employees per platoon may be assigned to assist the Training Officer in the coordination, preparation and scheduling of the training program. It is agreed that volunteers will first be sought for such assignment, and further agreed that the details of this section shall be established by mutual agreement between the Fire Chief and the Union. ARTICLE XV - PARAMEDIC ASSIGNMENT Section 1. Limit of Eligibility. The City reserves the right to limit eligibility for the Paramedic Program to the Fire Fighter classification. The City may, at its discretion, add other classifications within the represented bargaining unit to meet the need of program changes. Differentials for other classifications will be as provided in Article VIII, Section 1. Section 2. Additional Candidate Training. As the Program progresses, Management will assess the need for training additional Paramedic candidates. It is Management's intention to provide for such additional training as necessary for Program continuity. Section 3. Incentives. Paramedics will receive a one-time cash payment of $500 for each biennial recertification. This provision applies only to active incumbents of authorized paramedic positions who remain in the paramedic assignment for at least one additional year after recertification. The one year requirement after recertification does not apply to those paramedics who may leave the program because of work-related injury or illness, or promotion, nor does it apply when a paramedic is asked by management to recertify in order to voluntarily extend their paramedic service to meet special departmental needs for a period of less than one year. 17 Section 4. Proctoring. Paramedic proctoring assignments will be made by the Chief from among qualified volunteers. Payment of $600 will be made to the primary proctoring paramedic at the conclusion of each proctoring assignment. The Chief or his or her designee will maintain a list of qualified proctors from among volunteers. Personnel will be selected by the Fire Chief or his or her designee from the list to serve as paramedic proctors. If a conflict arises between the City and the Union regarding the Proctor Program, either side may suspend the program at the annual renewal period and shall remain suspended until a resolution or agreement is reached. ARTICLE XVI - FIRE FIGHTER APPRENTICE PROGRAM Section 1. Implementation. The Union agrees to assist the City in the implementation of an apprentice, training and affirmative action equal employment opportunity program. Trainees under such programs shall be provided with all benefits, including retirement benefits, of other fire fighters except salary. Section 2. Beginning Fire Fighting Suppression Work. Employees hired under the apprentice training program may begin fire fighting suppression work after they have reached the Trainee II level. . Section 3. Testing Process. Local 1319 shall be represented and entitled to participate in all stages of the testing process, and representatives from Local 1319 shall make recommendations to the department concerning the qualifications of any apprentice. ARTICLE XVII - PROMOTION Section 1. Promotion Step Level. All regular promotions from classifications within the representation unit to the classification of Fire Captain will be made at the fifth step on the salary range. Section 2. Promotion Process Information. For promotions to positions within the representation unit, promotion process information will be available in the Human Resources Department office at the time of posting. Information will include applications, minimum qualifications, study material reference information, if appropriate, and information on passing scores. Any changes in an established testing process must be submitted in writing to the Union for review and input no fewer than 60 days prior to the beginning of the process. ARTICLE XVIII - REDUCTION IN FORCE 18 Section 1. Order of Reduction. If the work force is reduced (reduction in force) within a represented classification, unit employees having the shortest length of service with the Fire Department will be laid off first so long as employees retained are fully qualified, trained and capable of performing remaining work. ARTICLE XIX - SELECTIVE CALL BACK WITH REGARD TO RESIDENCY Section 1. In Case of Emergency Management may use selective call back with regard to residency in cases of emergency. ARTICLE XX - HEALTH BENEFITS Section 1. Maintenance of Levels Except as otherwise set forth herein, the City will maintain the present level of benefits on all City-sponsored medical programs. Section 2. Vision Care. The City offers vision care coverage for employees and dependents. Coverage is equivalent to $20 Deductible Plan A under the Vision Service Plan, with monthly premiums paid by the employer. Dependents include domestic partners, as defined under Article XX Section 3(b). Section 3. PEMHCA Health Plan. a. ACTIVE EMPLOYEES: Benefits will be provided in accordance with provisions of the PEMHCA Health Plans. If PERS changes the plans it offers, the City and the Union will meet and confer over the City continuing to provide an equivalent benefit at an equivalent cost. Effective October 22, 2011upon ratification and through December 31, 2016, the City and employees in this Unit will share medical premium costs as shown in the table below, with the City paying 90% of the monthly medical premium for the employee-selected PEMHCA optional plan, not to exceed a total of 90% of the monthly premium for the second most expensive plan among the existing array of plans. If an employee selects the most expensive plan, the City will pay up to 90% of the 2nd most expensive plan premium and the employee will pay the balance. During the term of this contract, the maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: b. ACTIVE EMPLOYEES: Effective January 1, 2017, the maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: 19 Medical Premium Category PEMHCA contribution* Up to a Total Maximum City Contribution Effective January 1, 2016 Up to a Total Maximum City Contribution Effective January 1, 2017 Up to a Total Maximum City Contribution Effective January 1, 2018 Employee only $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $773.00 $804.00 Employee plus one $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $1,544.00 $1,606.00 Employee Family $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $2,008.00 $2,088.00 Effective with the first pay period including January 1, 2016, the City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part-time employee is assigned to work. *PEMHCA minimum changes per statutory determination as of 2016. Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the amount listed in the “Total Maximum City Contribution” columns above. Formatted: Font: Arial, No underline 20 If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change. b. Active employee domestic partners whose domestic partnership is registered with the State of California will be eligible for medical benefits under this sectionmay add their domestic partner as a dependent to their elected health plan coverage if the domestic partner is registered with the Secretary of State. Active employee domestic partners whose domestic partnership is not registered with the State but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for reimbursement of the actual monthly premium cost of an individual health plan, not to exceed 90% of the average monthly premium cost of individual coverage under the PEMHCA health plans in 2016. Effective with the first pay period including January 1, 2017, a stipend of two hundred eighty four ($284) per month toward the cost of an individual health plan will be provided. Evidence of premium payment will be required with request for reimbursement. c. Alternate Medical Benefit Program. For calendar year 2016, if a regular employee and/or the employee’s dependent(s) are enrolled in medical insurance through another employer-sponsored or association medical plan, the employee may opt for alternative medical insurance coverage through the other employer-sponsored or association plan and waives his/her right to the City of Palo Alto’s medical insurance coverage for same individuals. Employees electing alternative coverage and no City coverage will receive cash payments of approximately half of the “averaged monthly City contribution toward premiums” for their medical insurance coverage. “Averaged monthly premiums” are the average of the Kaiser HMO, Blue Shield HMO and PERS Choice PPO premiums for the employee’s City medical coverage available through the Public Employee Retirement System (PERS). The monthly rates for 2016 are as follows: One party: $340.51 Two party: $681.02 Family: $885.33 Effective with the first pay period including January 1, 2017, Iif a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical 21 insurance through any non-City of Palo Alto sponsored or association medical plan, the employee may choose to waive his/her right to the City of Palo Alto’s medical insurance coverage and receive cash payments in the amount of two hundred and eighty four dollars ($284) for each month City coverage is waived. Examples of waivers eligible for this payment are: • Employee waives all applicable City medical coverage; or • Employee is eligible to enroll his or her spouse or domestic partner and waives medical coverage for the spouse or domestic partner; or • Employee has additional eligible dependents and waives family-level medical coverage. Participation must result in a health insurance cost savings to the City and payments per employee shall not exceed a total of two hundred eighty four dollars ($284) per month. To participate in the program the employee and dependents must be eligible for coverage under PEMHCA medical plans, complete a waiver of medical coverage form, and provide proof of eligible alternative medical coverage. Payments will be made in the employee’s paycheck beginning the first month following the employee’s completion of the waiver form. Payments are subject to state and federal taxes and are not considered earnings under PERS law. Employees are responsible for notifying the City of any change in status affecting eligibility for this program (for example, life changes affecting dependent’s eligibility for medical coverage through the employee) and will be responsible for repayment of amounts paid by the City contrary to the terms of this program due to the employee’s failure to notify the City of a change in status. d. Dual Coverage. When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered only by one spouse. enrolled in medical insurance through another employer-sponsored or association medical plan, the employee may opt for alternative medical insurance coverage through the other employer-sponsored or association plan and waives his/her right to the City of Palo Alto’s medical insurance coverage for same individuals. Employees electing alternative coverage and no City coverage will receive cash payments of approximately half of the “averaged monthly City contribution toward premiums” for their medical insurance coverage. “Averaged monthly premiums” are the average of the Kaiser HMO, Blue Shield HMO and PERS Choice PPO premiums for the employee’s City medical coverage available through the Public Employee Retirement System (PERS). The monthly rates for 2011 are as follows: One party: $301.32 22 Two party: $602.63 Family: $783.42 The monthly rates for 2012 are as follows: One party: $284.36 Two party: $568.71 Family: $739.32 The Alternative Medical Benefit Program rates for subsequent years covered by this agreement will be determined when the California Public Employees Retirement System formally announces the health plan rates applicable for the year in which they are to apply. ARTICLE XXI - DENTAL BENEFITS Section 1. Level of Benefits. The City will maintain the present level of benefits on the City-sponsored dental program. Maximum benefits per calendar year shall be $2,000. Section 2. Premiums. The City shall pay all premium payments or equivalent self- insured program charges on behalf of employees and dependents who are eligible and enrolled for coverage under the existing dental plan. Dependents will include domestic partners, as defined under Article XX, Section 3(b). Section 3. Orthodontia Benefit Maximum. The City will provide a 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. ARTICLE XXII - LIFE INSURANCE Section 1. Premiums. The City currently pays the following amounts of premium on behalf of Fire personnel: Per Pay Period Per Month (Approx.) Basic Life Insurance and Basic ADD $.085 $ .185 (per $1,000 of coverage) The basic life insurance provided by the City shall equal the employee’s base monthly salary multiplied by twelve. ARTICLE XXIII - RETIREMENT BENEFITS 23 Section 1. PERS Retirement Formula. Safety Pension Group A: 3%@50 Safety Retirement The City will continue the present benefits under the Public Employees' Retirement System (PERS) "3 percent at 50 (3%@50)" formula for employees hired before the effective date of the “3 percent at 55” (3%@55) formula for new hires as described herein. The final year compensation for employees hired under the 3% at 50 formula will continue to be “Single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one-year period otherwise designated by the member (Government Code section 20042). Second TierSafety Pension Group B: 3%@55 Safety Retirement Effective December 7, 2012, As soon as administratively possible after City Council adoption of this MOA, the City shall amended its contract with CalPERS to provide such employees hired on or after the effective date of the CalPERS amendmentthat date who are not “new members” of CalPERS, as defined in the Public Employees’ Pension Reform Act (ofter referred to as “classic” CalPERS members) with the CalPERS retirement formula three percent of final salary at age 55 (“3%@55”), with the final salary determination for such employees of “3 highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three-year period otherwise designated by the member (Government Code section 20037). Safety Pension Group C: 2.7% at Age 57 Safety Retirement Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two point seven percent at age 57 (2.7%@57) retirement formula with a three year final compensation period. Section 2. Employer Paid Member Contribution (EPMC) . A. Effective with the second pay period in January 2010 the City ceased paying the 9% PERS member contribution and increased base wage rates by approximately 9% which employees used to pay the 9% PERS member contribution. B. Effective October 22, 2011 the wages for all classifications in the bargaining unit will be reduced by 9% (see Article VII Salary Provisions). Simultaneously, effective October 22, 2011, the City will begin paying on behalf of employees 2.5% of the 9% PERS member contribution. Such payments will be reported to PERS as special compensation, making the City’s contribution “PERSable”. C. Effective the pay period including July 1, 2012, the City will cease making employer- 24 paid contributions toward the PERS Member Contribution and employees will pay the full 9% member contribution. Section 2. PERS Member Contribution. a. Employees in all represented classes in Pension Groups A and B described above will make the 9% PERS member contributions by payroll deduction b. Employees in all represented classes in Pension Group C described above shall pay the employee contribution required by the Public Employees’ Pension Reform Act, currently calculated at fifty percent (50%) of the normal cost. a. Effective October 22, 2011 employees shall pay six and one-half percent (6.5%) of the nine percent (9%) PERS Member Contribution. b. Effective with the pay period including July 1, 2012, employees shall pay the full nine percent (9%) PERS Member Contribution. c. When employees pay their PERS Member Contribution pursuant to section 3a and 3b above, the City will provide for member contributions to be made as allowed under provisions of IRS Code Section 414(h)(2). Section 3. Additional Employee PERS contributions In addition to the PERS member contribution as required under section 2. a, b and c above, all employees in pension groups a, b and c shall contribute the additional following contributions: • Effective as soon as administratively possible all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required per CalPERS 20516 contract amendment, pay an additional 1% towards the Employer share of Pension. • Effective as soon as administratively possible but no sooner than the pay period that includes June 30, 2016, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 2%. • Effective as soon as administratively possible but no sooner than the pay period that includes June 30, 2017, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 3%. Such contributions under CalPERS 20516 will be provided on a pre-tax basis to the extent allowable by law. 25 Section 4. Option 2 Death Benefit. The City provides the Pre-Retirement Option Settlement 2 Death Benefit. The Pre-Retirement Optional Settlement 2 Death Benefit provides the spouse of a deceased member, who was eligible to retire for service at the time of death, with an alternate option to the lump sum Basic Death Benefit whereby the surviving spouse can elect a monthly allowance equal to the amount the member would receive if he/she had retired from service on the date of death and elected Optional Settlement 2 (the highest monthly allowance a member can leave a spouse). Section 5. Military Service Credit. The City will provide the Public Employees’ Retirement System benefit known as “Section 20930.3, Military Service Credit as Public Service.” Section 6. 1959 Survivor Benefit. The City will continue to provide the basic level of 1959 PERS Survivor Benefit to eligible employees in accordance with Government Code section 21571. ARTICLE XXIV - RETIREMENT MEDICAL PLAN Section 1. Retiree medical coverage for Unit employees hired before January 1, 2004: Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees that retire on or before December 31, 2006. Effective January 1, 2007 for an employee retiring on or after that date the City will pay up to the monthly medical premium for the 2nd most expensive plan offered to IAFF employees among the existing array of plans. However, the City contribution for an employee hired before January 1, 2004 who retires on or after December 1, 2011 shall be the same contribution amount it makes for active City employees. Any employees who retire before November 30, 2011 shall not be required to pay any premium contribution effective December 1, 2011, excluding any required dependent contribution described below. For 2011 calendar year, the City's contribution toward dependent coverage is 90% of the difference between the "applicable "Employee and One Dependent" or "Family" maximum employer contribution for active fire personnel and the maximum employer contribution for "Employee Only" coverage. This contribution for dependents will increase annually by 5% of the difference between the single party premium and the two party or family premium, until such time as the premium of the affected dependent(s) is fully covered in calendar year 2013. Effective upon ratification and adoption of this Agreement, the City shall provide active unit employees who were hired before January 1, 2004 with a one-time opportunity to opt-in to retiree health benefits provided under California Government Code section 26 22893. Eligible employees who wish to exercise this option shall inform the People, Strategy, and Operations department of their election in writing no later than 90 days following the ratification and adoption of this Agreement. Section 2. 20-Year Vesting for Retiree Medical Coverage for Unit Employees Hired On Or After January 1, 2004: a) The retiree health benefit provided in California Government Code section 22893 shall apply to all employees hired on or after January 1, 2004. Under this law, an employee is Twenty (20) year vesting in PERS system for the full retiree medical benefit specified in the preceding paragraph, including a minimum of five (5) years with the City of Palo Alto. eEligible employees to receive Fifty (50) percent of benefit after ten (10) years; each additional service credit year after Ten (10) years will increase employer credit by Five (5%) percent until Twenty (20) years is reached at which time employee is eligible for One Hundred (100%) percent of annuitant-only coverage and Ninety (90%) percent of the additional premium for dependents. Notwithstanding any other term of this section, the City of Palo Alto’s health premium contribution for eligible post January 1, 2004 hires shall not be less than the minimum contribution set by PERS under Government Code Section 22893 based on a weighted average of available health plan premiums. ARTICLE XXV - DEPENDENT CARE ASSISTANCE PROGRAM (DCAP) Section 1. DCAP. The City will provide a dependent care assistance program for employees subject to the provisions of applicable law. The program will remain in effect subject to a reasonable minimum participation level and availability of third party administrative services at a reasonable cost. ARTICLE XXVI - VACATION ACCRUAL Section 1. Accrual Rate. All eligible fire suppression persons shall accrue vacation at the following rate for continuous service performed in a pay status. Non-shift representation unit employees shall accrue the 40-hour equivalent--one shift equals sixteen hours. a. For employees completing less than four years continuous service, the accrual rate shall be five duty shifts per year. b. For employees completing four but not more than nine years continuous service, the accrual rate shall be eight duty shifts per year. 27 c. For employees completing nine but not more than 14 years continuous service, the accrual rate shall be 10 duty shifts per year. d. For employees completing 14 but less than 19 years continuous service, the accrual rate shall be 11 duty shifts per year. e. For employees completing 19 or more years continuous service, the accrual rate shall be 12 duty shifts per year. Section 2. Unused At Termination. Represented employees who fail to use all vacation as accrued may continue the accrual balance and be entitled to all accrued but unused vacation upon termination, except as limited below. Section 3. Limits. Vacation accrual balances shall be limited to three times the annual accrual rate. Accrual credit beyond this limit shall not be recognized or compensated, except that for employees of record as of January 1, 1984 who have vacation excess on a one-time basis shall be set aside (banked) to be subsequently used as vacation or paid at termination. No additions may be made to the bank. The bank is established only to facilitate changeover from unlimited to three times annual accrual rate limitation on vacation accrual as herein provided. ARTICLE XXVII - USE OF VACATION Section 1. Maximum Number of Slots. The maximum number of vacation scheduling slots for representation unit suppression employees is four (4) per platoon on a year- round basis. Section 2. Approvals. Vacation scheduling must be approved by the Battalion Chief or Fire Chief. The minimum is twelve (12) hours or more for suppression employees. Advance vacation schedules for suppression shall begin either at 8:00 a.m. or 8:00 p.m. Section 3. Vacation Pay. Vacation pay shall be made available in advance of regular pay day provided that employee requests such advance in writing to the Finance Department at least two weeks prior to his/her vacation date. The employee's supervisor must verify vacation date on the request. Section 4. Illness on Vacation. When an employee becomes ill while on vacation and such illness can be supported by a statement from an accredited physician or the employee is hospitalized for any period, the employee shall have the period of illness charged against sick leave and not against vacation leave. Section 5. When to be Taken. The time at which an employee may use accrued vacation leave and the amount to be taken at any one time shall be determined by the 28 Chief with particular regard for the needs of the City, but insofar as possible, considering the wishes of the employee. Section 6. Limitation on Use. Employees may not use more than three times their annual rate of accrual in any calendar year period provided, however, that the Chief may grant exceptions to this limitation. Section 7. Waiting Period. Employees shall complete six months continuous service before using accrued vacation leave. Section 8. Double Compensation Prohibited. Employees shall not work for the City during their vacation. Section 9. Cash out Option. Once each calendar year an employee may cash out eight (8) or more hours of vacation accrual in excess of eighty (80) hours to a maximum of one hundred twenty (120) hours; PROVIDED, that the employee has taken eighty (80) hours of vacation off with pay in the previous twelve (12) months. ARTICLE XXVIII - SICK LEAVE Section 1. Statement of Policy. Sick leave shall be allowed and used only in case of actual personal sickness or disability, medical or dental treatment, or as authorized in Section 9. Up to six (6) days (72 shift hours for suppression personnel) sick leave per year may be used for illness in the immediate family (wife, husband, child, parent, parent-in-law, brother, sister, registered domestic partner, or close relative residing in the household of the employee.) Section 2. Eligibility. Regular employees shall be eligible to accrue and use sick leave. Section 3. Accrual. Sick leave shall be accrued bi-weekly, provided the employee has been in a pay status for 50 percent or more of a bi-weekly pay period. Sick leave shall be accrued at the rate of six shifts per year. Section 4. Accumulation. Accumulated sick leave may be accrued without limit, except as provided in Section 8 below. Section 5. Use. Sick leave may be used as needed and approved, to the point of depletion, at which time the employee will no longer receive pay for sick leave. A new employee may, if necessary, use up to forty-eight (48) hours or shift equivalent of sick leave at any time during the first six months of employment. Any negative balances generated by such utilization will be charged against future accrual or deducted from final paycheck in the event of termination. 29 An employee who has been disabled for 60 consecutive days and who is otherwise eligible both for payment under the long-term disability group insurance coverage and accrued sick leave benefits may, at his/her option, choose either to receive the long- term disability benefits or to utilize the remainder of his/her accrued sick leave prior to applying for long-term disability benefits. Sick leave will not be granted for illness occurring during any leave of absence other than sick leave, unless the employee can demonstrate that it was necessary to come under the care of a doctor while on such other leave of absence. When an employee finds it necessary to be absent for any reason, he/she should cause the facts to be reported to the department within 60 minutes prior to his/her regular starting time on the first working day of absence, and shall regularly report on, or account in advance for each work day thereafter unless hospitalized or otherwise indisposed. Such reports may be subject to written documentation. Sick leave shall not be granted unless such report or advance accounting has been made, provided, however, that the department head may grant exception to this policy where the circumstances warrant. Section 6. Depletion of Sick Leave Benefits. Upon depletion of sick leave or the beginning of the period to be covered by payments under long-term disability group insurance coverage, whichever comes first, an employee may be granted a medical leave of absence without pay for a period not exceeding sixty days. If the employee is unable to return to work at the end of this period, he/she must request further medical leave which will be subject to the approval of the City Manager. If further leave is granted, the employee must notify the City of intent to return to work every thirty days. If further leave is not granted, the employee's service with the City shall be considered terminated. Section 7. Forfeiture Upon Termination. Employees leaving the municipal service shall forfeit all accumulated sick leave, except as otherwise provided by law and Section 8. In the event that notice of resignation is given, sick leave may be used only through the day which was designated as the final day of work by such notice. Section 8. Payment for Accumulated Sick Leave. Eligible employees (those hired before December 31, 1983) who leave the municipal service in good standing, or who die while employed in good standing by the City, and who have fifteen or more years of continuous service, shall receive compensation for unused sick leave hours in a sum equal to two and one-half percent of their unused sick leave hours multiplied by their years of continuous service and their basic hourly rate of pay at termination. Full sick leave accrual will be paid in the event of termination due to disability. For new employees hired after December 31, 1983, sick leave accrual accumulation will be limited to 1,000 hours with no payoff provisions for unused balance at termination for any reason. 30 Section 9. Personal Business Leave Chargeable to Sick Leave. It is agreed between the parties that all shift personnel represented by the Union shall have the right to charge up to forty-eight (48) hours personal business leave per year to sick leave, and that all non-shift personnel shall have the right to charge up to twenty (20) hours personal business leave per year to sick leave. Such personal business leave shall be allowed only on a staffing available basis and where the provisions of the minimum staffing agreement are not affected. "Staffing available" means at or above minimum staffing levels as defined in Article XII. Section 10. Return to Work or Continue Work With Limited Duty. In cases of non-work-related injury, illness or pregnancy an employee, upon approval of the Fire Chief and the City Safety Officer, may return to work or continue work with doctor-approved limited duty. Approval for such limited duty shall be based upon department ability to provide work consistent with medical limitations and the length of time of the limitations. Shift employees must be willing to accept any non-shift limited duty schedule work location and may be subject to the reasonable availability of limited duty assignments. The City doctor may be consulted in determining work limitations. ARTICLE XXIX - SUBPOENAS Employees required to answer subpoenas as a witness for the City of Palo Alto or for a plaintiff where the City of Palo Alto is a defendant shall not lose pay or benefits for work time lost to answer depositions or to appear in court. ARTICLE XXX - WORKERS' COMPENSATION Section 1. Status Reporting While on Disability. Persons on disability will be required to appear or otherwise report at regular two-week intervals to the Fire Chief or designate to discuss his/her status of medical treatment therapy and physical condition. This section is not meant to unreasonably restrict employee's activities so long as such activities are cleared by the treating physician, treating program or alternative treatment program is maintained and employee is available for full or restricted duty as soon as medical clearance can be received. ARTICLE XXXI - PHYSICAL FITNESS MEDICAL EXAMINATIONS Physical fitness medical examinations for all represented employees may include chest x-rays every three years unless otherwise directed by a physician, eye examination and hearing examination. ARTICLE XXXII- LEAVES OF ABSENCE WITHOUT PAY 31 Section 1. Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physician's verification including diagnosis and medical work restriction. Section 2. Other Leaves. Leaves of absence without pay may be granted in cases of personal emergency or when such absences would not be contrary to the best interest of the City. Non-disability prenatal and/or postpartum leave is available under this provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum. Section 3. Accrued Vacation Credits. During unpaid leaves of absence for disability or other reasons, the employee may elect to use accrued vacation credits. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. Section 4. Approval of Department Head. Leave of absence without pay for one week or less may be granted by the department head, depending on the merit of the individual case. Section 5. Approval by City Manager. Leave of absence without pay in excess of one week's duration may be granted by the City Manager on the merit of the case, but such leave shall not exceed twelve months' duration. Section 6. Absence Without Leave. Unauthorized leave of absence shall be considered to be without pay, and reductions in the employee's pay shall be made accordingly. Unauthorized leave of absence may result in termination of employment. Section 7. Leave of Absence; Death Outside the Immediate Family. Leave without pay may be granted a regular employee by his/her department head in the event of death to family members other than one of the immediate family, such leave to be granted in accordance with Section 2 and Section 4. Section 8. Military Leave of Absence. State law shall govern the granting of military leaves of absence and the rights of employees returning from such absence. Section 9. Use of paid accruals while on leave. During unpaid leaves of absence for disability or other reasons, the employee may elect and the City may require the employee to use accrued vacation paid leave credits in a manner consistent with state and federal law. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. 32 ARTICLE XXXIII - LEAVES OF ABSENCE WITH PAY Section 1. City Manager Granted Leaves. The City Manager may grant a regular employee under his control a leave of absence with pay for a period not exceeding thirty calendar days for reasons he deems adequate and in the best interest of the City. Section 2. Council Granted Leave. The City Council may grant a regular employee a leave of absence with pay for a period not to exceed one year for reasons the Council considers adequate and in the best interest of the City. Section 3. Employee's Time Off to Vote. Time off with pay to vote at any general or direct primary election shall be granted as provided in the State of California Elections Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code. Section 4. Leaves of Absence; Death in Immediate Family. Leave of absence with pay of one shift with provision for approval of one additional shift for travel outside the area may be granted an employee by the Chief in the event of death in the employee's immediate family, which is defined for purposes of this section as wife, husband, son, son-in-law, daughter, daughter-in-law, father, mother, brother, brother-in-law, sister, sister-in-law, mother-in-law, father-in-law, grandfather, grandfather-in-law, grandmother, grandmother-in-law, uncle, aunt, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Requests for leave in excess of two shifts shall be subject to the approval of the City Manager. Section 5. Jury Duty; Leave of Absence. Employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received for such duties other than mileage or subsistence allowances within thirty days from the termination of his or her jury service. ARTICLE XXXIV – VOLUNTEER LEAVE PROGRAM The City of Palo Alto has established a Firefighter Voluntary Leave Program to provide members of Local 1319 International Association of Fire Fighters (IAFF) employees the opportunity to donate their accrued vacation time to assist fellow members of IAFF either due to: (a) an employee’s own verifiable non-industrial catastrophic illness or injury (as defined herein) or (b) in order to care for a member of the employee’s immediate family (spouse, child, parent or registered domestic partner suffering from a verifiable catastrophic illness or injury) and have exhausted or will presently exhaust all of their paid leave. In order to be eligible to receive donated leave, an employee must have a catastrophic illness or injury or an employee’s immediate family member must have a catastrophic illness or injury that requires the employee to provide full-time care for this family 33 member. Care will be taken to emphasize the voluntary nature of the plan and to insure confidentiality of employee participants and medical conditions (where applicable). A Firefighter Voluntary Leave Sharing Program has been established to accept donations of vacation in accordance with the Program’s guidelines. All donations shall be: 1. Voluntary 2. Irrevocable 3. Confidential, unless disclosure is required by law 4. In whole hour increments of at least four (4) hours, with the hours donated being converted to donee hours based on the donee’s salary rate (so that there will be no cost to the City due to salary differential). 5. The employee shall be required to exhaust all other types of leave to request donated leave 6. It is understood that employees seeking or receiving leave under this program will apply for long-term disability benefits for which they may be eligible 7. Where any of the period during which an employee receives donated leave is designated as family leave under the California Family Rights Act (CFRA/Family Medical Leave Act (FMLA), the employee will be eligible for continuation of medical and other available benefits during that the family leave period (for up to 12 weeks), in accordance with the requirements of those laws. If the employee receiving donated leave is not eligible for CFRA/FMLA benefit continuation, or after the employee has exhausted the available CFRA/FMLA leave period, the employee will need to pay the premiums for continued medical and other available benefits if the employee chooses to continue such coverages through the City 8. If the donation request is based on the need for an employee to care for an immediate family member, as defined above, the family member must require full-time care by the employee. Certification of this requirement by a health care professional is required 9. The maximum donated time a donee may receive is 12 months (if available). 10. Applications to donate leave or receive leave under this Program are made to the Human Resources Department 11. This is a pilot program and is subject to cancellation by either party IAFF members interested in donating leave or in applying to receive donated leave shall complete forms provided by the Human Resources Department. If an applicant for leave is found to meet the criteria set forth herein, Human Resources will determine the availability of and (as applicable) allocation of donated paid leave. Payroll will be notified in writing of the number of hours to be deducted from each donating employee’s vacation balance and transferred to the donee employee(s). The City reserves the right to modify or terminate this program at any time. 34 Catastrophic Illness or Injury (also referred to as “medical emergency” in Revenue Ruling 90-29 and Sections 801(c) and 812 of the Merit Rules and Regulations): A non- occupational medical condition of an employee that will require the prolonged absence of the employee from duty and which will result in a substantial loss of income to the employee because the employee will have exhausted all paid leave available apart from the Voluntary Employee Leave sharing Program. Non-disability postpartum leave as referenced in Merit Rule 801(b) shall not be considered a catastrophic illness or injury under this Policy. ARTICLE XXXV- TUITION REIMBURSEMENT Section 1. Options. Effective July 1, 2004 the tuition reimbursement program was amended to provide each employee the option of receiving the $1,000 as taxable cash or as a contribution to deferred compensation. The tuition reimbursement program will be eliminated effective July 1, 2012 with no further payouts starting in FY 12-13 and on-going. ARTICLE XXXVI - PER DIEM TRAVEL EXPENSES Section 1. City Business. Unless other mutually agreeable arrangements are made, representation unit employees who are required to travel away from the City on City business will receive travel expenses, according to City policies which are currently in effect. ARTICLE XXXVII - HOUSE FUND ITEMS Section 1. Station House Fund. The station house fund per year, per shift employee shall be $48.00. Section 2. Non-Food House Items. The City agrees to furnish and maintain each fire station with non-food house fund items: TV purchase and repair, the San Jose Mercury News, and the San Francisco Chronicle to be selected on an annual basis. Kitchen cooking utensils, small kitchen appliances and other specific items to be determined by mutual agreement of the parties will be purchased from the station house fund. The Fire Fighters agree to maintain the voter registration program. ARTICLE XXXVIII - PARKING Section 1. Entitlements. Employees in represented classes assigned to Civic Center or adjacent work locations shall be entitled to free parking in the Civic Center Garage, or 35 a commute incentive which will be subject to meet and confer. Employees hired after July 1, 1994, may initially receive a parking permit for another downtown lot, subject to availability of space at the Civic Center Garage. Light duty employees assigned to the Civic Center will receive Civic Center parking temporary permits for the duration of the light duty assignment. ARTICLE XXXIX- GRIEVANCES The City and the Union agree to establish a grievance procedure as follows: 1. Definition: A grievance is any complaint or dispute regarding the application of interpretation of this Memorandum of Understanding, rules, regulations, policies or procedures relating to wages, hours or other terms and conditions of employment. 2. Any non-probationary employee represented by the Union may file and process a grievance. Such aggrieved employees may be represented by the Union or may represent themselves in preparing and presenting their grievance at any level of review. The Union may file a grievance when a Union right not directly related to an individual employee becomes subject to dispute. 3. Any retroactivity on monetary grievances shall be limited to the date of occurrence, except in no case will retroactivity be granted prior to three months before the grievance was filed in writing. 4. Written grievances shall be submitted on forms provided by the City or on forms which are mutually agreeable to the City and the Union. The Union shall deliver a copy of a written grievance to the Human Resources Department Director on the same date that it is first filed with another City representative under the provisions of the below grievance procedure. 5. The time limits specified in this section may be extended by mutual agreement in writing of the aggrieved employee or Union and the reviewer concerned. Should a decision not be rendered within a stipulated time limit, the aggrieved employee may immediately appeal to the next step. The grievance will be considered settled if the decision of any step is not appealed within the specified time limit. 6. If a grievance is related to a promotional process to positions within the representation unit, Step I shall be directed to the Deputy Fire Chief (or Fire Marshal for FPB positions). 7. Step I. The aggrieved employee will first attempt to resolve the grievance through informal discussions with the immediate supervisor by the end of the seventh tenth business calendar day following the discovery of the incident upon which the grievance is based. Every attempt will be made to settle the issue at this level. 36 Step II. If the grievance is not resolved through informal discussion, it may be submitted in writing to the Battalion Chief (Deputy Fire Chief for Captain grievances) within seven ten business calendar days of the informal discussion. The Battalion Chief/Assistant Fire Chief will have seven ten business calendar days from receipt of the grievance to review the matter and prepare a written response. If the grievance is denied, the response shall contain the reasons therefore. Step III. If the grievance is not resolved in Step II, it may be submitted in writing to the Fire Chief within seven ten business calendar days of receipt of the Battalion Chief's/ Deputy Fire Chief's written response. The Fire Chief will have seven ten business calendar days from receipt of the grievance to review the matter and prepare a written response. If the grievance is denied, the response shall contain the reasons therefore. Step IV. If the grievance is not resolved in Step III, the aggrieved employee may submit the grievance to the City Manager for final determination or to binding grievance arbitration. All Step IV appeals must be filed in writing at the Human Resources Department Office within seven ten business working days of receipt of the Fire Chief's response under Step III. All hearings before the City Manager shall be pursuant to the rules and regulations set forth in the City of Palo Alto Merit Rules and Regulations. Hearings before an arbitrator will be as set forth below. In the event the aggrieved employee decides to proceed to arbitration, he/she shall select jointly with the Director of Human Resources an arbitrator. If the parties are unable to agree on an arbitrator, they shall jointly request a panel of five qualified and experienced arbitrators from the State Conciliation Service. Upon receipt of the list of arbitrators, the names shall be alternately struck until one name remains who shall serve as arbitrator. The arbitrator shall be jointly contacted by the parties. The arbitrator shall have jurisdiction and authority only to interpret, apply, or determine compliance with the provisions of the Memorandum of Agreement and such Merit System rules, regulations, policies, procedures, City ordinances or regulations relating to terms or conditions of employment, wages or fringe benefits, as may hereafter be in effect in the City insofar as may be necessary to the determination of grievances appealed to the arbitrator. The arbitrator shall be without power to make any decision: a. Regarding matters of interest. b. Contrary to, or inconsistent with or modifying in any way, the terms of this Memorandum of Agreement. c. Granting any wage increases or decreases. d. Granting pay or benefits for any period of time prior to the execution date of this Memorandum of Agreement. 37 Where either party seeks arbitration and the other party claims the matter is not subject to the arbitration provisions of the Memorandum of Agreement, the issue of arbitrability shall first be decided by the arbitrator using the standards and criteria set forth in this Memorandum of Agreement. The arbitrator shall be without authority to require the City to delegate or relinquish any powers which by State law or City Charter the City cannot delegate or relinquish. Copies of the arbitrator's decision shall be submitted to the City and the aggrieved employee. All direct costs emanating from the arbitration procedure shall be shared equally by the City and the aggrieved employee or the Union. It is further agreed that the provisions of this section shall be incorporated as part of Chapter 11 of the City of Palo Alto Merit System Rules and Regulations. Existing procedures set forth in Chapter 11, to the extent they are inconsistent with the provisions contained herein, are superseded. ARTICLE XL- SAFETY COMMITTEE Section 1. Committee A Safety Committee comprised of four representation unit members appointed by the Union, and at least two members of Management, will continue to meet. The Committee may make safety recommendations to the Fire Chief regarding equipment, vehicles and apparatus and may review all accidents involving represented personnel. Management shall inform the Safety Committee of all accidents involving injuries to represented personnel. ARTICLE XLI – MISCELLANEOUS Section 1. T-Shirts. The City will issue four T-shirts to each uniformed employee each July These T-shirts are for use on duty only and will be maintained by the employee. Section 2. Removal of Disciplinary Actions. Records of disciplinary actions shall be removed from the personnel file of a representation unit employee upon written request by the employee after a period of three years, or sooner if mutually agreed by the Fire Chief and the employee. ARTICLE XLII - FULL UNDERSTANDING Section 1. Full and Entire Understanding. The Memorandum of Agreement contains the full and entire understanding of the parties regarding the matters set forth herein. Section 2. Fair Labor Standards Act. Compensatory time off with Management approval may be used as an alternative to overtime compensation only within the 27-day work period within which the overtime is worked. 38 Section 3. Severability. Should any of the provisions herein contained be rendered or declared invalid by reason of any existing State or Federal legislation or by reason of State or U.S. Supreme Court ruling, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable. Section 4. Good Faith. It is the intent of the parties that ordinances, resolutions, rules and regulations enacted pursuant to this Memorandum of Understanding be administered and observed in good faith. Section 5. Merit System Rules and Regulations. During the term of this Memorandum of Agreement, Management may propose certain changes in the City Merit System Rules and Regulations. With regard to such changes which pertain to the representation unit, the parties agree to review, and upon request, meet and confer regarding the changes. Section 6. Station Consolidation or Relocation . During the term of this agreement, at management request, the parties agree to meet and confer with regard to issues pertaining to fire station consolidation or relocation. Section 7. Meet and Confer. Nothing in this agreement shall preclude the parties from mutually agreeing to meet and confer on any subject within the scope of representation during the term of this agreement. ARTICLE XLIII – 48/96 Work Schedule Pilot Program The City of Palo Alto (City) and the International Association of Fire Fighters, Local 1319 (Union) agree to have the City evaluate changing the Palo Alto Fire Department’s work schedule for 56-hour personnel from its current schedule to a “48/96” work schedule with the goal of implementing a pilot schedule change in January 2017, if the parties are in agreement and required administrative and technology changes can be implemented by this date. Upon ratification of a new Memorandum of Agreement, a Labor Management Committee (LMC), including representatives from the Union, Fire Management, the City Manager’s Office, Human Resources, and the Administrative Services Department, will meet to design and evaluate the possible implementation of a “48/96” work schedule that is FLSA compliant, cost neutral, meets the needs of the City and does not compromise the effectiveness of fire services. The goal will be for the Committee to complete preparation for the evaluation by October 1, 2016. If a schedule can be designed that is FLSA compliant, cost neutral and does not compromise service to the community, the parties agree to move forward with a pilot work schedule change. The City will begin making required administrative and technology changes in order to implement the pilot “48/96” work schedule by January 1, 39 2017. The actual date of implementation will be dependent upon the City’s ability to modify payroll, staff scheduling and any other related systems to support the new schedule. The initial “Pilot Program” is planned to run for the term of the MOA, but may be terminated at any time if is determined to have a negative impact on costs or workforce effectiveness. The Pilot will conclude at the end of the MOA unless the parties mutually agree to extend the Pilot or adopt the Pilot as the standard 56-hour work schedule. ARTICLE XLIII XLIV - DURATION This Memorandum of Agreement shall become effective upon adoption by the City Council for the period of July 1, 20140 through June 30, 20184. EXECUTED: FOR: FOR: INTERNATIONAL ASSOCIATION CITY OF PALO ALTO OF FIRE FIGHTERS Ryan Stoddard, President Local 1319 James Keene, City Manager Nate Heydorff, Vice President Local 1319 Rumi Portillo, Human Resources Director Sunny Johnson-Gutter, Secretary Local 1319 Eric Nickel, Fire Chief Doug Slezak, Treasurer Local 1319 Geoffrey Blackshire, Deputy Fire Chief Sarah Wallace, General Board member Local 1319 Catherine Capriles, Deputy Fire Chief Stephen Lindsey, General Board member Local 1319 Amber Cameron, Senior Management Analyst Kyle Salisbury, General Board member Local 1319 Natalie Korthamar, Manager of Employee and Labor Relations 40 Dennis Wallach, Mastagni, Holstedt APC Frank Lee, Senior HR Administrator Dania Torres Wong, Chief Negotiator Renne Sloan Holtzman & Sakai 41 Formatted: Width: 11", Height: 8.5" 42 43 44 45 46 47 Palo Alto Peace Officers' Association Memorandum of Agreement July 1, 2014-June 30, 2018 Formatted: Header distance from edge: 0.8",Different first page header Formatted: Left Formatted: Left Formatted: Left Modified 03/14/2016 Formatted: Centered TTABLE OF CONTENTS [Pages and updates upon final adoption] Contents PREAMBLE 1 Section 1. Recognition 1 Section 2. No Discrimination 1 Section 3. Association Security 2 Section 4. Payroll Deduction 2 Section 5. No Strikes 2 Section 6. Probationary Period 3 Section 7. Salary Provisions 5 Section 8. Night Shift Differential 10 Section 9. Paid Holidays 10 Section 10. Working Out of Class Pay 11 Section 11. Retention/Career Incentive Program (Special Compensation) 12 Section 12. Dependent Care Assistance Program 14 Section 13. Court Pay 14 Section 14. Health Plans 16 Section 15. Dental Benefits 25 Section 16. Life Insurance Benefits 26 Section 17. Effective date of Coverage for New Employees 26 Section 18. Retirement Benefits 27 Section 19. Retirement Medical Plan 32 Formatted: Header distance from edge: 0.8",Different first page header Formatted: Font: 14 pt, Bold, Font color: Auto Formatted: Font: (Default) Arial, Font color:Auto City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page ii of 82 Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Section 20. Psychological Counseling Program 35 Section 21. Uniforms 35 Section 22. Work Schedule 36 Section 23. Overtime Pay and Compensatory Time Off 50 Section 24. Overtime Sign-Up 50 Section 25. Jury Duty 52 Section 26. Vacation Accrual 52 Section 27. Use of Vacation 53 Section 28. Vacation Pay at Termination 54 Section 29. Vacation Benefits for Deceased Employees 54 Section 30. Effect of Extended Military Leave 54 Section 31. Sick Leave 55 Section 32. Leaves of Absence Without Pay 57 Section 33. Leave of Absence With Pay 58 Section 34. Reduction in Force 59 Section 35. Agents 59 Section 36. Commute Incentives and Parking in Civic Center Garage 60 Section 37. Disciplinary Action and Unsatisfactory Work or Conduct 61 Section 38. Grievance Procedure 63 Section 39. Bulletin Boards and Telephones 66 Section 40. Access to Association Representatives 67 Section 41. Meeting Places 67 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page iii of 82 Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Section 42. Voluntary Leave Program: 67 Section 43. Utilization of Reserves for Field Services Division Events 69 Section 44. Overtime Meals for Investigative Services Division 69 Section 45. Hiring Incentives 69 Section 46. Full Understanding 70 Section 47. Printed Agreement 71 Section 48. Duration 71 PREAMBLE 1 Section 1. Recognition 1 (5) Assignments of Sworn Personnel on the 4/11 Schedule ........................ 24 Concurrent Vacation Authorization - Sergeants ......................................................... 26 (7) Time Keeping and Payroll 27 Page Section 1. Recognition 1 Section 2. No Discrimination 1 Section 3. Association Security 2 Section 4. Payroll Deduction 2 Section 5. No Strikes 2 Section 6. Probationary Period 2 Section 7. Salary Provisions 3 Section 8. Night Shift Differential 7 Section 9. Paid Holidays 8 Section 10. Working Out of Class Pay 9 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page iv of 82 Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Section 11. Retention/Career Incentive Program (Special Compensation) 10 Section 12. Tuition and Professional Equipment Reimbursement 11 Section 13. Dependent Care Assistance Program 12 Section 14. Court Pay 12 Section 15. Health Plans 13 Section 16. Dental Benefits 15 Section 17. Life Insurance Benefits 16 Section 18. Effective date of Coverage for New Employees 16 Section 19. Retirement Benefits 16 Section 20. Retirement Medical Plan 17 Section 21. Psychological Counseling Program 19 Section 22. Uniforms 19 Section 23. Work Schedule 20 Section 24. Overtime Pay and Compensatory Time Off 32 Section 25. Overtime Sign-Up 33 Section 26. Jury Duty 34 Section 27. Vacation Accrual 34 Section 28. Use of Vacation 35 Section 29. Vacation Pay at Termination 36 Section 30. Vacation Benefits for Deceased Employees 36 Section 31. Effect of Extended Military Leave 36 Section 32. Sick Leave 36 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page v of 82 Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Section 33. Leaves of Absence Without Pay 38 Section 34. Leave of Absence With Pay 39 Section 35. Reduction in Force 40 Section 36. Agents 41 Section 37. Commute Incentives and Parking in Civic Center Garage 41 Section 38. Disciplinary Action and Unsatisfactory Work or Conduct 42 Section 39. Grievance Procedure 44 Section 40. Bulletin Boards and Telephones 47 Section 41. Access to Association Representatives 47 Section 42. Meeting Places 47 Section 43. Voluntary Leave Program 48 Section 44. Utilization of Reserves for Field Services Division Events 49 Section 45. Overtime Meals for Investigative Services Division 50 Section 46. Hiring Incentives 50 Section 47. Full Understanding 50 Section 48. Printed Agreement 52 Section 49. Duration 52 APPENDIX A 59 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 1 of 82 MEMORANDUM OF AGREEMENT CITY OF PALO ALTO and PALO ALTO PEACE OFFICERS' ASSOCIATION July 1, 2014 - June 30, 2018 PREAMBLE This Memorandum of Agreement is pursuant to and subject to Sections 3500-3510 of the Government Code of the State of California, the Charter of the City of Palo Alto, and the City of Palo Alto Merit System Rules and Regulations. ( This Memorandum of Agreement made and entered into at Palo Alto, California, by and between the City of Palo Alto, a municipal corporation (hereinafter referred to as "City") and the Palo Alto Peace Officers' Association, Incorporated, a California corporation (hereinafter referred to as "Association"), is intended to define agreements reached during the meet and confer process concerning wages, hours, working conditions, and other terms and conditions of employment for the represented group of employees. Section 1. Recognition The City recognizes the Association as the exclusive representative of an employee group consisting solely of Police Officer Trainees, Police Officers, Police Agents, and Police Sergeants who are regularly employed by the City and others who might be amended into the representation unit from time to time under existing law and the Merit System Rules and Regulations. Section 2. No Discrimination (a) The Association and the City hereby agree that there shall be no discrimination because of race, color, age, handicap, sex, sexual orientation, national origin, political or religious affiliation under this Agreement. There shall be no discrimination in employment conditions or treatment of employees on the basis of membership or non-membership in the Association, or participation in the lawful activities of the Association. (b) The Association and the City hereby agree to protect the rights of all employees to exercise their free choice to join the Association and to abide by the express provisions of applicable State and local laws. Formatted: Header distance from edge: 0.8" Formatted: Heading 1, Centered, Tab stops: Not at 3.1" + 3.2" + 3.7" + 4.2" + 4.7" + 5.2" + 5.7" + 6.2" Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -1.3" + -0.8" + -0.3" + 0.2" + 0.7" + 1.2" + 1.7" + 2.2" + 2.7" + 3.2" + 3.7" + 4.2" + 4.7" + 5.2" + 5.7" + 6.2" Formatted: No underline Formatted: Heading 1, Left, Tab stops: Not at -1.3" + -0.8" + -0.3" + 0.2" + 0.7" + 1.2" + 1.7" + 2.2" + 2.7" + 3.2" + 3.7" + 4.2" + 4.7" + 5.2" + 5.7" + 6.2" Formatted: Tab stops: Not at 0.7" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 2 of 82 Section 3. Association Security (a) When a person is hired in any of the covered job classifications, the City shall notify that person that the Association is the recognized bargaining representative for the employee in said Unit and give the employee a current copy of the Memorandum of Agreement. (b) If there is no disruption of work, members of the Association Board of Directors may use a reasonable amount of on-duty time without loss of pay to attend to Association business specifically related to representation of employees. Such release time must be cleared in advance by the appropriate division manager who is a member of management. For purposes of this section, representation shall include: (i) (i) Meetings with represented employees or management related to a grievance or disciplinary action, including investigation and preparation time. (ii) A meeting with management related to benefits, working conditions or other terms and conditions of employment. Section 4. Payroll Deduction The City shall deduct Association membership dues and any other mutually agreed upon payroll deduction from the bi-weekly pay of member employees. The dues deduction must be authorized in writing by the employee on an authorization card acceptable to the City and the Association. The City shall remit the deducted dues to the Association as soon as possible after deduction. Section 5. No Strikes The Association, its representatives, or members, shall not engage in or cause, instigate, encourage, sanction, or condone a strike, withholding of services, concerted abuse of leave of absence provisions, work stoppage or work slowdown of any kind. No employee shall refuse to cross any picket line in the conduct of Police Department business, nor shall the Association, its representatives, or members discriminate in any way toward anyone who refuses to participate in a strike, or any of the job actions cited above. Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep with next, Don't keep lines together, Tab stops: Notat -1.3" + -0.8" + -0.3" + 0.2" + 0.7" + 1.2" + 1.7" + 2.2" + 2.7" + 3.2" + 3.7" + 4.2" + 4.7" + 5.2" + 5.7" + 6.2" Formatted: Indent: Left: 0", First line: 0" Formatted: Numbered + Level: 1 +Numbering Style: i, ii, iii, … + Start at: 1 +Alignment: Left + Aligned at: 0.2" + Indent at: 0.7" Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -1.3" + -0.8" + -0.3" + 0.2" + 0.7" + 1.2" + 1.7" + 2.2" + 2.7" + 3.2" + 3.7" + 4.2" + 4.7" + 5.2" + 5.7" + 6.2" Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -1.3" + -0.8" + -0.3" + 0.2" + 0.7" + 1.2" + 1.7" + 2.2" + 2.7" + 3.2" + 3.7" + 4.2" + 4.7" + 5.2" + 5.7" + 6.2" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 3 of 82 Section 6. Probationary Period (a) T (a) The probationary period for new employees entering the classifications of Police Academy Trainee or Police Officer shall end 12 months following the successful completion of Police Academy training. The probationary period for lateral entry positions, where Police Academy training is waived, shall be 12 months. (b) The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee's qualifications, for ensuring the effective adjustment of a new employee to the position and for rejecting any probationary employee who in the opinion of management is not suitable to attain permanent status. (c) During the probationary period a new employee may be terminated at any time by the appointing authority without cause. The existence of cause for termination shall not be arbitrable. Probationary employees shall not be terminated for reasons that violate Section 2. No Discrimination, of this Agreement, or for reasons that are unconstitutional or unlawful. (d) Probationary Period for New Supervisors (1) The probationary period for newly promoted Agents and Sergeants shall end 12 months from the effective date of the promotion, excluding time off due to any unscheduled absence or leave. (2) The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee’s qualifications, for ensuring the effective adjustment of a newly promoted employee to the position and for rejecting any newly Formatted: Font: Not Bold, No underline, Fontcolor: Auto Formatted: Heading 1, Left, Tab stops: Not at -1.3" + -0.8" + -0.3" + 0.2" + 0.7" + 1.2" + 1.7" + 2.2" + 2.7" + 3.2" + 3.7" + 4.2" + 4.7" + 5.2" + 5.7" + 6.2" Formatted: Indent: Left: 0.18", Hanging: 0.82" Formatted: Indent: Left: 0", Hanging: 0.97", Tab stops: Not at 1.7" Formatted: Indent: Hanging: 0.7", Tab stops: 1", Left + Not at 1.7" Formatted: Indent: Left: 0.2", Tab stops: Not at 1.2" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 4 of 82 promoted probationary employee who in the opinion of management is not suitable to attain permanent status in the newly promoted rank. (3) During the promotional probationary period the newly promoted employee shall successfully complete 80 hours of in-house transition training pursuant to the guidelines contained in the Supervisor field Training Program Manual. (4) During the 12 month promotional probationary period the newly promoted employee shall be evaluated by his/her direct supervisor on a quarterly basis. (5) Any on-going and/or significant perceived deficiencies in the probationary employee’s work performance or supervisory aptitude shall be promptly communicated to the employee. When appropriate, the employee shall be provided with additional training and given opportunities to demonstrate their performance in response to the training. Such perceived deficiencies, any related training, and performance improvement or lack of response to training shall be documented by the employee’s supervisor and recorded in the employee’s quarterly evaluation for the quarter(s) in which the matter was addressed. (6) During the promotional probationary period, a newly promoted employee may be demoted to their previous rank at any time by the appointing authority if the employee demonstrates a lack of suitability for the newly promoted position. The demotion shall be based upon deficiencies in the performance or aptitude that have been addressed and documented as outlined in subsection (5). The existence of cause for demotion shall not be arbitrable. Promotional probationary employees shall; not be demoted for reasons that violate Section 2 of the Memorandum of Agreement, No Discrimination; or for reasons that are unconstitutional or unlawful. (7) In the event that management elects to demote an employee during his or her probationary period, pursuant to subsection (6), the affected employee may request a hearing with the Chief of Police. The hearing shall be held promptly and prior to the intended effective date of demotion, so as to afford the employee with a meaningful and timely opportunity to respond to the stated reason(s) for demotion. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 5 of 82 Section 7. Salary Provisions 1. (a) General Salary Increase. Effective on the first day of the first pay period after the adoption of this MOA by the City Council, salary ranges of all represented classifications will be increased by two and a half percent (2.5%). decreased by one and thirty-three one hundredths percent (1.33%). increased by two and a half percent (2.5%). (b) Market Equity Adjustment: Effective on the first day of the first pay period after adoption of this MOA by the City Council, salary ranges of all represented classifications will be increased by three percent (3%). a. Market Equity Adjustment: Effective on the first day of the first pay period after adoption of this MOA by the City Council, salary ranges of all represented classifications will be increased by three percent (3%). (bc) General Salary Increase. Effective pay period including June 30, 2016 salary ranges of all represented classifications will be increased by two and a half percent (2.5%). 2. (d) Effective pay period including June 30, 2016 salary ranges of all represented classifications will be increased by two and a half percent (2.5%). Market Equity Adjustment: Effective the pay period including June 30, 2016, salary ranges of all represented classifications will be increased by two and two tenth of a percent (2.2%). a. (ec) General Salary Increase. Market Equity Adjustment: Effective the pay period including June 30, 2016, salary ranges of all represented classifications will be increased by two and two tenth of a percent (2.2%). Effective pay period including June 30, 2017 salary ranges of all represented classifications will be increased by two and a half percent (2.5%). 3. (f) Effective pay period including June 30, 2017 salary ranges of all represented classifications will be increased by two and a half percent (2.5%). (d) Total Compensation Market Study. The City will conduct a total compensation survey by November 2017. Data shall include the contributions in effect up until November 2017 period. If the City’s survey shows that the Police Officer Formatted: No underline Formatted: Heading 1, Left, Indent: Left: 0",First line: 0", Tab stops: Not at -1.3" + -0.8"+ -0.3" + 0.2" + 0.7" + 1.2" + 1.7" + 2.2" + 2.7" + 3.2" + 3.7" + 4.2" + 4.7" + 5.2"+ 5.31" + 5.7" + 6.2" Formatted: No underline, Font color: Auto Formatted: Indent: Left: 0", Hanging: 0.7", No bullets or numbering Formatted: Font: Not Bold, No underline Formatted: No bullets or numbering Formatted: Indent: Left: 0", Hanging: 0.7", No bullets or numbering Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 0", Hanging: 0.7", No bullets or numbering Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 1.45", No bullets ornumbering Formatted: No bullets or numbering Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 0", Hanging: 0.7", No bullets or numbering Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: No bullets or numbering Formatted: Indent: Left: -0.01" Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 0", Hanging: 0.7",Tab stops: -1.3", Left + -0.8", Left + -0.3",Left + 0.2", Left + 0.7", Left + 1.2", Left + 1.7", Left + 2.2", Left + 2.7", Left + 3.2", Left + 3.7", Left + 4.2", Left + 4.7", Left + 5.2",Left + 5.31", Left + 5.7", Left + 6.2", Left Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 0", Hanging: 0.7", No bullets or numbering Formatted ... Formatted: Font: Not Bold, No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 6 of 82 benchmark based on the median is under market, the City shall confer a market adjustment to place the benchmark to the median of market, up to a cap of two and a half percent (2.5%), effective the last pay period in December 2017Total Compensation Market Study. The City will conduct a Total Compensation Market Study by November 15, 2017. The Total Compensation Market Study will be done on the Police Officer classification using the benchmark agencies and compensation criteria listed below (Total Compensation and Survey Database). Data shall reflect the compensation data in effect at each of the benchmark agencies as of November 15, 2017. If the Total Compensation Market Study shows that the Palo Alto Police Officer classification is below the median of the Total Compensation Market Study, then effective the pay period that includes December 31, 2017, the City shall increase salary ranges of all represented classifications by an amount necessary to get the Police Officer classification to get to median, up to a maximum adjustment of two and one-half percent (2.5%). . 4. Total Compensation Market Study. The City will conduct a total compensation survey by November 2017. Data shall include the contributions in effect up until November 2017 period. If the City’s survey shows that the Police Officer benchmark based on the median is under market, the City shall confer a market adjustment to place the benchmark to the median of market, up to a cap of two and a half percent (2.5%), effective the last pay period in December 2017. (e) Total Compensation and Survey Database Management and the Union have agreed to a compensation survey database structure. Survey Cities include: Alameda, Berkeley, Concord, Fremont, Hayward, Milpitas, Mountain View, Redwood City, San Leandro, San Mateo, Santa Clara, Vallejo, and Walnut Creek. Compensation Criteria includes: top step salary, maximum longevity, maximum education/POST, uniform allowance, holiday pay, deferred compensation, employee pick of of employer pension costs (Negative EPMC), and maximum City paid benefits (medical, dental, vision, life insurance, LTD, and EAP). The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers. (gfa) Salary Steps & Ranges (Eligibility) Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Font: Not Bold, No underline Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial Formatted: Indent: Left: 0", Hanging: 0.7", No bullets or numbering Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 1.45", No bullets ornumbering Formatted: Font: Bold Formatted: Indent: Left: 0.5" Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 0.75" Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold Formatted: Indent: Left: 0", Hanging: 0.75",Tab stops: 0.75", Left + Not at 0.7" Formatted: Font: Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 7 of 82 New officers attending the basic police academy will be compensated at the “Police Trainee” level. Academy Graduates and Lateral Officers with less than two years experience will be compensated at the “Police Officer” “Step 3” Level. Jr. First Class Exam: Officers become eligible to take the exam anytime after they complete the Field Training Program. However, the pay increase will not become effective until they have successfully completed the test and have been with the department for a year from the academy graduation (Laterals a year from hire date). The pay increase for Jr. First Class is compensated at the “Police Officer” “Step 4” level (Approximate 5% Increase). First Class Exam: Officers become eligible to take the exam any time after they have successfully completed the Jr. First Class Exam. However, the pay increase will not take effect until one year from the date of the merit increase for the Jr. First Class exam. (Lateral officers’ pay increase may be effective one year from the date of hire) The pay increase for First Class is compensated at the “Police Officer” “Step 5” Level (Approximate 5% Increase). (hgb) POST Certificate/Incentives Basic Post: Officers become eligible upon completion of their probationary period. The certificate must be obtained within 18 months of hire date. (No Salary Increase) Intermediate POST: Officers are eligible based on a combination of years of service and education as follows. (1)1. Two Years & a bachelor’s degree (2) 2. Four Years & an associate degree or 45 training credits and 45 educational credits. (3)3. Six Years & 30 training credits and 30 educational credits. 4. (4) Eight Years & 15 training credits and 15 educational credits. The pay increase for Intermediate POST Certificates is compensated at the “Police Officer/ Inter” Level. (Approximate 5% Increase). Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 8 of 82 Advanced POST: Officers are eligible based on a combination of years of service and education as follows. 1 (1). Four Years & a master’s degree. (2.) Six Years & a bachelor’s degree. (3)3. Nine Years & an associate’s degree or 45 training credits and 45 educationall credits. (4.) Twelve Years & 30 training credits and 30 educational credits. The pay increase for Advanced POST Certificates is compensated at the “Police Officer/ Adv” Level. (Approximate 2.5% Increase). Training credits are computed as one credit for every 20 hours of approved course. Education credits are equivalent to 1 point for each semester unit from an accredited college/university or 2/3 of a point for each quarter unit. Military time may be used for service time as approved by POST on a case- by- case basis. Officers are responsible for contacting Personnel & Training in order to arrange taking tests and application for POST certificates. (ihc) Special assignment premium pay. Effective with the pay period including July 1, 2001, biweekly premium pay for employees assigned to the indicated specialties will be as follows: Field Training Premium: 5% of base pay per pay period. Applies to management-assigned Officers and Agents and Traffic Team members during each pay period in which they provide training to police recruits, Community Service Officers or Level II reserve officers who are Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: No underline Formatted: Indent: Left: 0" Formatted: No underline Formatted: Indent: Left: 0.7" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 9 of 82 working on their Level I certificate. Applies to management-assigned FTO Sergeants during each pay period in which they supervise assigned FTO Officers or Agents who are actively training police recruits, Community Service Officers or Level II reserve officers who are working on their Level I certificate. K-9 Program Premium: 5% of base pay per pay period, Effective January 1, 2008, K-9 Officers/Agents shall receive 5% of base pay per pay period to compensate for the time spent by the K-9 Officer/Agent outside regularly scheduled work hours to feed, groom, house, exercise, attend to the medical and dental needs of and otherwise maintain the dog. Effective January 1, 2008, the policy previously in effect governing K-9 Officer/Agent compensation for such activities shall terminate. Court Liaison Premium: 5% of base pay per pay period. Applies to Court Liaison Officer or Agent during period of active assignment. This pay and court liaison assignment will be eliminated effective June 30, 2015. Bilingual Premium: 5% of base pay per pay period. Applies to representation unit employees certified by management as proficient in other languages as outlined below. 1. (i) Approved Languages Spanish, Chinese (Mandarin and Cantonese), Japanese, Tagalog, Korean, Vietnamese, Russian, American Sign Language, and such other languages as determined by management. 2. (ii) Proficiency Requirements Officers, Agents, and Sergeants who pass a basic “first responder” proficiency test administered by a professional linguist will be eligible for bilingual pay. This proficiency test will be a one time test to ensure the candidate has the ability to verbally communicate (with the exception of American Sign Language) as a first responder in the selected Language. First responder proficiency will include, but is not limited to, the ability to Formatted: No underline Formatted: Indent: Left: 0.7" Formatted: No underline Formatted: No underline Formatted: Indent: Left: 0.7" Formatted: Font: Not Bold Formatted: Indent: Left: 1" Formatted: Font: Not Bold Formatted: Indent: Left: 1" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 10 of 82 take basic crime and accident reports; issue a citation and explain the court process; complete a field interview card; give directions; give a Miranda admonition; and generally be able to communicate with a non-English speaking person in need of basic police services. Study material will be provided by the City to all employees to assist in test preparation. 3. (iii) Testing Process In order to best accommodate the wide range of languages, proficiency testing will be conducted by professional linguists outside the Police Department that have been agreed upon by the Association and Management. A basic first responder proficiency exam has been developed based upon the needs of the organization. The City will pay for the initial test for each employee. Employees who do not pass the initial test may retest as many times as necessary. However, subsequent tests will be at the employee’s expense. Section 88. Night Shift Differential (a) Night shift differential shall be paid at the rate of 5% to all FSD personnel for all hours worked between 6:00 p.m. and 8:00 a.m. (b) All employees covered under Section 23(d) working a regular shift between 7:00 a.m. and 7:00 p.m. shall receive 5% night shift premium for hours worked between 7:00 p.m. and 7:00 a.m. Vacation and administrative leave pay for employees who regularly work night shifts shall include appropriate night shift premiums, relating to night shift hours regularly worked. Shift adjustment hours for employees who regularly work the 4-11 work schedule shall include the appropriate night shift premium based on the percentage of usual night shift hours worked to regular hours. Section 99. Paid Holidays (a) All represented employees on leave of absence without pay shall not receive in- lieu holiday accrual during such leave, or any compensation for holidays occurring during such leave. Formatted: Indent: Left: 0.64" Formatted: Indent: Left: 0.5" Formatted: Indent: Left: 0.5", First line: 0.5" Formatted: Font: Not Bold Formatted: Indent: Left: 1" Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -1" + -0.5" + 0" + 0.5" + 1" + 1.5" + 2"+ 2.5" + 3" + 3.5" + 4" + 4.5" + 5" + 5.5" + 6" + 6.5" Formatted: No underline, Font color: Auto Formatted: Tab stops: 0.5", List tab Formatted: Tab stops: 0.5", List tab Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -1" + -0.5" + 0" + 0.5" + 1" + 1.5" + 2" + 2.5" + 3" + 3.5" + 4" + 4.5" + 5" + 5.5" + 6" + 6.5" Formatted: No underline, Font color: Auto City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 11 of 82 (b) Effective with the pay period following adoption of this MOA, employees shall not receive paid holidays, but in lieu thereof shall receive 3.462 hours straight time pay, while in a pay status, to a maximum payment of ninety (90) hours per year. In-lieu hours may be taken as pay or time off. Eligible employees will elect, at the beginning of each fiscal year, the manner in which the in-lieu hours will be taken. Hours under this provision will accrue each pay period while in a pay status and will be paid semi-annually in June and December. If time off is elected under this provision, such time off may be taken to the maximum of current accrual balances and subject to management scheduling approval. Employees working non-field services assignments shall be eligible to use accrued holiday time for any of the following recognized City holidays: January 1 Third Monday in January Third Monday in February Last Monday in May July 4 First Monday in September Second Monday in October November 11 Thanksgiving Day Day after Thanksgiving Day December 25 Either December 24 or December 31, see below Additionally, effective with the pay period following adoption of this MOA, in lieu of restoring Holiday pay to 120 hours, salary ranges of all represented classifications will be increased by 1.44%. Additionally, effective with the pay period following adoption of this MOA, in lieu of restoring Holiday pay to 120 hours, salary ranges of all represented classifications will be increased by 1.44%. Section 1010. Working Out of Class Pay Officers, Agents & andand Sergeants working out of class for a period of two or more consecutive pay periods (28 days) shall be compensated with the following premium pay; Officers and Agents working as an Acting Sergeant: 7% of base pay Formatted: Font: Not Bold, No underline Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -1" + -0.5" + 0" + 0.5" + 1" + 1.5" + 2" + 2.5" + 3" + 3.5" + 4" + 4.5" + 5" + 5.5" + 6" + 6.5" Formatted: No underline, Font color: Auto Formatted: Font color: Auto Formatted: Font: Not Bold, No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 12 of 82 Sergeants working as an Acting Lieutenant: 10% of base pay Agents, and Sergeants fulfilling the role of an Acting Sergeant and/or Acting Lieutenant for individual shifts and/or a number of hours within a shift, shall not receive additional compensation. Periodically working in this capacity shall be deemed a basic duty within an employee’s job description. Section 1111. Retention/Career Incentive Program (Special Compensation) (a) Retention/Career Incentive Program On July 1, 2007 the City will initiate a Retention/Career Incentive Program. It is recognized that hiring, training, and retaining qualified law enforcement personnel is becoming increasingly difficult, time consuming, and very expensive. This program is designed to provide greater incentives for hiring new employees, retaining long-term employees, and attracting quality lateral candidates from other law enforcement agencies. This program will provide special compensation in the form of premium pay at various levels as employees reach different career milestones. Both parties acknowledge that in the 2007 negotiations, the cost of the program was partially offset through salary and/or benefit reductions agreed to elsewhere in this Memorandum of Agreement. All employees with more than 5 years of service shall receive special compensation in the form of retention pay at 3% of straight time base pay. More than 10 years service shall receive special compensation in the form of retention pay at 6% of straight time base pay. Maximum under this provision is 6%. As an incentive to recruit and hire lateral law enforcement personnel from other agencies, the following shall apply. At the Chiefs discretion, up to 5 years of full time law enforcement service may be counted towards the years of service outlined above. Special Compensation/Retention Pay outlined in the Retention/Career Incentive Formatted: No underline, Font color: Auto Formatted: Heading 1 Formatted: No underline, Font color: Auto Formatted: Font: Not Bold Formatted: No underline Formatted: Indent: Left: 0" Formatted: Indent: Left: 0" Formatted: Indent: Left: 0" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 13 of 82 Program shall be deemed PERSable for the purpose of income and retirement however will not be a factor when calculating overtime compensation. (b) Performance Improvement Plans (Retention Incentive Disqualification) Employees on a Performance Improvement Plan will not receive compensation under the Retention/Career Incentive Program. Employees will be removed from the Retention/Career Incentive Program in the pay period following the implementation of the Performance Improvement Plan. Employees will begin receiving Retention/Career Incentive Compensation in the pay period after the successful conclusion of the Performance Plan. Employees will retain their right to use the grievance process as outlined in Section 39 as it pertains to the loss of compensation outlined above. Section 12. Tuition and Professional Equipment Reimbursement Unassigned Effective 7/1/12 the Tuition and Professional Equipment Reimbursement benefit shall be eliminated and the terms of this Section 12 are in their entirety null and void, and will have no meaning, function or effect. (a) The City will reimburse up to $1,000 per fiscal year for tuition, curriculum fees, the purchase of work-related books, videos, or periodicals, professional association memberships, job-related computer software, hardware and related peripherals and accessories, software upgrades, dial up or high-speed internet access, routers, telecommunication equipment, and home office equipment/furniture. To be eligible for reimbursement, expenditures must be for training or materials which contribute to current job performance or prepare the employee for other City positions. An employee will not be reimbursed for the cost of a desktop or laptop computer in consecutive fiscal years. An exception may be made if, in the opinion of the Personnel and Training Coordinator, the employee shows good cause for why such purchase should be allowed (e.g. reported theft, documented breakage, etc.) If an employee terminates within one hundred and eighty (180) days after making a purchase for which the City reimburses the employee under this provision, the amount of that reimbursement shall be recovered by the City and may be deducted from the employee’s final paycheck. Exceptions to the 180 day reimbursement provision may be approved with the concurrence of the Chief of Police and the Human Resources Director. Formatted: Left, Indent: Left: 0.5", Nowidow/orphan control, Tab stops: Not at -1" + -0.5" + 0" + 0.5" + 1" + 1.5" + 2" + 2.5" + 3" + 3.5" + 4" + 4.5" + 5" + 5.5" + 6" + 6.5" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 14 of 82 (b) Requests for tuition reimbursement will be determined to be taxable unless sufficient documentation is provided on how the course or seminar is related to improving performance in the employee's current position. This documentation will be interpreted so as to maintain the spirit and purpose of the tuition reimbursement program and to comply with Internal Revenue Code regulations. Reimbursement requests may be submitted at any time, but will be batch processed on a periodic basis. (c) With regard only to POST-reimbursable training which is approved in advance by Management, subject to Section 12(d), and for which POST reimbursement is provided for meals and lodging and mileage. Such meals, lodging and mileage are reimbursable under tuition reimbursement subject to the maximum amount in Section 12(a) and subject to POST procedures. (c) Representation unit members may use tuition reimbursement to attend job- related training during on duty time only if approved by management. If representation unit members wish to attend training on scheduled work days, alternate work days may be granted by Management when staffing allows. Section 1312. Dependent Care Assistance Program. The City will provide a Dependent Care Assistance Program for employees according to the provisions of the Federal Economic Recovery Act of 1981, Code Sections 125 and 129. The program will be available to representation unit employees beginning with pay period number 1 of 1992, and remain in effect subject to a reasonable minimum participation level and availability of third-party administrative services at a reasonable cost. Section 1413. Court Pay Sworn Police Personnel appearing in court or in an administrative forum in the course and scope of their normal duties will be compensated according to the following: Period Rate Minimum (a) Scheduled day off. Time and one-half 4 hours Formatted: Left, Indent: Left: 0.5", Nowidow/orphan control, Tab stops: Not at -1" + -0.5" + 0" + 0.5" + 1" + 1.5" + 2" + 2.5" + 3" + 3.5" + 4" + 4.5" + 5" + 5.5" + 6" + 6.5" Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -1" + -0.5" + 0" + 0.5" + 1" + 1.5" + 2" + 2.5" + 3" + 3.5" + 4" + 4.5" + 5" + 5.5" + 6" + 6.5" Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -1" + -0.5" + 0" + 0.5" + 1" + 1.5" + 2"+ 2.5" + 3" + 3.5" + 4" + 4.5" + 5" + 5.5" + 6" + 6.5" Formatted: No underline, Font color: Auto Formatted Table City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 15 of 82 (b) During scheduled shift or immediately preceding or following a shift Straight time during shift. Time and one-half for period before or after scheduled shift. None (c) Appearance on a scheduled work day by employees of Team #3 (prior to 12 p.m.) Time and one-half 3 hours (d) Appearance on a scheduled work day by employees of Team #4 or Team #5 Time and one-half 3 hours (e) All other court appearances Time and one- half 3 hours (c) Appearance on a scheduled work day by employees of Team #3 (prior to 12 p.m.) Time and one-half 3 hours (d) Appearance on a scheduled work day by employees of Team #4 or Team #5 Time and one-half 3 hours (e) All other court appearances Time and on-half 2 hours Formatted Table City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 16 of 82 Section 1514. Health Plans (a) PEMHCA Health Plan Except as otherwise set forth herein, the City will maintain the present level of benefits on all City sponsored medical programs. Benefits will be provided in accordance with provisions of the PEMHCA Health Plans during the term of this contract. Effective the pay period following adoption of this MOA, the City and employees in this Unit will share medical premium costs as shown in the table below, with the City paying 90% of the monthly medical premium for the employee-selected PEMHCA optional plan, not to exceed a total of 90% of the monthly premium for the second most expensive plan among the existing array of plans. If an employee selects the most expensive plan, the City will pay up to 90% of the 2nd most expensive plan premium and the employee will pay the balance. If CalPERS changes the plans it offers, the City and the Association will meet and confer over the City continuing to provide an equivalent benefit at an equivalent cost. \\\ Eligible Active Employees Number of Parties Covered Monthly Employee Contribution Monthly City Contribution Employee Only 10% of monthly premium for plan selected by employee 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium Employee Plus One 10% of monthly premium for plan selected by employee 90% of the monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium Employee Plus Two or More 10% of monthly premium for plan selected by employee 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium Formatted: Heading 1, Left, Don't keep with next, Don't keep lines together, Tab stops: Notat -1" + -0.47" + 0.43" + 2.81" + 4.66" Formatted: Font: Not Bold Formatted: Font: Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 17 of 82 (b) Vision Care The City will offer vision care coverage for employees and dependents. Coverage is equivalent to $20 deductible Plan A under the Vision Service Plan, with monthly premiums paid by the employer. Dependents will include domestic partners, as defined under Section 16 (c). (c) Active Employee Domestic Partners Active employee domestic partners whose domestic partnership is registered with the State of California will be eligible for medical benefits under this section. Active employee domestic partners whose domestic partnership is not registered with the State, but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for reimbursement of the actual monthly premium cost of an individual health plan, not to exceed the maximum monthly premium cost of individual coverage under the PEMHCA health plans. Evidence of premium payment will be required with request for reimbursement. (d) Alternative Medical Benefit Program If a regular employee and/or the employee’s dependent(s) are eligible for medical insurance through another employer-sponsored or association-sponsored medical plan, the Employee may opt for the alternative medical insurance coverage through the other employer-sponsored or association-sponsored medical plan and waives his/her right to the City of Palo Alto’s medical insurance coverage for same individuals. Employees electing alternative coverage and no City coverage will receive cash payments of approximately one-half of the “averaged monthly premiums” for their medical insurance coverage. “Averaged monthly premiums” are the average of the Kaiser HMO, Blue Shield HMO and PERS Choice PPO premiums for the employee’s City medical coverage through the California Public Employee Retirement System (CalPERS). The rates for 2012 are as follows: One Party: $284.36 Two Party: $568.71 Family: $739.32 Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font: Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 18 of 82 The alternative Medical Benefit Program rates for subsequent years covered by this Agreement will be determined when CalPERS formally announces the health plan rates applicable for the year in which they are to apply. (a) PEMHCA Health Plan During the term of this contract, the maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: Medical Premium Category PEMHCA contribution * Up to a Total Maximum City Contribution Effective January 1, 2016 Up to a Total Maximum City Contribution Effective January 1, 2017 Up to a Total Maximum City Contribution Effective January 1, 2018 Employee only $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $773.00 $804.00 Employee plus one $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $1,544.00 $1,606.00 Employee Family $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $2,008.00 $2,088.00 Formatted: Font: Not Bold Formatted: Font: (Default) Arial, No underline Formatted: No underline Formatted: Font: (Default) Arial, No underline Formatted: Font: (Default) Arial Formatted: Font: Arial, Not Bold, No underline Formatted: Indent: Left: 0.43" Formatted: Font: Arial, Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 19 of 82 Medical Premium Category PEMHCA contribution * Up to a Total Maximum City Contribution Effective January 1, 2016 Up to a Total Maximum City Contribution Effective January 1, 2017 Up to a Total Maximum City Contribution Effective January 1, 2018 Employee only $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $773.00 $804.00 Employee plus one $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $1,544.00 $1,606.00 Employee Family $125.00 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium $2,008.00 $2,088.00 Effective with the first pay period including January 1, 2016, the City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part- time employee is assigned to work. Effective with the first pay period including January 1, 2016, the City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part- time employee is assigned to work. Formatted: Font: Arial Formatted Table Formatted: Font: Arial Formatted: Font: Arial Formatted: Font: Arial Formatted: Font: Arial Formatted: Font: Arial Formatted: Font: Arial Formatted: Font: Arial, Not Bold, No underline Formatted: Indent: Left: 0.5" Formatted: Font: Arial City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 20 of 82 *PEMHCA minimum changes per statutory determination as of 2016. Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the amount listed in the “Total Maximum City Contribution” columns above. *PEMHCA minimum changes per statutory determination as of 2016. Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the amount listed in the “Total Maximum City Contribution” columns above. If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change. If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change. Formatted: Font: Arial, Not Bold, No underline Formatted: Indent: Left: 0.5" Formatted: Font: Arial Formatted: Font: Arial, Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 21 of 82 Except as otherwise set forth herein, the City will maintain the present level of benefits on all City sponsored medical programs. Benefits will be provided in accordance with provisions of the PEMHCA Health Plans during the term of this contract. Effective the pay period following adoption of this MOA, the City and employees in this Unit will share medical premium costs as shown in the table below, with the City paying 90% of the monthly medical premium for the employee-selected PEMHCA optional plan, not to exceed a total of 90% of the monthly premium for the second most expensive plan among the existing array of plans. If an employee selects the most expensive plan, the City will pay up to 90% of the 2nd most expensive plan premium and the employee will pay the balance. If CalPERS changes the plans it offers, the City and the Association will meet and confer over the City continuing to provide an equivalent benefit at an equivalent cost. Eligible Active Employees Number of Parties Covered Monthly Employee Contribution Monthly City Contribution Employee Only 10% of monthly premium for plan selected by employee 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium Employee Plus One 10% of monthly premium for plan selected by employee 90% of the monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium Employee Plus Two or More 10% of monthly premium for plan selected by employee 90% of monthly premium for plan selected by employee Not to exceed 90% of the second most expensive plan premium (b) Vision Care Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial, No underline Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 22 of 82 The City will offer vision care coverage for employees and dependents. Coverage is equivalent to $20 deductible Plan A under the Vision Service Plan, with monthly premiums paid by the employer. Dependents will include domestic partners, as defined under Section 16 (c). (b) Vision Care The City will offer vision care coverage for employees and dependents. Coverage is equivalent to $20 deductible Plan A under the Vision Service Plan, with monthly premiums paid by the employer. Dependents will include domestic partners, as defined under Section 16 (c). (c) Active Employee Domestic Partners Active employee domestic partners whose domestic partnership is registered with the State of California may add their domestic partner as a dependent to their elected health plan coverage if the domestic partnership is registered with the Secretary of State. Active employee domestic partners whose domestic partnership is registered with the State of California may add their domestic partner as a dependent to their elected health plan coverage if the domestic partnership is registered with the Secretary of State will be eligible for medical benefits under this section. Active employee domestic partners whose domestic partnership is not registered with the State, but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for a stipend of two hundred eighty four dollars ($284.00) per month toward the cost of an individual health plan. Evidence of premium payment will be required with request for stipend. Active employee domestic partners whose domestic partnership is not registered with the State, but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for reimbursement of the actual monthly premium cost ofa stipend of two hundred eighty four dollars ($284.00) per month toward the cost of an individual health plan, not to exceed the maximum monthly premium cost of individual coverage under the PEMHCA health plans. Evidence of premium payment will be required with request for reimbursement. (d) Alternative Medical Benefit Program If a regular employee and/or the employee’s dependent(s) are eligible for and elect to Formatted: Font: (Default) Arial, Not Bold, Nounderline Formatted: Font: (Default) Arial, Not Bold, Nounderline Formatted: Font: Not Bold Formatted: Indent: Left: 0", Hanging: 0.44" Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial, No underline Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial, Not Bold, No underline Formatted: Indent: Left: 0.44" Formatted: Font: (Default) Arial, Not Bold, No underline Formatted: Font: (Default) Arial, Not Bold, Nounderline Formatted: Font: (Default) Arial, Not Bold, Nounderline Formatted: Font: (Default) Arial, No underline Formatted: Font: (Default) Arial, Not Bold, No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 23 of 82 receive medical insurance through any other non-City of Palo Alto employer-sponsored or association-sponsored medical plan, the Employee may choose to waive his/her right to the City of Palo Alto’s medical insurance and receive cash payments in the amount of two hundred eighty four dollars ($284) for each month City coverage is waived. If a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through another any other non-City of Palo Alto employer- sponsored or association-sponsored medical plan, the Employee may choose to opt for the alternative medical insurance coverage through the other employer-sponsored or association-sponsored medical plan and waives his/her right to the City of Palo Alto’s medical insurance coverage for same individuals. Employees electing alternative coverage and no City coverage will and receive cash payments of approximately one-half of the “averaged monthly premiums” for their medical insurance coveragein the amount of two hundred eighty four dollars ($284) for each month City coverage is waived. “Averaged monthly premiums” are the average of the Kaiser HMO, Blue Shield HMO and PERS Choice PPO premiums for the employee’s City medical coverage through the California Public Employee Retirement System (CalPERS). The rates for 2012 are as follows: One Party: $284.36 Two Party: $568.71 Family: $739.32 The alternative Medical Benefit Program rates for subsequent years covered by this Agreement will be determined when CalPERS formally announces the health plan rates applicable for the year in which they are to apply. Examples of waivers eligible for this payment are: • Employee waives all applicable City medical coverage; or • Employee is eligible to enroll his or her spouse or domestic partner and waives medical coverage for the spouse or domestic partner; or • Employee has additional eligible dependents and waives family-level medical coverage. Examples of waivers eligible for this payment are: • Employee waives all applicable City medical coverage; or • Employee is eligible to enroll his or her spouse or domestic partner and waives Formatted: Font: (Default) Arial, Not Bold, Nounderline Formatted: Indent: Left: 0" Formatted: No underline Formatted: Font: Arial, No underline Formatted: Indent: First line: 0.25" Formatted: Indent: First line: 0.5", No bulletsor numbering Formatted: Indent: Hanging: 0.5" Formatted: Indent: First line: 0.5", No bulletsor numbering Formatted: Indent: Left: 0", First line: 0" Formatted: Font: Calibri, Not Bold, Nounderline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 24 of 82 medical coverage for the spouse or domestic partner; or • Employee has additional eligible dependents and waives family-level medical coverage. Participation must result in a health insurance cost savings to the City and payments per employee shall not exceed a total of two hundred eighty four dollars ($284.00) per month. To participate in the program the employee and dependents must be eligible for coverage under PEMHCA medical plans, complete a waiver of medical coverage form, and provide proof of eligible alternative medical coverage. Payments will be made in the employee’s paycheck beginning the first month following the employee’s completion of the waiver form. Payments are subject to state and federal taxes and are not considered earnings under PERS law. Employees are responsible for notifying the City of any change in status affecting eligibility for this program (for example, life changes affecting dependent’s eligibility for medical coverage through the employee) and will be responsible for repayment of amounts paid by the City contrary to the terms of this program due to the employee’s failure to notify the City of a change in status. Participation must result in a health insurance cost savings to the City and payments per employee shall not exceed a total of two hundred eighty four dollars ($284.00) per month. To participate in the program the employee and dependents must be eligible for coverage under PEMHCA medical plans, complete a waiver of medical coverage form, and provide proof of eligible alternative medical coverage. Payments will be made in the employee’s paycheck beginning the first month following the employee’s completion of the waiver form. Payments are subject to state and federal taxes and are not considered earnings under PERS law. Employees are responsible for notifying the City of any change in status affecting eligibility for this program (for example, life changes affecting dependent’s eligibility for medical coverage through the employee) and will be responsible for repayment of amounts paid by the City contrary to the terms of this program due to the employee’s failure to notify the City of a change in status. (e) Dual Coverage When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered by only one spouse (e) Dual Coverage. When a City employee is married to another City employee each shall be Formatted: Font: Arial, Not Bold, No underline Formatted: Font: Arial, Not Bold, No underline Formatted: Font: Arial, No underline Formatted: Font: Arial Formatted: Font: Arial, Not Bold, No underline Formatted: Indent: Left: 0.5" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 25 of 82 covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered by only one spouse. Section 1615. Dental Benefits (a) (a) The City will maintain the present level of benefits on the City-sponsored dental program for current employees and their dependents, except that the maximum benefits per calendar year shall be $2,000 effective in 1988. Dental Coverage shall include composite (tooth colored) fillings for all teeth. (b) The City provides a 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. (a) Effective July 1, 2007, the The City will providesd a 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. (c) Dependents will include domestic partner, as defined under Section 15 (c). (d) Dental implants in conjunction with one or more missing natural teeth, and removal of dental implants will be covered as a Major Dental Service at 50% usual, customary and reasonable (UCR). Section 16. Dental Benefits (a) The City will maintain the present level of benefits on the City-sponsored dental program for current employees and their dependents, except that the maximum benefits per calendar year shall be $2,000 effective in 1988. Dental Coverage shall include composite (tooth colored) fillings for all teeth. (b) Effective July 1, 2007, t The City will provide a 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. (c) Dependents will include domestic partner, as defined under Section 15 (c). (d) Dental implants in conjunction with one or more missing natural teeth, and removal of dental implants will be covered as a Major Dental Service at 50% usual, customary and reasonable (UCR). Formatted: Font: Arial, No underline, Fontcolor: Auto Formatted: Heading 1, Left, Tab stops: Not at -1" + -0.47" + 0.43" + 2.81" + 4.66" Formatted: Font: Arial, No underline, Fontcolor: Auto Formatted: Font: Arial, Font color: Auto Formatted: Font: Arial, Not Bold, Font color:Auto Formatted: Font: (Default) Arial Formatted: Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 +Alignment: Left + Aligned at: 0" + Tab after: 0.44" + Indent at: 0.44" Formatted: Font: (Default) Arial City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 26 of 82 Section 1716. Life Insurance Benefits The City agrees to continue the basic life insurance plan as currently in effect for the term of this Memorandum of Agreement. Section 1817. Effective date of Coverage for New Employees For newly hired regular employees coverage begins on the first day of the month following date of hire for the health plan, dental plan, vision care plan, and life insurance plans if these benefits are elected. Section 19. Retirement Benefits (a) “3% at 50” Safety Retirement The City will continue the present benefits under the Public Employees’ Retirement System (PERS) “3 percent at 50” (3% @ 50) Retirement Formula per California Government Code §21362.2 for employees hired before the effective date of the “3 percent at 55” (3% @ 55) formula for new hires as described herein . The final year compensation for employees hired under the 3% at 50 formula will continue to be the “single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one-year period otherwise designated by the member (Government Code 20042). Current employees continued to be covered under Government Code 20692, Employer Paid Member Contribution, to the extent there is a City paid member contribution in the final year. (b) 3% at 55 Safety Retirement As soon as administratively possible after City Council adoption of this MOA, the City shall amend its contract with CalPERS to provide such employees hired on or after the effective date of the CalPERS amendment with the CalPERS retirement formula three percent of final salary at age 55 (3% at 55), with the final salary determination for such employees of “three highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three year period otherwise designated by the member (Government Code Section 20037). This new tier will also eliminate Section 20692, Employer Paid member Contribution. Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -1" + -0.47" + 0.43" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -1" + -0.47" + 0.43" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: Indent: Left: 0" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 27 of 82 (c) Employee Share of PERS Contribution Effective the pay period following Council adoption of this MOA, employees in all sworn represented classes will make the 9% PERS member contributions by payroll deduction. Trainees will pay the same employee contribution as miscellaneous members while attending Basic Academy (see section (g) below).With employees paying their own contributions, the City will provide for member contributions to be made as allowed under the provisions of IRS Code §414(h)(2). (d) 1959 Survivor Benefit The City will continue to provide the basic level (Level 1) of 1959 Survivor Benefit to eligible employees in accordance with California Government Code §21571. (e) Military Service Credit. The City will amend its contract with the Public Employees' Retirement System to provide for Section 20930.3, Military Service Credit as Public Service. (f) Retirement Privileges All retired employees and spouses of deceased employees shall have residential privileges at City libraries, refuse disposal area, golf course, and swimming pools. (g) PERS Status While in Basic Academy. While an employee is attending Basic Academy, he or she shall participate in the City’s PERS Miscellaneous Employee retirement plan with the same employee and employer contribution rates as applies to Miscellaneous City employees represented by SEIU (classified unit). When the employee successfully completes Basic Academy and is sworn in by the Police Chief, he or she shall prospectively participate in the PERS Safety Employee retirement plan Section 1918. Retirement Benefits (b)(a) Safety Pension Group A: “3% at 50” Safety Retirement The City will continue the present benefits under the Public Employees’ Retirement System (PERS) “3 percent at 50” (3% @ 50) Retirement Formula per California Government Code §21362.2 for employees hired before the effective Formatted: Indent: Left: 0" Formatted: Indent: Left: -0.43" Formatted: Indent: Left: 0" Formatted: Indent: Left: -0.43" Formatted: Indent: Left: 0" Formatted: Indent: Left: 0", Widow/Orphancontrol, Tab stops: -1", Left + -0.47", Left + 0.44", Left + 2.81", Left + 4.66", Left Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -1" + -0.47" + 0.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline Formatted: Font: Not Bold, No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 28 of 82 date of the “3 percent at 55” (3% @ 55) formula for new hires as described herein. The final year compensation for employees hired under the 3% at 50 formula will continue to be the “single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one-year period otherwise designated by the member (Government Code 20042). Current employees continued to be covered under Government Code 20692, Employer Paid Member Contribution, to the extent there is a City paid member contribution in the final The City will continue the present benefits under the Public Employees’ Retirement System (PERS) “3 percent at 50” (3% @ 50) Retirement Formula per California Government Code §21362.2 for employees hired before the effective date of the “3 percent at 55” (3% @ 55) formula for new hires as described herein. The final year compensation for employees hired under the 3% at 50 formula will continue to be the “single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one-year period otherwise designated by the member (Government Code 20042). Current employees continued to be covered under Government Code 20692, Employer Paid Member Contribution, to the extent there is a City paid member contribution in the final year. (b) Safety Pension Group B: 3% at 55 Safety Retirement Effective December 7, 2012, the City amended its contract with CalPERS to provide employees hired on or after that date who are not “new members” of CalPERS as defined in the Public Employees’ Pension reform act (often referred to as “Classic” CalPERS members) with the CalPERS retirement formula three percent of final salary at age 55 (3% at 55), with the final salary determination for such employees of “three highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three year period otherwise designated by the member (Government Code Section 20037). This new tier also eliminated Section 20692, Employer Paid Member Contribution. As soon as administratively possible after City Council adoption of this MOA, Effective December 7, 2012, the City shall amended its contract with CalPERS to provide such employees hired on or after the effective that date who are not “new members” of CalPERS as defined in the Public Employees’ Pension reform act (often referred to as “Classic” CalPERS members)of the CalPERS amendment with the CalPERS retirement formula three percent of final salary at age 55 (3% at 55), with the final salary Formatted: Font: Not Bold, No underline Formatted: No underline Formatted: Font: Not Bold, No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 29 of 82 determination for such employees of “three highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three year period otherwise designated by the member (Government Code Section 20037). This new tier will also eliminated Section 20692, Employer Paid Mmember Contribution. (c) Safety Pension Group C: 2.7% at Age 57 Safety Retirement Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two point seven percent at age 57 (2.7%@57) retirement formula with a three year final compensation period. Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two point seven percent at age 57 (2.7%@57) retirement formula with a three year final compensation period. (d) Employee Share of PERS Contribution Employees in all sworn represented classes in Pension Groups A and B described above will make the 9% PERS member contributions by payroll deduction. Employees in all sworn represented classes in Pension Group C described above shall pay the employee contribution required by the Public Employees’ Pension Reform Act, currently calculated at fifty percent (50%) of the normal cost. Trainees will pay the same employee contribution as miscellaneous members while attending Basic Academy (see section (g) below). The City will continue to provide for member contributions to be made as allowed under the provisions of IRS Code §414(h)(2). Effective the pay period following Council adoption of this MOA, e Employees in all sworn represented classes in Pension Groups A and B described above will make the 9% PERS member contributions by payroll deduction. Formatted: Font: Not Bold, No underline Formatted: No underline Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: No underline Formatted: Font: Not Bold, No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 30 of 82 Employees in all sworn represented classes in Pension Group C described above shall pay the employee contribution required by the Public Employees’ Pension Reform Act, currently calculated at fifty percent (50%) of the normal cost. Trainees will pay the same employee contribution as miscellaneous members while attending Basic Academy (see section (g) below). With employees paying their own contributions, tThe City will continue to provide for member contributions to be made as allowed under the provisions of IRS Code §414(h)(2). (e) Additional Employee PERS Contributions • Effective as soon as administratively possible all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required per CalPERS 20516 contract amendment, pay an additional 1% towards the Employer share of Pension. • Effective the pay period that includes June 30, 2016 or as soon as administratively possible but no sooner than June 30, 2016, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 2%. • Effective the pay period that includes June 30, 2017, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 3%. • Such contributionsAdditional employee PERS contribution under CalPERS 20516 will be provided on a pre-tax basis to the extent allowable by law. Effective as soon as administratively possible all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required per CalPERS 20516 contract amendment, pay an additional 1% towards the Employer share of Pension. Effective the pay period that includes June 30, 2016 or as soon as administratively possible but no sooner than June 30, 2016, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 2%. • Effective the pay period that includes June 30, 2017, all employees regardless of pension formula in this unit shall, in addition to the Member Contribution required, pay an additional 1% towards the Employer share of Pension for a total of 3%. Such contributions under CalPERS 20516 will be provided on a pre-tax basis to Formatted: Font: Not Bold, No underline Formatted: No underline Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 31 of 82 the extent allowable by law. (f) 1959 Survivor Benefit The City will continue to provide the basic level (Level 1) of 1959 Survivor Benefit to eligible employees in accordance with California Government Code §21571. The City will continue to provide the basic level (Level 1) of 1959 Survivor Benefit to eligible employees in accordance with California Government Code §21571. (ge) Military Service Credit. The City’s contract with the Public Employees' Retirement System provides for Section 20930.3, Military Service Credit as Public Service. The City’s will amend its contract with the Public Employees' Retirement System to provides for Section 20930.3, Military Service Credit as Public Service. (hf) Retirement Privileges All retired employees and spouses of deceased employees shall have residential privileges at City libraries, refuse disposal area, golf course, and swimming pools. All retired employees and spouses of deceased employees shall have residential privileges at City libraries, refuse disposal area, golf course, and swimming pools. (ig) PERS Status While in Basic Academy. While an employee is attending Basic Academy, he or she shall participate in the City’s PERS Miscellaneous Employee retirement plan with the same employee and employer contribution rates as applies to Miscellaneous City employees represented by SEIU (classified unit). When the employee successfully completes Basic Academy and is sworn in by the Police Chief, he or she shall prospectively participate in the PERS Safety Employee retirement plan. While an employee is attending Basic Academy, he or she shall participate in the City’s PERS Miscellaneous Employee retirement plan with the same employee and employer contribution rates as applies to Miscellaneous City Formatted: Font: Not Bold, No underline Formatted: No underline Formatted: No underline Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: No underline Formatted: No underline Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted: No underline Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 0.5" Formatted: Left, Indent: Left: 0.5", First line: 0", Space After: 10 pt, Line spacing: Multiple1.15 li, Tab stops: Not at -1" + -0.47" + 0.43" + 2.81" + 4.66" Formatted: Font: Not Bold, No underline Formatted: No underline Formatted: Font: Not Bold, No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 32 of 82 employees represented by SEIU (classified unit). When the employee successfully completes Basic Academy and is sworn in by the Police Chief, he or she shall prospectively participate in the PERS Safety Employee retirement plan. Section 1920. Retirement Medical Plan (a) Retiree Medical Coverage - Employees hired before January 1, 2006 who have not voluntarily elected to participate in the Retirement Healthcare Benefits provided in Government Code section 22893: Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees who retire on or before December 31, 2007. Effective March 1, 2009, for an employee retiring on or after that date, the City will pay up to the monthly medical premium for the second most expensive plan among the existing array of plans during the Agreement term. Effective April 1, 2015, for an employee retiring on or after that date, the City contribution shall be the same contribution amount it makes for active City employees. The parties mutually agree that the benefits provided in this paragraph for employees retiring on or after April 1, 2015 will fluctuate from time to time based on the City’s contributions to health care for active employees. Accordingly, Association members who retire on or after April 1, 2015 and have not elected to participate in the Retirement Healthcare Benefits provided in Government Code section 22893, do not maintain a vested interest in any particular contribution by the City above the amount required under the PEMHCA. (a) Retiree Medical Coverage - Employees hired before January 1, 2006 who have not voluntarily elected to participate in the Retirement Healthcare Benefits provided in Government Code section 22893:Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees who retire on or before December 31, 2007. Effective March 1, 2009, for an employee retiring on or after that date, the City will pay up to the monthly medical premium for the second most expensive plan among the existing array of plans during the Agreement term. Effective April 1, 2015, for an employee retiring on or after that date, the City contribution shall be the same contribution amount it makes for active City employees. The parties mutually agree that the benefits provided in this paragraph for employees retiring on or after April 1, 2015 will fluctuate from time to time based on the City’s contributions to health Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.96" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: Indent: Hanging: 0.5", Numbered+ Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted Formatted: Indent: Left: 0.5", No bullets ornumbering Formatted: Font: Not Bold, No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 33 of 82 care for active employees. Accordingly, Association members who retire on or after April 1, 2015 and have not elected to participate in the Retirement Healthcare Benefits provided in Government Code section 22893, do not maintain a vested interest in any particular contribution by the City above the amount required under the PEMHCA. (b) (b) (b) Retiree Medical Coverage - Employees who voluntarily elect to participate in Government Code section 22893, and all Employees hired on or after January 1. 2006: The CalPERS vesting schedule set forth in California Government Code § 22893 will apply to all Association members hired on or after January 1, 2006, and employees hired prior to January 1, 2006 who voluntarily elect to participate in the Retirement Healthcare Benefits provided in Government Code § 22893. Under this law, an employee is eligible for 50% of the specified employer health premium contribution after ten (10) years of service credit, provided at least five (5) of those years were performed with the City of Palo Alto. After ten (10) years of service credit, each additional year of service credit will increase the employer contribution percentage by 5% until, at twenty (20) years' service credit, the employee will be eligible upon retirement for 100% of the specified employer contribution. However, the maximum contribution for family members will be 90% of the specified employer contribution. Notwithstanding any other term of this section, the City of Palo Alto's health premium contribution for employees hired on or after January 1, 2006, and employees who voluntarily elect to participate in Retirement Healthcare Benefits provided by Government Code § 22893, will be the minimum contribution set by CalPERS under California Government Code § 22893 based on a weighted average of available health plan premiums. (c) Retiree Medical Coverage - Employees who voluntarily elect to participate in Government Code section 22893, and All Employees hired on or after January 1. 2006: The CalPERS vesting schedule set forth in California Government Code § 22893 will apply to all Association members hired on or after January 1, 2006, and employees hired prior to January 1, 2006 who voluntarily elect to participate in the Retirement Healthcare Benefits provided in Government Code § 22893. Under this law, an employee is eligible for 50% of the specified employer health premium contribution after ten (10) years of service credit, provided at least five (5) of those years were performed with the City of Palo Alto. After ten (10) years of Formatted: No bullets or numbering Formatted: Indent: Left: 0", Hanging: 0.43", No bullets or numbering Formatted: Font: Not Bold, No underline Formatted: Font: Not Bold, No underline Formatted Formatted: Indent: Left: 0.5", No bullets ornumbering Formatted: Indent: Left: 0.43", No bullets ornumbering, Tab stops: Not at 0.96" Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 0.54", No bullets or numbering Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 0.43", No bullets ornumbering City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 34 of 82 service credit, each additional year of service credit will increase the employer contribution percentage by 5% until, at twenty (20) years' service credit, the employee will be eligible upon retirement for 100% of the specified employer contribution. However, the maximum contribution for family members will be 90% of the specified employer contribution. Notwithstanding any other term of this section, the City of Palo Alto's health premium contribution for employees hired on or after January 1, 2006, and employees who voluntarily elect to participate in Retirement Healthcare Benefits provided by Government Code § 22893, will be the minimum contribution set by CalPERS under California Government Code § 22893 based on a weighted average of available health plan premiums. (a) Retiree Medical Coverage – Employees hired before January 1, 2006: Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees that retire on or before December 31, 2007. Effective March 1, 2009, for an employee retiring on or after that date, the City will pay up to the monthly medical premium for the 2nd most expensive plan among the existing array of plans during the Agreement term. If PERS changes the plans it offers, the City and the Association will meet and confer over the City continuing to provide an equivalent benefit at an equivalent cost. For the 2012 calendar year, the City’s contribution toward dependent coverage is 95% of the difference between the applicable “Employee and One Dependent” or “Family” maximum employer contribution for active Association employees and the maximum employer contribution for “Employee Only” coverage. . This contribution for dependents will increase annually by 5% of the difference between the single party premium and the two party or family premium, until such time as the premium of the affected dependent(s) is fully covered. For the 2013 calendar year, the City’s contribution toward dependent coverage will be 100%. (b) Retiree Medical Coverage – Employees hired on or after January 1, 2006: The CalPERS vesting schedule set forth in California Government Code §22893 will apply to all Association members hired on or after January 1, 2006. Under this law, an employee is eligible for 50% of the specified employer health premium contribution after ten (10) years of service credit, provided at least five (5) of those years were performed with the City of Palo Alto. After ten (10) years of service credit, each additional year of service credit will increase the employer contribution percentage by 5% until, at twenty City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 35 of 82 (20) years’ service credit, the employee will be eligible upon retirement for 100% of the specified employer contribution. However, the maximum contribution for family members will be 90% of the specified employer contribution. Notwithstanding any other term of this section, the City of Palo Alto’s health premium contribution for employees hired on or after January 1, 2006 will be the minimum contribution set by CalPERS under California Government Code §22893 based on a weighted average of available health plan premiums. Section 2120. Psychological Counseling Program The psychological counseling program currently in effect shall be continued. The program shall provide 24-hour emergency counseling by independent professional consultants. Section 2221. Uniforms (a) The City will supply complete uniforms to all sworn personnel. All uniform items are the property of the City. One complete uniform consists of: (1) three pair of trousers, (2) three short-sleeved shirts with patches and zippers if desired, (3) three long-sleeved shirts with patches and zippers if desired, (4) three cotton or two synthetic fiber turtleneck shirts, (5) hat, (6) duty jacket with patches, (7) dress jacket with patches, (8) necktie, and (9) rain gear. (b) At the time of initial employment, every sworn employee will be issued one complete uniform. Uniform items will be replaced on an as-needed basis subject to verification by management. (c) The City shall provide uniform cleaning for sworn representation unit personnel. (d) Personnel are accountable for all uniform items issued to them. If a particular item is lost or damaged due to employee negligence, the employee will be required to reimburse the City for value of the item(s) lost or damaged. (e) The City shall reimburse employees for the full cost of job-related boots upon verification of such purchase by the employees. The City will make the reimbursement only upon proof that the previous boots have become unserviceable due to wear or damage. (Job-related boots shall mean well- constructed, high topped boots that provide full ankle and foot support, which are selected from list agreed to by Management and the Association.) Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.96" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.96" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: Tab stops: 0.56", Left City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 36 of 82 Employees are responsible for the full cost of any low-top, black shoes that are worn with the uniform. Section 2322. Work Schedule (a) Field Services Division 4/11 Schedule The patrol schedule will have two sides, “A-Side” and “B-Side.” There will be ten patrol teams each supervised by a Sergeant or Acting Sergeant under the management of patrol lieutenants. Five Patrol teams will work an “A” schedule and five Patrol teams will work a “B” schedule. Patrol officers, agents, and sergeants will report for duty promptly at the designated times for each team. Patrol team schedules are as follows. Patrol Division Team Schedules A-Side B-Side Team 1A 0500 to 1600 Team 1B 0500 to 1600 Team 2A 0700 to 1800 Team 2B 0700 to 1800 Team 3A 1400 to 0100 Team 3B 1400 to 0100 Team 4A 1800 to 0500 Team 4B 1800 to 0500 Team 5A 2000 to 0700 Team 5B 2000 to 0700 Team’s 2A, 3A, and 4A are designated as field training teams. (1) 4/11 Work Schedule The work schedule will be based on an eight (8) day cycle with each employee working four (4) consecutive days on and having four (4) consecutive days off. The eight (8) day cycle will advance the employee’s workdays and days off within the calendar week one day every cycle. The overall cycle repeats itself every eight (8) weeks. Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.96" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: Font color: Auto Formatted: Font: Not Bold, No underline, Fontcolor: Auto Formatted: Left Formatted: Left Formatted: Font: Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 37 of 82 Over the course of a year (26 pay periods) each employee works 182 eleven (11) hour regular patrol shifts totaling 2002 hours, 78-hours short of the required fulltime equivalent work year of 2080 hours. In the Patrol Division and with the approval of the Patrol Captain, a maximum of two (2) paired “fixed days” schedules (4 Employees) may be established, at the employees’ request. The regularly scheduled hours of work for such a position must cover the days off of the position with which it is paired. For example, one position could have Sunday, Monday, and Tuesday off while the other could have Thursday, Friday, and Saturday off. It shall be the responsibility of employees interested in a paired fixed day schedule to identify another employee who is willing to participate in the paired arrangement. If either employee or the Department desires to terminate a paired schedule once it is in effect, the employee or Department, as applicable, must give the other affected parties to the arrangement at least one (1) full pay period advance written notice. Resumption of the employees’ participation in the normal rotation shall begin on the first day of the second full pay period following the date notice is delivered to the other parties. Employees on a fixed schedule will be required to attend the designated CPT (Continued Professional Training) training days either on their regularly scheduled workday or on a day off. If they attend training on their regularly scheduled day off, they will be compensated by receiving an adjusted day off within the same pay period. Employees requesting a schedule different from the rotating 4/11 must submit their request in writing prior to the team selection process. The requests will only be considered on an extreme hardship basis The following hours and minimum staffing levels will be observed on both sides of the Patrol Division. During team overlaps, the combined staffing levels of the teams will serve to meet minimum staffing levels. 0700-2400 hours 1 Lieutenant/Sergeant Watch Commander 1 Sergeant/Agent Supervisor 6 Officers/Agents 0001-0300hours 1 Lieutenant/Sergeant Watch Commander 1 Sergeant/Agent Supervisor 5 Officers/Agents City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 38 of 82 0300- 0700 hours 1 Sergeant Supervisor 5 Officers/Agents Under routine circumstances, personnel will be able to receive time off as long as minimum staffing numbers remain available for duty. Management may deny time off to maintain staffing greater than the minimum numbers outlined above. It’s anticipated this will only occur in special situations where greater staffing is needed. (2) Designated CPT Training Days within the 4/11 Schedule: The 4/11 Schedule will have designated CPT training days and flexible training hours to make up the seventy-eight (78) hours necessary to complete a full work year. A training bank will be created for each employee on the 4/11 Schedule to track and monitor the use and balance of the 78-hours. The training bank and its use are outlined in the next section. Management will determine the number of designated CPT training days and stagger them throughout the year in order to avoid overtime insofar as possible. Designated CPT training days will be scheduled prior to the beginning of each shift year. Unless otherwise determined by the Department, there will be five (5) designated CPT training days each year. These training days will vary in duration but will in most cases be approximately eight (8) to ten (10) hours in duration. The exact number of designated CPT training days, their duration in hours, and the remaining flexible training bank time will be determined prior to shift change and vacation selection. If it’s anticipated that the number of training days will vary in any given year, Management will notify and, on request, meet with PAPOA to consider any concerns the Association may have. Patrol personnel will not be permitted to take vacation on any one of these pre- designated CPT training days. The Division Captain may authorize an exception based on compelling circumstances. The course content and training provided on the designated CPT training days can vary from year to year to meet current and changing training needs. It will be the responsibility of the Personnel and Training Division to schedule and coordinate the training on designated CPT training days. Training days may be scheduled during daytime and/or nighttime hours to accommodate training Formatted: Indent: Left: 0" Formatted: Font: Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 39 of 82 needs. Sworn employees not on the 4/11 Schedule will be required to attend designated C.P.T. training days. Each of the training days will be broken into two (2) single day sessions for Patrol (A side and B side). It is anticipated that approximately fifty percent (50%) of the non-4/11 employees will attend one (1) of the two (2) days during each of the training cycles. If the nature and/or complexity of the training does not allow for a larger groups, multiple sessions can be scheduled on additional training days. (3) Flexible Training Hours This schedule results in seventy-eight (78) hours that will be made up during the year through designated CPT training days and flexible training time. It is anticipated that approximately fifty (50) hours will be set aside each year for designated CPT training days (exact number to be determined each year). Once the hours set aside for designated CPT training days is established, the remaining hours shall be used for flexible training as follows. Employees on the 4/11 Schedule attending training on a day off or outside their normal shift shall use their available Flexible Training Bank hours (Non-CPT Hours) prior to using overtime. All Flexible Training Bank hours must be used prior to earning overtime. The only limitation on the use of these training hours is that no employee can exceed the one hundred seventy-one (171) hour FLSA limit in any twenty-eight (28) day cycle. The combination of regular work shifts, designated CPT training days, and flexible training time cannot exceed one hundred seventy-one (171) hours in any FLSA Cycle. Any hours worked over one hundred seventy-one (171) in a twenty-eight (28) day cycle are considered premiums hours and must therefore be paid at the overtime rate. The following is a list of some of the forms of training that could use hours from the bank; SWAT DRO Range Masters Quarterly Shoots FTO Meetings K-9 Sergeant’s meetings FTO School 11550 School Radar School Supervisor school All other Training Formatted: Normal, Indent: Left: 0.5" Formatted: Font: Not Bold Formatted: Indent: First line: 0.5" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 40 of 82 If an employee doesn’t use his or her flexible training hours during the year, he or she will be required to make up the difference by either working extra shifts, partial shifts or by using vacation, compensatory time off, and/or holiday time from one of their banks at the end of each fiscal year. The Watch Commander and Supervisor will work with employees to schedule extra shifts or use vacation, holiday or compensatory time off balances. These hours are hours the employee is being compensated for during the normal twenty-six (26) pay periods. The employee must work the hours on a straight time basis or use vacation, holidays or compensatory time off for the compensation received throughout the year. (4) Other Training (not covered by the flexible training bank) The 4/11 Schedule significantly impacts designated CPT training days, shift training, and to some extent training compensated under the flexible training hours. The following guidelines should be followed when attending training not covered by the flexible training hours. All training bank hours, adjusted time off associated with training, and/or overtime associated to training shall be approved in advance by the employee’s watch commander or supervisor. One full day of training on a day off. The employee will either receive overtime for the number of hours at training or adjustment for one patrol shift. Adjustments will be documented in the City timekeeping system. One full day of training on a day on. The employee will be adjusted off their patrol shift for the day. Adjustments will be documented in the City timekeeping system. More than one day, but less than a week. For each full day of training, the employee will be adjusted off one patrol shift. Adjustments will be documented in the City timekeeping system Partial day of training on a day off. Overtime or adjustment for the number of hours actually in training. Adjustments will be documented in the City timekeeping system. Partial day of The employee will be adjusted from duty for the Formatted: Font: Not Bold Formatted Table City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 41 of 82 training on day on. time of the training and be expected to work the remainder of their shift. Adjustments will be documented in the City timekeeping system. A four (4) or five (5) day (week) training session that doesn’t exceed forty-four (44) hours. Whenever possible, and depending upon where the employee is in their twenty-eight (28) day cycle, the employee will be adjusted off the patrol schedule when attending four or five day training sessions. The employee will be adjusted from four (4) eleven (11) hour shifts as compensation for attending the course. The four (4) adjusted days will be as close to the days the employee attended training as possible. Employees will not receive overtime under this situation unless the total time training exceeds forty-four (44) hours. Adjustments will be noted in the comment section of the timekeeping system. (5) Assignments of Sworn Personnel on the 4/11 Schedule Each year assignments are made for management staff for the coming fiscal year. Subsequent to those assignments, officers, agents, and sergeants apply for specialty positions. At the conclusion of those specialty selections, the Patrol Team Selection process begins. Each year, the following process will be used for patrol team selection. Field Services Division Shift Assignment Process: Field Services sergeants, agents, and officers will select their work team based on the following criteria. a. Sergeants, in order of seniority, shall select one of the ten patrol teams. Sergeants may select any open team with the exception of those teams designated as Field Training teams. FTO Sergeants, in order of seniority, will select one of the designated FTO teams. b. Field Training Officers/Agents, in order of seniority, shall select one of the slots open and designated as FTO slots on one of the three FTO teams. The following teams have been pre-designated as training teams: Team 2A, Team 3A, and Team 4A. Formatted: Normal, Left Formatted: Font: Univers, Not Bold, Font color: Auto Formatted: Font: Bold Formatted: Font: Not Bold Formatted: Font: Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 42 of 82 c. K-9 Officers/Agents – K-9 officers/agents will generally select one of the night shift teams: Teams 4 and 5. Selections will be based on rank and seniority. Only one K-9 will be allowed per team and K-9’s will be evenly split between the two sides Any exception to these assignments must be requested and approved by the Field Services Coordinator prior to the start of the selection process. d. Agents, in order of seniority, shall select any of the open agent’s slots remaining on any of the patrol teams. A minimum of three (3) agents will be assigned to the A-Side and a minimum of three (3) agents will be assigned to the B-Side. If a greater number of agents are assigned to patrol, management will evenly designate agent’s slots insofar as possible to as many of the patrol teams as possible with the goal being to have one agent on each patrol team. e. Officers, in order of seniority, shall select any remaining slot available on any of the patrol teams. f. Probationary Officers - May be assigned to teams at the discretion of the Field Services Division Coordinator. These assignments will be made based on the developmental needs of the new employee, the staffing needs of the organization, and in a manner that minimizes the loss of prime bidding slots for more senior officers/ agents. Additional Team Selection Guidelines Prior to the selection process, management shall determine the number of agents, and officers assigned to each team. Additionally, management will determine which teams are available for selection by K-9 Officers/Agents. Field Training Officers/Agents, Field Training Sergeants, and probationary employees shall be subject to administrative assignment. In the spring of each year, all employees participating in the patrol team selection process will receive a schedule identifying available slots, the process for team selection, and a date and Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Justified, Indent: Left: 0.25" Formatted: Indent: First line: 0" Formatted: Indent: Left: 0.5" Formatted: Indent: Left: 0.5" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 43 of 82 time for the the employee to make their selection. Team Selection Reservations – Once Officers/Agents/Sergeants select a team, they will be guaranteed that team even if they are unable to work that team at the start of the shift year due to special assignment, internship, leave of absence, disability, illness etc. Officers, Agents and Sergeants may not remain in the same time slot for more then two consecutive years. Team change request will be considered with the approval of management. Any request for an anticipated change to the assignment of sworn personnel shall be routed to the Field Services Division Coordinator prior to the selection process. (6) Vacation Selection Concurrent Vacation Authorization – Officers and Agents Patrol Division – Four (4) slots are authorized on the A-Side and four (4) slots are authorized on the B-Side. It is anticipated that this would equate to two (2) slots on night shift (Teams 3, 4, and 5) and two (2) slots on day shift (Teams 1, and 2) for each side. Any exceptions to these rules may be made by the Field Services Division Coordinator based on special circumstances. Concurrent Vacation Authorization - Sergeants Patrol Division – Two (2) slots are authorized in patrol on the A-Side and two (2) slots are authorized in patrol on the B-Side. It is anticipated that this would equate to one (1) slot on the night shift (Teams 3, 4, and 5) and one (1) slot on the dayshift (Teams 1 and 2) for each side. Exceptions to allow two (2) sergeants vacation at the same time for special circumstances may be made by the shift lieutenant. Other exceptions to this rule may be made by the Field Services Division Coordinator. a.. The A-side and B-side will have separate vacation signups. It’s also anticipated that the dayshift and nightshift will have separate signups. For Formatted: Indent: Left: 0.5" Formatted: Font: Not Bold Formatted: Normal, Left Formatted: Font: Bold Formatted: Font: Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 44 of 82 agents and above, selection will be based on rank and time in rank. Personnel having the greatest tenure in rank will have priority. For officers, selection will be based on seniority. If seniority is equal, low badge number shall have priority. b. Sergeants will have a separate signup sheet from agents and officers. During the initial sign up sergeants will have two guaranteed slots per side, one (1) on day shift and one (1) on night shift. Agents/officers will have four (4) guaranteed slots per side, two (2) on day shift and two (2) on night shift. Vacation Selection Process: Vacation selection will occur within a few weeks of the team selection process each spring. Selections will take place on two days, one day for the A-Side and one day for the B-Side. Sergeant, agents, and officers will be given time slots to come in, call in, or may submit in advance written instructions on choice for vacation weeks. The selections will be made based on rank and seniority. Both sides agree to monitor the outcome of the process and enter into a mutual agreement to continue or discontinue the process. (7) Time Keeping and Payroll All employees working under the 4/11 schedule will work eleven (11) hours a day, four (4) consecutive days a week. These eleven (11) hours will be entered in the timekeeping system on the day they are worked and/or prior to pay period payroll deadlines. Employees attending one (1) of the designated CPT training days will enter the hours of training on a “training timesheet” and enter the time in the timekeeping system. Employees using hours from their flexible training bank shall complete a “training timesheet” and enter the time in the timekeeping system. Employees working the 4/11 Schedule will not receive overtime compensation for hours worked under the following conditions. • Hours worked as part of a regular 11-hour work day. • Hours worked on a designated CPT training days. • Hours associated to training where hours from the flexible training bank could be used. • Non-Mandatory training where adjustments from the patrol schedule are possible. Formatted: Font: Not Bold Formatted: Normal Formatted: Font color: Auto Formatted: Font: Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 45 of 82 Overtime shall be paid for “Mandatory” training once training bank hours have been exhausted. Overtime shall be paid for “Mandatory” meetings that fall outside the specialty exemption listed below. Participation in department specialties including training, meetings, and other activities is not considered a mandatory activity when it comes to overtime compensation. Wherever possible, employees participating in department specialties and other non-mandatory activities will be adjusted off the patrol schedule for these activities. Schedule adjustments will occur as close to the activity outside the employee’s normal work schedule as possible and within the same FLSA Cycle. Schedule adjustments for personnel working nights: All personnel attending a full day of training on a work day will be adjusted off the patrol schedule for their work shift that day. In addition to being adjusted off any shift that starts on the day the training occurs, employees working Teams 3, 4, and 5 the night before the training will be adjusted off the night before as follows. If the training is all day starting in the morning hours, these adjustments will apply. Team 3: Adjusted off at 2200 hours. Teams 4 & 5: Adjusted off the entire shift. If a night shift employee is scheduled for a full day of “Mandatory” training on the morning of his or her first day off, the same adjustments listed above will apply. In addition to the necessary adjustment, employees will receive compensation for the training hours through the use of training bank hours. When training bank hours are exhausted, the employee will receive overtime. The time keeping system entries: Each employee must enter his or her time in the timekeeping system that accurately reflects the hours he or she works. When schedule adjustments are made, overtime is worked, or training bank time is used, employees must make appropriate notes in the comment section of the timekeeping system. Supervisors and timekeepers may complete the timekeeping system entries when employees are unavailable due to illness or other situations. Employees working the 4/11 Schedule shall also sign the daily schedule. Managers and supervisor will approve time entries made in the time keeping system. Managers and supervisors will pay special attention to the use of training City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 46 of 82 bank time and overtime. Time entries should be reviewed for regular hours and training hours that may exceed the FLSA guideline of 171 hours in a 28 day cycle. With the 4-day on 4-day off rotation, employees will work either 66 or 88 hours in each pay period. The timekeeping system will shift adjust the appropriate number of hours into (+14) and out of (-8) the employees bi-weekly totals so each employee receives compensation for 80 hours. Regardless of the number of hours worked under the FLSA exemption, an employee will be compensated for 80 regular hours every bi-weekly payroll cycle. These shift adjusted hours (-8 or +14) will be added to or taken away from the timecard at the appropriate day/night shift differential rates for each employee. As an example, if an employee’s normal shift is paid at 75 percent day rate and 25 percent night rate, all hours shift-adjusted on to or off the timecard will be adjusted using the same approximate ratio of 75/25 percent for day/night rates. If an employee leaves city service while on the 4/11 schedule, staff and payroll shall perform the training bank reconciliation of the number of hours the employee is over or under the normal forty (40) hour workweek rate since the beginning of the current one (1) year (twenty-six [26] pay period) 4/11 cycle. If the employee has worked more hours than the forty (40) hour a week average, he or she shall be compensated for those hours at the regular rate. If the employee is under the forty (40) hour a week average, the hours will be taken from the employee’s vacation, holiday, or comp time bank and/or deducted at the regular rate from the employee’s last check. If an employee’s assignment changes from the 4/11 schedule or to the 4/11 schedule, his or her over/under rate will be calculated the same as above. Time off, extra shifts worked, and/or the adjustment of holiday, vacation, and/or comp. time banks will be used to resolve any differences between actual hours worked and the forty (40) hour weekly average. Daylight Savings Time/Pacific Standard Time Changes – Personnel on Team 4 and Team 5 will follow these guidelines when working either the spring forward or fall back. Individuals working in the spring who would lose an hour of work due to the change to Daylight Savings Time will report for duty one (1) hour early and work an eleven (11) hour shift at straight time. Individuals working in the fall will work one (1) additional hour (for a total shift of twelve (12) hours) due to the change to Pacific Standard Time. Such employees will put in for one (1) hour of overtime. Nothing in this section prevents an employee from leaving early or City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 47 of 82 using time off to offset the time when staffing allows and approved by the Supervisor or Watch Commander. (8) Maximum Hours Worked - Turn Around Time Sergeants, agents, and officers may work up to a maximum number of 16 hours in a 24-hour period. Any work beyond 16 hours must be approved by a watch commander or member of management and only under exigent circumstances. Any time an employee works 16 hours or more, they must receive an 8-hour break before returning to duty. If the 8-hour break runs into the employees next shift, those hours are considered adjusted hours off. Sergeants, agents, and officers shall not exceed a maximum of one hundred forty (140) hours in a 14 day pay period. Any work beyond one hundred forty (140) hours must be approved by the employee’s Lieutenant and Captain, and should rarely occur only under extreme situations. Sergeants and Lieutenants authorizing overtime in excess of the daily limit (16-hours) and/or the bi-weekly limit (140 hours) shall send a short email to their Lieutenant and Captain explaining the reason for the excess work. It is the employee’s responsibility to monitor their hours and notify the supervisor and/or watch commander of their hours worked when approaching the daily or bi-weekly limits or being requested to work overtime. (9) Shift Exchanges Sergeants, agents, and officers may exchange work shifts with another employee of the same rank. Agents and officers may be interchangeable if simply filling the role of an officer on the schedule. Personnel must submit a shift exchange request form to their supervisor and lieutenant. Shift exchanges require a lieutenant’s approval except when short notice makes that impossible. Shift exchanges can only occur for entire shifts, Shift exchange request forms must contain the pay back date for the second half of the shift exchange. Both halves of the exchange must occur in the same 28-day FLSA Cycle (refer to Yearly 4/11 patrol Schedule for FLSA Cycles). Once an employee agrees to an exchange shift, he or she is responsible for that shift. If he or she fails to show up for the shift and/or is sick, the time will be deducted from his or her applicable leave balance to the extent the employee qualifies for such deduction under the applicable leave policy. Failure to show up for a shift may also result in disciplinary action. Formatted: Font: Not Bold Formatted: Font: Not Bold City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 48 of 82 (10) On-duty workout period and sign up: When staffing allows and with supervisory approval, employees may workout on- duty for a period of up to one (1) hour. The hour shall include the work out, a shower, and dressing time. Specific guidelines and conditions are outlined in the Wellness Program Policy. (b) Traffic Team Sworn members of the Traffic Team shall work a ten-hour (10) day, four (4) day workweek schedule. Traffic Team officers/agents may be assigned as part of minimum staffing at the discretion of management. Effective July 1, 2008, the Take Home Motor Program will be discontinued. On a one time basis, employees assigned to motors who are in paid status the first full pay period after Council adoption of this MOU, will receive one time non PERSable stipend representing 2.5% of base salary of the employee’s classification minus applicable state and federal taxes. On a one time basis, employees assigned to motors who are in paid status the first full pay period after Council adoption of this MOU, will receive one time non PERSable stipend representing 2.5% of base salary of the employee’s classification minus applicable state and federal taxes. (c) Special Operation Sergeant/Crime Suppression Team The Special Operations Sergeant and team members shall generally work a ten (10) hour day, four (4) day workweek schedule. Given the nature of the team’s assignment, it is anticipated and expected that their schedules should be flexible and adapt to organizational needs. (d) ISD and Other Sworn Classifications All sworn personnel assigned to ISD, Staff Assistant, Personnel and Training and Community Policing shall work a ten (10) hour day, four-day work week schedule. (1) Work Schedule Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: No underline Formatted: Font: Not Bold, No underline Formatted: Indent: Left: 0.43", Tab stops: 1", Left + Not at 0.96" + 1.44" Formatted: Font: Not Bold Formatted: No underline Formatted: Font: Not Bold Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 49 of 82 The ten hours shall generally be worked between the hours of 0700 and 1900, with specific schedules subject to approval by appropriate supervisors. The ten (10) -hour work schedule shall be worked within a period of ten hours, with a working lunch period not to exceed thirty (30) minutes. As an alternative, with Management approval, the ten-hour work schedule may be worked within eleven hours, with a one (1) hour unpaid lunch break. Changing alternatives will require prior approval by Management. (2) Work Week For ISD personnel, one-half of the Division will work Monday through Thursday, while the other half will work Tuesday through Friday. All other sworn personnel covered under Section 23 (b) & (c) will also work either Monday through Thursday, or Tuesday through Friday. (3) Late Detective Shift Two detectives will be assigned on a rotational basis to the late shift from 1200 to 2200 to provide evening coverage. Assignment to the late detective shift, where possible, will be by advanced sign up with each detective selecting two weeks each quarter according to a protocol determined by seniority, needs of the division and needs of the employee. Generally, there will be one detective from each half of the division working the late detective shift during each week. (e) (f) (e) Forty-hour Training Schedule For all sworn employees who attend training that is four (4) or five (5) days in duration (a week), their schedules will be adjusted from the normal work week. Employees will not receive overtime during scheduled training as described here unless it exceeds their normal forty (40) or forty-four (44) hour workweek. Schedule adjustments will be documented in the notes section when making the timekeeping system entries. Formatted: Font: Not Bold Formatted: No bullets or numbering Formatted: Indent: Left: 0", First line: 0" Formatted: Font: Not Bold, No underline Formatted: No bullets or numbering Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 50 of 82 Section 2423. Overtime Pay and Compensatory Time Off (a) (a) Overtime pay shall be provided at the rate of time and one-half of the employee's regular rate, including night shift differential, working out of classification pay, and specialty assignment premium pay as defined under Section 7, 8 and 10. (a)(b) Compensatory time off, which is approved by management in-lieu of overtime payment on a staffing available basis, will be taken at the rate of 1-1/2 hours for every hour of credited overtime. In the event compensatory time off is used as the method of compensating for overtime, the time off will be taken prior to the end of the quarter in which it is earned. All compensatory time balances shall be paid at the end of each quarter, with warrants issued in the first pay period of the new quarter. Employees may request in writing to carry over up to 80 hours of compensatory time from quarter to quarter. During the final calendar year quarter, employees who have vacation accrual balances of less than two times their annual accrual rate, less 80 hours, may request in writing to convert up to 80 hours of unused compensatory time to vacation per calendar year, to be transferred in the first pay period of the calendar year (c) Employees called out to perform work, attend meetings or required training shall be compensated for at least three hours pay for each occurrence at the appropriate overtime rate. Section 2524. Overtime Sign-Up (a) Planned Overtime. Planned overtime includes patrol staffing, special events, traffic control functions or any other overtime needs which can be identified prior to the 20th day of the preceding month. On or about the 20th of each month, watch commanders will post a list of dates/shifts requiring overtime for the next month. Officers, Agents, and Sergeants will be given a reasonable period of time to sign up for the available overtime assignments. On or about the 25th of the month, planned overtime will be filled from the sign up list using the rotational overtime call out list. Agents may place themselves on the sign up list for supervisor overtime, however will only be considered if no sergeant requests the shift. Overtime that isn’t filled during the planned overtime process may be filled at management’s discretion. Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Indent: Left: 0", First line: 0", Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: Numbered + Level: 1 +Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0" + Tab after: 0.44" + Indent at: 0.44" Formatted: No underline Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 51 of 82 Employees assigned to a fixed work schedule such as ISD, P&T, and Staff Assistant may adjust their work schedule with their manager’s approval in order to work a planned patrol overtime assignment. This schedule adjustment must be completed within the same work week as the planned overtime assignment. Schedule adjustments will normally be approved unless there is a conflict with a previously scheduled activity within the work unit or the schedule adjustment would be disruptive to the operation of the unit. Employees bidding for planned overtime requiring a shift adjustment must make a notation next to the assignment indicating a shift adjustment would be necessary. Only one overtime shift requiring a shift adjustment can be worked per work week. (b) Unplanned Overtime. Unplanned overtime is overtime that wasn’t identified prior to the 20th of the preceding month. Unplanned overtime will be filled by the following procedures. 1) The Watch Commander or Supervisor may request an employee extend their shift or come in early. If a volunteer cannot be identified to hold over or come in early, the rotational overtime list will be used. 2) Employees interested in working unplanned overtime will be placed on a rotational overtime list in order of seniority. When an overtime shift is available, a manager or supervisor will call the next person on the list. If that person declines the opportunity, is not available, is already working, or takes the overtime, he/she will be placed at the bottom of the list. The lists will be continually updated in order to rotate the names. There will be separate lists for sergeants and officers/agents for unplanned overtime. A separate supervisory list will be maintained for agents interested in working supervisory overtime. Agents will be offered supervisory overtime positions only if no sergeants have accepted the opportunity. 3) If the watch commander or supervisor is unable to fill overtime through any of these procedures, he or she may order an individual to extend their shift, come in early, or come in on a day off. A log on those required to work mandatory overtime will be kept in the overtime book. Mandatory overtime should be rotated in order of reverse seniority. c) Overtime Minimum. With regard to both planned and unplanned patrol team overtime, there is no minimum number of hours. Planned overtime postings and unplanned overtime will be offered for the actual number of hours needed. If small Formatted: No underline Formatted: Indent: Left: 0.44", First line: 0" Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 52 of 82 blocks of overtime aren’t filled by on-duty personnel adding them to an existing shift, managers may apply a 6-hour minimum to a shift for personnel coming in on a day off. (d) These overtime procedures may be reviewed and/or modified at the mutual agreement of both management and PAPOA. Section 2625. Jury Duty No employee shall be required to work a combination of jury duty and work time to exceed 12 hours during a 24-hour period. The period shall commence at the required time of appearance for jury duty. Jury duty is defined as the time between required time of appearance and dismissal. Work time excused as a result of jury duty will be compensated at the regular rate of pay. Section 2726. . Vacation Accrual Vacation will be accrued when an employee is in pay status and will be credited on a bi-weekly basis. Such accrual and credit shall not exceed three times the annual rate of accrual. Each eligible employee shall accrue vacation at the following rate for continuous service performed in pay status: (a) Less than four (4) years - For employees completing less than four years continuous service; (8) Shifts vacation leave per year. (b) Four, but less than nine years - For employees completing four, but not more than nine (9) years continuous service; 12 Shifts vacation leave per year. (c) Nine (9), but less than fourteen (14) years - For employees completing nine (9), but not more than fourteen (14) years continuous service; (16) Shifts vacation per year. (d) Fourteen (14), but less than nineteen (19) years - For employees completing fourteen (14), but not more than nineteen (19) years continuous service; (18) Shifts vacation leave per year. (e) Nineteen (19) or more years - For employees completing nineteen (19) or more years continuous service; (20) Shifts vacation leave per year. Example: An employee with less than four (4) years working a 4/10 Schedule will receive eight (8) Shifts or eighty (80) hours of vacation. The same employee working Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: Heading 1, Left, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 53 of 82 the 4/11 Schedule will receive eight (8) Shifts or eighty-eight (88) hours of vacation. Section 2827. Use of Vacation (a) When to be taken. The time at which an employee may use his/her accrued vacation leave and the amount to be taken at any one time shall be determined by the department head with particular regard for the needs of the City, but insofar as possible, considering the wishes of the employee. (b) Limitation on use. Employees may not use more than their annual rate of accrual in any calendar year period, provided, however, that a department head my grant exceptions to this limitation. (c) Waiting period. Employees shall complete six months continuous service before using accrued vacation leave. (d) Double compensation prohibited. Employees shall not work for the City during their vacation. (e) Vacation splitting. It is the intention of the City that vacation be taken in units of one week; however, with the approval of the department head, an employee may use one week of his/her accrued vacation in any calendar year in units of less than one work week, but in no instance in units of less than one-half of the normal workday or shift. Requests for exception to this procedure must be approved by the City Manager. (g)(e) Vacation Cashout. Once each calendar year an employee may cash out eight or more hours of vacation accrual in excess of 80 hours to a maximum of 120 hours, provided that the employee has taken at least 80 hours as vacation in the previous 12 months. 1. Effective for the 2012 tax year and each subsequent year, to be eligible to cash out vacation, employees must pre-elect the number of vacation hours they will cash out during the following calendar year, up to the maximum of 120 hours, prior to the start of that calendar year. The election will apply only to vacation hours accrued in the next tax year and eligible for cash out. 2. The election to cash out vacation hours in each designated year will be irrevocable. This means that employees who elect to cash out vacation Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 54 of 82 hours must cash out the number of accrued hours pre-designated on the election form provided by the City. 3. Employees who do not pre-designate or decline a cash out amount by the annual deadline established by the City will be deemed to have waived the right to cash out any leave in the following tax year and will not be eligible to cash out vacation hours in the next tax year. 4. Employees who pre-designate cash out amounts may request a cash out at any time in the designated tax year by submitting a cash out form to payroll. Payroll will complete the cash out upon request, provided the requested cash out amount has accrued and is consistent with the amount the employee predesignated. If the full amount of hours designated for cash out is not available at the time of cash out request, the maximum available will be paid. 5. For employees who have not requested payment of the elected cash out amount by November 1 of each year, Payroll will automatically cash out the pre-designated amount in a paycheck issued on or after the payroll date including November 1. Within 90 days of adoption of this MOA, the parties agree to talk further about the administration and communication of the vacation cash out process. Section 2928. Vacation Pay at Termination Employees leaving the municipal service with accrued vacation leave shall be paid the amounts of accrued vacation to the date of termination. Payments for accrued vacation shall be at the employee's current rate of pay. Section 3029. Vacation Benefits for Deceased Employees An employee who is eligible for vacation leave and who dies while in the municipal service shall have the amount of any accrued vacation paid to the employee's estate within thirty days. This proration will be computed at the last basic rate of pay. Section 31.30. Effect of Extended Military Leave An employee who interrupts his service because of an extended military leave shall be compensated for accrued vacation at the time the leave becomes effective. Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep with next, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: Font color: Auto City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 55 of 82 Section 312. Sick Leave (a) Statement of Policy. Sick leave shall be allowed and used only in case of actual personal sickness or disability, medical or dental treatment, or as authorized in Subsection 33 (e), personal business chargeable to sick leave. Up to 8 days sick leave per year may be used for illness in the immediate family (spouse, child, parent, parent-in-law, brother, sister, registered domestic partner, or close relative residing in the household of the employee). (b) Eligibility. Regular and part-time employees shall be eligible to accrue and use sick leave. (c) Accrual. Sick leave shall be accrued bi-weekly provided the employee has been in a pay status for 50 percent or more of a bi-weekly pay period. Sick leave shall be accrued at the rate of 3.7 hours per bi-weekly pay period. (d) Accumulation. Accrued sick leave may be accumulated without limit, except as provided in Section 31(h). (e) Use. Sick leave may be used as needed and approved, to the point of depletion, at which time the employee will no longer receive pay for sick leave. A new employee may, if necessary, use up to forty-eight hours or shift equivalent of sick leave at any time during the first six months of employment. Any negative balances generated by such utilization will be charged against future accrual or deducted from final paycheck in the event of termination. An employee who has been disabled for 60 consecutive days and who is otherwise eligible both for payment under the long-term disability group insurance coverage and accrued sick leave benefits may, at his/her option, choose either to receive the long-term disability benefits or to utilize the remainder of his/her accrued sick leave prior to applying for long-term disability benefits. Sick leave will not be granted for illness occurring during any leave of absence other than sick leave, unless the employee can demonstrate that it was necessary to come under the care of a doctor while on such other leave of absence. When an employee finds it necessary to be absent for any reason, he/she should cause the facts to be reported to the department within one hour after his/her regular starting time on the first working day of absence, and shall regularly report on, or account in advance for each work day thereafter unless hospitalized or Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 56 of 82 otherwise indisposed. Such reports may be subject to written documentation if there is reasonable evidence that sick leave abuse has occurred. Sick leave shall not be granted unless such report or advance accounting has been made, provided, however, that the department head may grant exception to this policy where the circumstances warrant. Documentation may also be required if there is a reasonable basis to believe that the employee may not be medically fit to return to work. (f) Depletion of Sick Leave Benefits. Upon depletion of sick leave or the beginning of the period to be covered by payments under the long-term disability group insurance coverage, whichever comes first, an employee may be granted a medical leave of absence without pay for a period not exceeding sixty days. If the employee is unable to return to work at the end of this period, he/she must request further medical leave which will be subject to the approval of the City Manager. If further leave is granted, the employee must notify the City of intent to return to work every thirty days. If further leave is not granted, the employee's service with the City shall be considered terminated. (g) Forfeiture Upon Termination. Employees leaving the municipal service shall forfeit all accumulated sick leave, except as otherwise provided by law and Subsection 32(h). In the event that notice of resignation is given, sick leave may be used only through the day which was designated as the final day of work by such notice. (h) Payment for Accumulated Sick Leave. Employees hired before August 1, 1986 who leave the municipal service in good standing, or who die while employed in good standing by the City, and who have fifteen or more years of continuous service shall receive compensation for unused sick leave hours in a sum equal to two and one-half percent of their unused sick leave hours multiplied by their years of continuous service and their basic hourly rate of pay at termination. For all employees entering the service of the City prior to March 2, 1983, full sick leave accrual will be paid in the event of termination due to disability. For all employees hired after August 1, 1986, sick leave accrual accumulation shall be limited to 1,000 hours with no payoff provision for unused balance at termination. (i) Personal Business Leave Chargeable to Sick Leave. Up to 2 Shifts (20-Hours for 4/10 employees and 22-Hours for 4/11 employees) per year of personal Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 57 of 82 business leave may be chargeable to sick leave. Time off under this provision is subject to management scheduling approval. Time off under this provision is subject to management scheduling approval. (j) Return to Work or Continue Work With Limited/Alternative Duty. In cases of non-work-related injury, illness or pregnancy, an employee, upon approval of the department head, City Risk Manager and the employee's doctor, may elect to return to work or continue work with doctor-approved limited or alternative duty. Approval for such limited/alternative duty shall be based upon department ability to provide work consistent with medical limitations and the length of time of the limitations. Shift employees must be willing to accept any non-shift limited duty schedule work locations and may be subject to the reasonable availability of limited duty assignments. The City doctor may be consulted in determining work limitations. Any assignment to a limited/alternative duty will be on a temporary basis. The provisions of this section are not intended to create any permanent light/alternative duty assignments. Any assignment to a limited/alternative assignment shall not displace any other employee without consent of all parties, including the Association. Section 3332. Leaves of Absence Without Pay (a) Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physicians' verification including diagnosis and medical work restriction. (b) Other leaves. Leaves of absence without pay may be granted in cases of personal emergency or when such absences would not be contrary to the best interest of the City. Non-disability prenatal and/or postpartum leave is available under this provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum. (c) During unpaid leaves of absence for disability or other reasons, the employee may elect to use accrued vacation credits. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. Formatted: Font: Not Bold, No underline Formatted: No underline Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep with next, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 58 of 82 (d) Approval of department head. Leave of absence without pay for one week or less may be granted by the department head, depending on the merit of the individual case. (e) Approval by City Manager. Leave of absence without pay in excess of one week's duration may be granted by the City Manager on the merit of the case, but such leave shall not exceed twelve months' duration. (f) Absence without leave. Unauthorized leave of absence shall be considered to be without pay, and reductions in the employee's pay shall be made accordingly. Unauthorized leave of absence may result in termination of employment. (g) Leave of absence; death outside the immediate family. Leave without pay may be granted a regular employee by his/her department head in the event of death to family members other than one of the immediate family, such leave to be granted in accordance with Section 34 (b), (c) , (d) and (e). (h) Military leave of absence. State and federal law shall govern the granting of military leaves of absence and the rights of employees returning from such absence. Section 3433. Leave of Absence With Pay The City Manager may grant a regular employee under his/her control a leave of absence with pay for a period not exceeding thirty calendar days for reasons he/she deems adequate and in the best interest of the City. The City Council may grant a regular employee a leave of absence with pay for a period not to exceed one year for reasons the Council considers adequate and in the best interest of the City. (a) Subpoenas; leave of absence. Regular employees who are subpoenaed to appear as witnesses in behalf of the State of California or any of its agencies may be granted leaves of absence with pay from their assigned duties until released. The employee shall remit all fees received for such appearances to the City within thirty days from the termination of his or her services. Compensation for mileage or subsistence allowance shall not be considered as a fee and shall be retained by the employee. (b) Employee's time off to vote. Time off with pay to vote at any general or direct primary election shall be granted as provided in the State of California Elections Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep with next, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 59 of 82 Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code. (c) Leave of absence; death in immediate family. Leave of absence with pay of three days shall be granted an employee by the head of his or her department in the event of death in the employee's immediate family, which is defined for purposes of this section as wife, husband, son, step-son, son-in-law daughter, step-daughter, daughter-in-law, father, step-father, father-in-law, mother, step-mother, mother-in-law, brother, step-brother, brother-in-law, sister, step-sister, sister-in-law, grandmother, grandmother-in-law, grandfather, grandfather-in-law, grandchildren, aunt, uncle, niece, nephew, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Requests for leave in excess of three days shall be subject to the approval of the City Manager. Approval of additional leave will be based on the circumstances of each request with consideration given to the employee’s need for additional time off. (d) Jury duty; leave of absence. Employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received for such duties other than mileage or subsistence allowances within thirty days from the termination of his/her jury service. Section 3534. Reduction in Force In the event of reductions in force, they shall be accomplished wherever possible through attrition. If the work force is reduced within the bargaining unit for reasons of change in duties or organization, abolition of position, shortage of work or funds, or completion of work, employees with the shortest length of service will be laid off first so long as employees retained are fully qualified, trained and capable of performing remaining work. Length of service for the purpose of this article will be based on total City service in a regular classification or classifications. Employees laid off due to the above reasons will be given written notice at least thirty days prior to the reduction in force. A copy of such notice will be given to the Association. Section 3635. Agents Formatted: No underline Formatted: No underline Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline Formatted: Heading 1, Left, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 60 of 82 The number of Agent positions shall be governed by the August 12, 1981, Arbitration Award. Section 3736. Commute Incentives and Parking in Civic Center Garage Commute Incentives-- Represented employees who qualify may voluntarily elect one of the following commute incentives: Public Transit. The City will provide monthly Commuter Checks worth the value of: $40 for employees traveling three or more zones on Caltrain; $40 for employees using the Dumbarton Express, BART, the ACE train, or a commuter highway vehicle; $35 for employees traveling less than three zones on Caltrain; $35 for employees using VTA and other buses. These vouchers may be used toward the purchase of a monthly transit pass. Carpool. The City will provide carpool vouchers worth the value of $30 per month to each eligible employee in a carpool with two or more people. These vouchers may be used at designated service stations toward the purchase of fuel and other vehicle- related expenses. Vanpool Program. The City will provide Commuter Checks worth the value up to $60 to each employee voluntarily participating in the Vanpool Program. These vouchers may be used toward payment of the monthly cost. Employees must fulfill the basic requirements of the Employee Commute Alternatives Program to qualify. Bicycle. The City will provide bicycle vouchers worth the value of $20 per month to eligible employees who ride a bicycle to work. These vouchers may be used at designated bicycle shops for related bicycle equipment and expenses. Walk. The City will provide walker vouchers worth the value of $20 per month to eligible employees who walk to work. These vouchers may be used at designated stores for expenses related to walking such as footwear and related accessories. Parking in the Civic Center Garage--Employees assigned to Civic Center and adjacent work locations will be provided with a Civic Center Garage parking permit. New employees hired after June 30, 1994 may initially receive a parking permit for another Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep with next, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline Formatted: Indent: Left: 0" Formatted: No underline Formatted: Indent: Left: 0" Formatted: Indent: First line: 0" Formatted: No underline Formatted: Indent: Left: 0" Formatted: No underline Formatted: Indent: Left: 0" Formatted: No underline Formatted: No underline Formatted: Indent: Left: 0" Formatted: Indent: Left: 0" Formatted: No underline Formatted: Indent: Left: 0" City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 61 of 82 downtown lot, subject to the availability of space at the Civic Center Garage. Section 3837. Disciplinary Action and Unsatisfactory Work or Conduct (a) Except as provided in Section 6 (Probationary Period) of this agreement, no employee shall be disciplined without just cause. For the purpose of this section, "discipline" shall be deemed to include discharge, demotion, reduction in salary, written reprimand, disciplinary probation and suspension. Discipline shall be deemed not to include verbal reprimands or reductions in force. (b) Non-probationary employees whose work or conduct is unsatisfactory but not sufficiently deficient to warrant discipline, demotion, or discharge will be given a written notification of unsatisfactory work or conduct and an opportunity to improve. Failure to correct deficiencies and improve to meet standards may result in discipline, demotion or discharge. (c) Notice of disciplinary action must be in writing and served on the employee in person or by registered mail prior to the disciplinary action becoming effective. However, in extreme situations where there is reasonable cause, the employee may be removed from duty immediately with pay pending such disciplinary action. The notice must be filed on a timely basis with the Human Resources Department and included in the employee's personnel file. The notice of disciplinary action shall include: (1) Statement of the nature of the disciplinary action; (2) Effective date of the action; (3) Statement of the cause thereof; (4) Statement in ordinary and concise language of the art or the omissions upon which the causes are based; (5) Copies of any documents or other items of evidence upon which the disciplinary action was fully or in part based; (6) Statement advising the employee of his/her right to appeal from such action, and the right to Association representation. (d) If the disciplinary action consists of suspension, any suspension time previously given shall be credited to the final disciplinary action. Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 62 of 82 (e) Subject to state law requirements, employees may request that disciplinary actions be sealed according to the following schedule: (1) Written reprimands with no recurrence after one (1) year. (2) Disciplinary probation after three (3) years from the implementation of such probation, if no other disciplinary action has occurred during that period. (3) Suspensions less than three (3) days without recurrence, after two (2) years. (4) Suspensions more than three (3) days but less than six (6) days, after three (3) years. (5) Suspensions of six (6) days or more, after five (5) years. For the purpose of these sections, the time starts from the time of action following the Skelly process (day discipline is imposed). Written requests for the sealing of disciplinary actions should be directed to the Personnel and Training Coordinator. Sealing shall include all memos, letters, correspondence, complaint forms, and any other material pertaining to the disciplinary action that has been placed in the employee's personnel file. Sealing shall not include the sealing of any material related to criminal offenses for which the employee was charged except in concurrence with the sealing or expungement of criminal charges by a court of competent jurisdiction or in the event of a complete exoneration of the employee by the judicial system. The City Human Resources Department shall be notified in all cases where sealing of disciplinary action is taken. Human Resources Department copies of the disciplinary actions will be disposed of in a manner consistent with the Police Department's action. The sealed action shall not be held to discriminate against the employee in any subsequent disciplinary action, or in the event of promotion, merit step raise, transfer, request for educational leave, modification of duties, vacation selection, application for other employment, or against any other action the employee may take for his or her personal improvement. City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 63 of 82 Once sealed, the file shall not be opened unless the employee requests such unsealing and then only for examination by the person or persons whom the employee specifies or at the discretion of the Chief of Police, who in the absence of a demonstrable emergency shall notify the employee a minimum of 48 hours before the opening of the sealed file and the reason for opening. In the event the employee cannot be notified in advance, notification must be made on the employee's first duty day after the sealed file is opened. Section 3938. Grievance Procedure (a) The City and the Association recognize that early settlement of grievances is essential to sound employee-employer relations. The parties seek to establish a mutually satisfactory method for the settlement of employee grievances, or Association grievances, as provided for below. In presenting a grievance, the aggrieved and/or his or her representative is assured freedom from restraint, interference, coercion, discrimination or reprisal. (b) Definition. A Grievance is: (1) An unresolved complaint or dispute regarding the application or interpretation of rules, regulations, policies, procedures, Memoranda of Agreement, or City ordinances or resolutions, relating to terms conditions of employment, wages or fringe benefits. (2) An appeal from a disciplinary action of any kind against an employee covered by this Memorandum of Agreement. (c) Access to the Grievance Procedure. Except as provided in Section 6, Probationary Period, all employees represented by the Association may file and process a grievance. Such aggrieved employees may be represented by the Association or may represent themselves in preparing and presenting their grievance at any level of review. The Association may file a grievance when an Association right not directly related to an individual employee becomes subject to dispute. Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 64 of 82 (d) Conduct of Grievance Procedure. (1) The time limits specified in this Article may be extended by mutual agreement in writing of the aggrieved employee or the Association and the reviewer concerned. (2) Should a decision not be rendered within a stipulated time limit, the aggrieved employee may immediately appeal to the next step. (3) The grievance may be considered settled if the decision of any step is not appealed within the specified time limit. (4) If appropriate, the aggrieved employee or the Association and Management may mutually agree to waive any step of the grievance procedure. (5) Written grievances shall be submitted on forms provided by the City or on forms which are mutually agreeable to the City and the Association. (6) Any retroactivity on monetary grievances shall be limited to the date of occurrence, except in no case will retroactivity be granted prior to three months before the grievance was filed in writing. Step I. The aggrieved employee will first attempt to resolve the grievance through informal discussions with his or her immediate supervisor by the end of the tenth working day following the discovery of or the incident upon which the grievance is based. Every attempt will be made to settle the issue at this level. (Note: For purposes of time limits, the working days are considered to be Monday through Friday, exclusive of City holidays.) Step II. If the grievance is not resolved through the informal discussion, the employee will reduce the grievance to writing and submit copies to the division head or equivalent level Management employee as designated by Management as appropriate within ten working days of the discussion with the immediate supervisor. The division head or equivalent level Management employee shall have ten working days from the receipt of a written grievance to review the matter and prepare a written statement. Step III. If the grievance is not resolved at Step II, the aggrieved employee may appeal to his or her department head in writing within ten working days of the receipt of the division head's response. Formatted: No underline Formatted: No underline Formatted: No underline Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 65 of 82 The department head shall have ten working days from the receipt of a written grievance to review the matter and convey his or her decision by written statement. Step IV. If the grievance is not resolved at Step III, the aggrieved employee may appeal to an Adjustment Board. Appeals to the Adjustment Board shall be made in writing and directed to the Human Resources Director within ten working days of receipt of the department head's response. The Human Resources Director shall convene an Adjustment Board within ten working days of receipt of the appeal. The Adjustment Board shall consist of two persons appointed by the Association and two persons appointed by Management. The Adjustment Board is empowered to call City employees as witnesses. Within the context of Step IV, the Adjustment Board will have the same powers and limitations to settle grievances as an arbitrator. A majority decision of the Adjustment Board shall be final and binding. The Adjustment Board shall render its findings and decisions (if any) to the parties within ten working days of its meeting. Step V. If the grievance is not resolved at Step IV, the aggrieved employee may choose between final and binding resolution of the grievance through appeal to the City Manager or through appeal to final and binding grievance arbitration. For the term of this Memorandum of Agreement, appeals to final and binding arbitration may be processed only with Association approval. All Step V appeals must be filed in writing at the Human Resources Department Office within ten working days of receipt of the Adjustment Board's disposition under Step IV. If the aggrieved employee elects final and binding resolution by the City Manager, the City Manager will choose the methods he or she considers appropriate to review and settle the grievance. The City Manager shall render a written decision to all parties directly involved within ten working days after receiving the employee's appeal. If the aggrieved employee elects final and binding arbitration in accordance with this provision, the parties shall mutually select an arbitrator. In the event the parties cannot agree on an arbitrator, they shall mutually request a panel of five arbitrators from the California State Conciliation Service or from the American Arbitration Association if either party objects to the State Conciliation Service, and select an arbitrator by the alternate strike method. Formatted: No underline Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 66 of 82 The arbitrator shall have jurisdiction and authority only to interpret, apply, or determine compliance with the provisions of this Memorandum of Agreement and such Merit System Rules, regulations, policies, procedures, City ordinances, resolutions relating to terms or conditions of employment, wages or fringe benefits, as may hereafter be in effect in the City insofar as may be necessary to the determination of grievances appealed to the arbitrator. The arbitrator shall be without power to make any decision: (1) Regarding matters of interest. (2) Contrary to, or inconsistent with or modifying in any way, the terms of this Memorandum of Agreement. (3) Granting any wage increases or decreases. The arbitrator shall be without authority to require the City to delegate or relinquish any powers which by State law or City Charter the City cannot delegate or relinquish. Where either party seeks arbitration and the other party claims the matter is not subject to the arbitration provisions of this Memorandum of Agreement, the issue of arbitrability shall first be decided by the arbitrator using the standards and criteria set forth in this section and without regard to the merits of the grievance. If the issue is held to be arbitrable, the arbitration proceedings will be recessed for up to five working days during which the parties shall attempt to resolve the grievance. If no resolution is reached, the arbitrator will resume the hearing and hear and resolve the issue on the merits. Copies of the arbitrator's decision shall be submitted to the City, the aggrieved employee and the Union. All direct costs emanating from the arbitration procedure shall be shared equally by the City and the aggrieved employee or the Association. Section 4039. Bulletin Boards and Telephones The Association shall have access to existing bulletin boards in Unit employee work areas and to the City e-mail and voice mail systems for the purpose of posting notices or announcements including notices of social events, recreational events, membership meetings, results of elections and reports on minutes of Association meetings. Any other material must have prior approval of the Police Chief. Action on approval will be taken within 24 hours of submission. Emails sent for Association business shall be copied to the Human Resources Director at distribution. City telephones may be used for Association business so long as there is no disruption of work and all toll or message unit calls are charged to the Association credit card. Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 67 of 82 Section 4140. Access to Association Representatives Representatives of the Association are authorized access to City work locations for the purpose of conducting business within the scope of representation, provided that no disruption of work is involved and the business transacted is other than recruiting of members or collecting of dues, and the representative must notify the Human Resources Department office prior to entering the work location. Section 4241. Meeting Places The Association shall have the right to reserve City meeting and conference rooms for use during non-working hours. Such meeting places will be made available in conformity with City's regulations and subject to the limitations of prior commitment. Section 4342. Voluntary Leave Program: (a) The City of Palo Alto has established a Peace Officer Voluntary Leave Program to provide members of the Palo Alto Peace Officers’ Association, Incorporated (hereafter referred to as “PAPOA”) the opportunity to donate their accrued vacation time to assist fellow members of PAPOA either due to: (a) an employee’s own verifiable non-industrial catastrophic illness or injury (as defined herein) or (b) in order to care for a member of the employee’s immediate family (spouse, child, parent or registered domestic partner suffering from a verifiable catastrophic illness or injury) and have exhausted or will presently exhaust all of their paid leave. In order to be eligible to receive donated leave, an employee must have a catastrophic illness or injury or an employee’s immediate family member must have a catastrophic illness or injury that requires the employee to provide full-time care for this family member. Care will be taken to emphasize the voluntary nature of the plan and to insure confidentiality of employee participants and medical conditions (where applicable). A Peace Officer Voluntary Leave Sharing Program has been established to accept donations of vacation in accordance with the Program’s guidelines. All donations shall be: 1. Voluntary 2. Irrevocable 3. Confidential, unless disclosure is required by law Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto Formatted: Heading 1 Formatted: No underline, Font color: Auto City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 68 of 82 4. In whole hour increments of at least (4) hours, with hours donated being converted to donee hours based on the donee’s salary rate (so that there will be no cost to the City due to salary differential) 5. The employee shall be required to exhaust all other types of leave to request donated leave 6. It is understood that employees seeking or receiving leave under this program will apply for long-term disability benefits for which they may be eligible 7. Where any of the period during which an employee receives donated leave is designated as family leave under the California Family Rights Act (CFRA) or Family Medical Leave Act (FMLA), the employee will be eligible for continuation of medical and other available benefits during that family leave period (for up to 12 weeks), in accordance with the requirements of those laws. If the employee receiving donated leave is not eligible for CFRA/FMLA benefit continuation, or after the employee has exhausted the available CFRA/FMLA leave period, the employee will need to pay the premiums for continued medical and other available benefits if the employee chooses to continue such coverages through the City. 8. If the donation request is based on the need for an employee to care for an immediate family member, as defined above, the family member must require full-time care by the employee. Certification of this requirement by a health care professional is required. 9. The maximum donated time a donee may receive is 12 months (if available). 10. Applications to donate leave or receive leave under this Program are made to the Human Resources Department. 11. This is a pilot program and is subject to cancellation by either party. 11. PAPOA members interested in donating leave or in applying to receive donated leave shall complete forms provided by the Human Resources Department. If an applicant for leave is found to meet the criteria set forth herein, Human Resources will determine the availability of and (as applicable) allocation of donated paid leave. Payroll will be notified in writing of the number of hours to be deducted from each donating employee’s vacation balance and transferred to the donee employee(s). (b) The City reserves the right to modify or terminate this program at any time. (c) Catastrophic Illness or Injury (also referred to as “medical emergency” in Revenue Ruling 90-29 and Sections 801(c) and 812 of the Merit Rules and Regulations): A non-occupational medical condition of an employee that will require the prolonged absence of the employee from duty and which will result in a substantial loss of income to the employee because the employee will have Formatted: Numbered + Level: 1 +Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" + Tab after: 0.75" + Indent at: 0.75", Widow/Orphancontrol City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 69 of 82 exhausted all paid leave available apart from the Voluntary Employee Leave Sharing Program. Non-disability postpartum leave as referenced in Merit Rule 801(b) shall not be considered a catastrophic illness or injury under this policy. (d) Nothing in this section precludes an Association member from utilizing or participating in the City’s Voluntary Employee Leave Sharing Program. Section 4443. Utilization of Reserves for Field Services Division Events (a) Management will determine staffing levels for each event. (b) Events for which the department receives reimbursement will be staffed by regular officers, except that in the event a sufficient number of regular officers are unavailable, reserve officers may be used. (c) Reserves may be used for the May Day Parade, Stanford University or NFL football games, park patrol, Black and White Ball, and supplemental patrol staffing in excess of levels set forth in the Field Services Staffing Levels general order. (d) Events, for which the department does not receive reimbursement, may be staffed in the ratio of two reserve officers to one regular officer. Reserves may be used in any situation where an insufficient number of regular officers are available. (e) Staffing for the University Avenue Street Fair will consist of no less than a 1:1 ratio of regular officers to reserve officers. Section 4544. Overtime Meals for Investigative Services Division Effective July 1, 1996, for ISD personnel who are working authorized investigative overtime extending for a period either four hours after the conclusion of their normal work shift, or four hours prior to the beginning of the normal work shift, shall be entitled to reimbursement for the appropriate meal at the City per diem rate. The meal reimbursement shall also apply for any authorized investigative overtime on a weekend or holiday in excess of four hours. Section 4645. Hiring Incentives Qualified lateral officers, who have a current basic or higher POST certificate, hired during the term of this agreement may upon City Manager approval: Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline Formatted: Heading 1, Left, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44" + 2.81" + 4.66" Formatted: No underline, Font color: Auto City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 70 of 82 (a) Accrue vacation leave at a beginning rate equal to the rate they were earning at their previous employer, subject to a maximum of 160 hours per year with progression to higher accrual rates as provided in Section 27, Vacation Accrual; and (b) Begin their employment with the City with a sick leave balance not to exceed 96 hours. (c) Receive a $10,000 hiring incentive to be paid according to the following conditions and schedule: $5,000 upon completion of the first year of employment; $2,500 upon completion of the second year of employment; and $2,500 upon completion of the third year of employment. (d) Laterals returning to the Palo Alto Police Department must have been separated from the City for a minimum of 2 years to be eligible for this incentive program. (e) Based on years of service, level of experience, and educational achievement, experienced lateral officers may receive a starting salary at any appropriate level within the “Police Officer” classification as deemed appropriate by the City Manager on recommendation of the Chief of Police. Section 4746. . Full Understanding (a) The Memorandum of Agreement contains the full and entire understanding of the parties regarding the matters set forth herein. (b) It is the intent of the parties that ordinances, resolutions, rules and regulations enacted pursuant to this Memorandum of Agreement be administered and observed in good faith. (c) Nothing in this agreement shall preclude the parties from mutually agreeing to meet and confer on any subject within the scope of representation during the term of this agreement. (d) Should any of the provisions herein contained be rendered or declared invalid by reason of any existing State or Federal legislation or by reason of State Supreme Court or U. S. Supreme Court ruling, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable. (e) Prior Agreements & Side Letters: Upon Implementation of this agreement, all prior Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 71 of 82 agreements and side letters become null and void. In any instance where internal department polices and/or practices are in conflict with this agreement, this agreement shall take precedence. (f) During the term of this Memorandum of Agreement, Management may propose certain changes in the City Merit System Rules and regulations. With regard to such changes which pertain to the representation unit, the parties agree to review, and upon request, meet and confer regarding the changes. Section 4847. Printed Agreement The City will provide copies of the Memorandum of Agreement resulting from these negotiations in booklet form to all represented employees. Section 4948. Duration Except as expressly and specifically provided otherwise herein for the retroactive application of a specific provision(s), this Memorandum of Agreement shall become effective upon ratification by both parties hereto and remain in effect through June 30, 20142018. 2018. EXECUTED: FOR: FOR: PALO ALTO PEACE OFFICERS' CITY OF PALO ALTO ASSOCIATION Jeremy Schmidt James Keene, City Manager Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Notat -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: No underline, Font color: Auto Formatted: Heading 1, Left, Don't keep withnext, Don't keep lines together, Tab stops: Not at -0.75" + -0.47" + 0.43" + 0.75" + 1.44"+ 2.81" + 4.66" Formatted: No underline, Font color: Auto Formatted: Font: Not Bold, No underline Formatted: Tab stops: -0.75", Left + 0.75",Left + 1.44", Left + 2.81", Left + Not at -1" + -0.03" + 0.96" + 2.99" + 3.52" Formatted: Tab stops: -0.75", Left + 0.75", Left + 1.44", Left + 2.81", Left + Not at -1" + -0.03" + 0.96" + 2.99" + 3.52" Formatted Table City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 72 of 82 Anthony Becker Rumi Portillo, HR Director Wayne Benitez Dania Torres Wong, Chief Negotiator Renne Sloan Holtzman & Sakai Peter Hoffmann, Rains Lucia Stern, PC Natalie Korthamar, Mgr. Labor Relations Frank Lee, Sr. HR Administrator ____________ ____________ _________ Jeremy Schmidt ____________________ _______________ James Keene, City Manager Anthony Becker Peter Hoffmann, Rains Lucia ____________________ _______________ Natalie Korthamar Frank Lee Formatted: Font color: Auto Formatted Table Formatted Table City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 73 of 82 Dania Wong, Renne Sloan Holtzman & Sakai City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 74 of 82 CITY OF PALO ALTO 2012 - PAPOA COMPENSATION PLAN Effective - 1.33% Pay Decrease Class No Titile Step 1 Step 2 Step 3 Step 4 Step 5 611 Police Agent 41.16 43.32 45.60 48.00 50.53 612 Police Agent/Inter 43.28 45.56 47.95 50.48 53.13 613 Police Agent/Adv 44.20 46.53 48.98 51.56 54.27 614 Police Agent-Bilingual 43.21 45.49 47.88 50.40 53.05 615 Police Agent/Inter-Biling 45.45 47.84 50.36 53.01 55.80 616 Police Agent/Adv-Bilingua 46.43 48.87 51.44 54.15 57.00 617 Police Trainee-Bilingual 39.92 39.92 39.92 39.92 39.92 618 Police Officer-Bilingual 40.04 42.15 44.36 46.70 49.16 619 Police Officer-Inter-Bili 42.05 44.26 46.59 49.04 51.62 620 Police Trainee 38.04 38.04 38.04 38.04 38.04 621 Police Officer 38.14 40.15 42.26 44.49 46.83 622 Police Officer-Inter 40.04 42.15 44.36 46.70 49.16 623 Police Officer-Adv 40.92 43.08 45.34 47.73 50.24 624 Police Officer-Adv-Biling 42.97 45.23 47.61 50.12 52.76 625 Police Off Training-Bilin 40.04 42.15 44.36 46.70 49.16 626 Police Sergeant-Bilingual 48.49 51.04 53.72 56.55 59.53 627 Police Off Training 38.14 40.15 42.26 44.49 46.83 628 Police Sgt/Inter-Bilingua 51.02 53.70 56.53 59.50 62.64 629 Police Sgt/Adv-Bilingual 52.17 54.92 57.81 60.85 64.06 631 Police Sergeant 46.17 48.60 51.16 53.85 56.69 632 Police Sgt/Inter 48.61 51.16 53.86 56.69 59.68 633 Police Sgt/Adv 49.70 52.31 55.07 57.97 61.02 City of Palo Alto and PAPOA July 1, 2014 – June 30, 2018 Page 75 of 82 Appendix A The City and the Union acknowledge that they have adopted all agreed upon provisions of a successor MOA, except that they remain at impasse over successor language to Section 20 [Retirement Medical Plan]. The parties agreed to adopt all agreed-upon provisions of a successor MOA immediately, subject to further impasse resolution procedures over successor language for Section 20. Unless and until new language is adopted or implemented, the existing contract language in Section 20 shall remain the status quo. Notwithstanding Section 47 [Full Understanding], Section 20 shall be superseded during the term of this MOA as follows: • If the parties resolve the impasse over Section 20 through mutual agreement, the parties agree to amend Section 20 promptly, during the term of the agreement, to incorporate their agreement. • If the parties do not reach agreement regarding Section 20, the parties acknowledge that after legally-required impasse procedures are exhausted, the City shall have the right under Govt Code section 3505.7 to implement its last, best, and final offer promptly, during the term of the agreement. Any disputes arising from actions taken pursuant to this Appendix A shall not be subject to the grievance procedure set forth in this MOA, but to the extent provided by law, may be submitted for resolution to such other legal forum(s) as is provided by law for the enforcement of an agreement between the parties, subject to the requirements of that forum(s). CITY OF PALO ALTO Memorandum of Agreement City of Palo Alto and Service Employees International Uniton (SEIU) Local 521 December 1, 2015 – December 31, 2018 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 1 of 108 TABLE OF CONTENTS PREAMBLE ......................................................................................................................... 12 ARTICLE I – RECOGNITION ................................................................................................ 13 Section 1 - Recognition. ................................................................................................ 13 Section 2 - Protection of Unit. ...................................................................................... 13 Section 1 – Discrimination. ........................................................................................... 13 Section 2 - Right to Join the Union. .............................................................................. 14 ARTICLE III - UNION SECURITY .......................................................................................... 14 Section 1 - Notice. ......................................................................................................... 14 Section 2 - Agency Shop. ............................................................................................... 15 Section 3 - Documentation. .......................................................................................... 16 Section 4 - Payroll Deduction. ....................................................................................... 17 Section 5 - Bulletin Boards and Departmental Mail. .................................................... 17 Section 6 - Access to Union Representatives. ............................................................... 17 Section 7 - Meeting Places. ........................................................................................... 17 Section 8 - Notification to the Union. ........................................................................... 17 General. ..................................................................................................................... 18 Change in City’s Financial Situation. ......................................................................... 18 Vacancies and Temporary Personnel........................................................................ 18 Section 9 - Union Logo. ................................................................................................. 18 Section 10 - Public Notice ............................................................................................. 18 Section 11 - Use of Agency Reports. ............................................................................. 18 Section 12 - Job Postings. .............................................................................................. 18 Section 13 - Contracting Out. ........................................................................................ 18 ARTICLE IV - STEWARDS .................................................................................................... 20 Section 1 - Union Officers. ............................................................................................ 20 Section 2 - Number of Stewards. .................................................................................. 20 Section 3 - Release Time. .............................................................................................. 20 Section 4 - Advance Notification Before Leaving Work Location. ................................ 20 Section 5 – Release Time .............................................................................................. 21 Section 6 - Designated Union Space. ............................................................................ 21 Section 7 - Union Officers and Release Time. ............................................................... 21 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 2 of 108 ARTICLE V - REDUCTION IN FORCE ................................................................................... 21 Section 1 - Attrition. ...................................................................................................... 21 Section 2 - Advance Notice. .......................................................................................... 21 Section 3 - Order of Layoff. ........................................................................................... 21 Section 4 - Seniority/Bumping Rights. .......................................................................... 22 Section 5 - Re-Employment List. ................................................................................... 22 Section 6 -Sick Leave Balances. ..................................................................................... 22 Section 7 - Hourly Employees Performing Duties. ........................................................ 23 ARTICLE VI - PERSONNEL ACTIONS ................................................................................... 23 Section 1 - Probation. ................................................................................................... 23 Section 2 - Personnel Evaluations. ................................................................................ 23 Section 3 - Personnel Files. ........................................................................................... 24 Section 4 - Release of Information. .............................................................................. 24 Section 5 - Promotional Opportunities. ........................................................................ 24 Posting....................................................................................................................... 24 Internal Candidate Eligibility. .................................................................................... 24 Selection .................................................................................................................... 24 Recommended Candidates. ...................................................................................... 26 Seniority. ................................................................................................................... 26 Appointment. ............................................................................................................ 27 Violations. ................................................................................................................. 27 Section 6 - Rights. .......................................................................................................... 27 Section 7 - Apprentice Positions. .................................................................................. 27 Section 8 - Rotation. ...................................................................................................... 27 ARTICLE VII - PAY RATES AND PRACTICES ......................................................................... 27 Section 1 - Salary. .......................................................................................................... 27 Section 3 - Working Out of Classification. .................................................................... 28 Section 4 - Classification Changes. ................................................................................ 28 Section 5 - Reclassification Requests. ........................................................................... 29 Section 6 - Assignment to a Lead Position. ................................................................... 30 Section 7 - Total Compensation and Survey Database. ................................................ 31 Section 8 - Direct Deposit ............................................................................................. 31 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 3 of 108 ARTICLE VIII - HOURS OF WORK, OVERTIME, PREMIUM PAY ........................................... 32 Section 1 - Work Week and Work Day.......................................................................... 32 Section 2 - Overtime Work. .......................................................................................... 32 Section 3 - Work Shifts. ................................................................................................. 33 Section 4 - City-Paid Meals. .......................................................................................... 34 Section 5 - Break Periods. ............................................................................................. 36 Section 6 - Clean-Up Time. ............................................................................................ 36 Section 7 - Standby Pay, Call-Out Pay. .......................................................................... 36 Standby Compensation. ............................................................................................ 36 Minimum Call-Out Pay. ............................................................................................. 36 Section 9 - Bilingual Premium. ...................................................................................... 37 Section 10 - Communications Training Officer (CTO) Compensation........................... 37 ARTICLE IX - UNIFORMS AND TOOL ALLOWANCES........................................................... 37 Section 1 - Uniforms. .................................................................................................... 37 Section 2 - Tool Allowance. ........................................................................................... 41 Section 3 - Shoe Allowance. .......................................................................................... 41 Section 4 – Certifications. ............................................................................................. 41 Section 5 - Weather Protection. ................................................................................... 46 ARTICLE X - HOLIDAYS ....................................................................................................... 46 Section 1 - Fixed Holidays. ............................................................................................ 46 Section 2 - Pay for Fixed Holidays. ................................................................................ 47 Section 3 - Work on Fixed Holidays. ............................................................................. 47 Section 4 - Variations in Work Week. ........................................................................... 47 Section 5 - Floating Days Off ......................................................................................... 48 ARTICLE XI - VACATIONS ................................................................................................... 48 Section 1 - Vacation Accruals. ....................................................................................... 48 Section 2 - Holiday Falling During Vacation. ................................................................. 49 Section 3 - Illness During Vacation. ............................................................................... 49 Section 4 - Accrued Vacation Pay for Deceased Employees. ........................................ 49 Section 5 - Effect of Extended Military Leave. .............................................................. 49 Section 6 - Vacation at Termination. ............................................................................ 49 Section 7 - Vacation Cash Out. ...................................................................................... 49 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 4 of 108 ARTICLE XII - LEAVE PROVISIONS ...................................................................................... 50 Section 1 - Sick Leave. ................................................................................................... 50 Section 2 - Bereavement Leave. ................................................................................... 52 Section 3 - Military Leave. ............................................................................................. 52 Section 4 - Leave Without Pay. ..................................................................................... 52 Section 5 - Jury Duty and Subpoenas ............................................................................ 53 Section 6 - Time Off to Vote. ......................................................................................... 53 Section 7 - Disapproval of Leave of Absence. ............................................................... 53 Section 8 - Personal Business Leave Chargeable to Sick Leave. ................................... 53 Section 9 - Return to Assignment. ................................................................................ 54 ARTICLE XIII - WORKERS' COMPENSATION INSURANCE ................................................... 54 Section 1 - Industrial Temporary Disability. .................................................................. 54 Section 2 - Vocational Rehabilitation Benefits for Permanently Disabled Employees. 55 ARTICLE XIV - BENEFIT PROGRAMS................................................................................... 55 Section 1 - Health Plan. ................................................................................................. 55 Active Employees ...................................................................................................... 55 Health Plan Coverage for Future Retirees Hired Before January 1, 2005. ............... 56 PERS – Health Benefit Vesting For Future Retirees Effective January 1, 2005 or any existing employee who opts into this vesting schedule. .......................................... 56 Coverage for Domestic Partners. .............................................................................. 57 Alternative Medical Benefit Program. ...................................................................... 57 Section 2 - Dental Plan. ................................................................................................. 58 Section 3 - Vision Care. ................................................................................................. 58 Section 4 - Life Insurance. ............................................................................................. 59 Section 5 – Long Term Disability Insurance. ................................................................. 59 Section 6 - Effective Date of Coverage for New Employees. ........................................ 59 Section 7 - Dual Coverage. ............................................................................................ 59 Section 8 - Deferred Compensation.............................................................................. 60 Section 10 - Training Programs. .................................................................................... 60 ARTICLE XV - RETIREMENT ................................................................................................ 61 Section 1 - PERS Continuation. ..................................................................................... 61 Pension Group A: 2.7% @ 55. ................................................................................... 61 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 5 of 108 Pension Group B: 2.0% @ 60 – (Single Highest Year). .............................................. 61 Pension Group C: 2.0% @ 60 – (3 Highest Years). .................................................... 61 Pension Group D: 2% @ 62. ...................................................................................... 61 Section 2 - Employee Share. ......................................................................................... 62 Section 3. Employer Share. ........................................................................................... 62 Section 4 - Utility Rates Discount. ................................................................................. 63 ARTICLE XVI - COMMUTE INCENTIVES AND PARKING ...................................................... 63 Section 1 - Commute Incentive. .................................................................................... 63 Civic Center Parking .................................................................................................. 63 Carpool. ..................................................................................................................... 64 Bicycle. ...................................................................................................................... 64 Walk... ....................................................................................................................... 64 Transit or vanpool users: .......................................................................................... 64 Go Pass. ..................................................................................................................... 64 Section 2 – Parking Lot Security – Municipal Service Center. ...................................... 65 Section 3 – Bicycle Lockers and Motorcycle Parking. ................................................... 65 ARTICLE XVII - PHYSICAL EXAMINATIONS ......................................................................... 65 ARTICLE XVIII – SAFETY ..................................................................................................... 65 Section 1 - Health and Safety Provisions ...................................................................... 66 Section 2 - Union Cooperation. ..................................................................................... 66 Section 3 - Safety Committees and Disputes. ............................................................... 66 ARTICLE XIX - GRIEVANCE and APPEAL PROCEDURE ........................................................ 67 Section 1 - General Provisions. ..................................................................................... 67 Section 2 – Definitions. ................................................................................................. 68 Section 3 - Conduct of Grievance Procedure or Appeal of Disciplinary Action Procedure. ..................................................................................................................... 68 Section 4 - Grievance and Appeal Procedure. .............................................................. 70 Step I. ........................................................................................................................ 70 Step II. ....................................................................................................................... 70 Step III. ...................................................................................................................... 70 Step IV. ...................................................................................................................... 71 ARTICLE XX - UNSATISFACTORY WORK OR CONDUCT AND DISCIPLINARY ACTION ......... 72 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 6 of 108 Section 1 - Preliminary Notice of Discipline. ................................................................. 72 Section 2 - Skelly Meeting. ............................................................................................ 73 Section 3 – Appeals. ...................................................................................................... 73 ARTICLE XXI - NO ABROGATION OF RIGHTS ..................................................................... 74 ARTICLE XXII - OUTSIDE EMPLOYMENT ............................................................................ 74 ARTICLE XXIII – WORK STOPPAGE AND LOCKOUTS .......................................................... 74 ARTICLE XXIV - PROVISIONS OF THE LAW ......................................................................... 74 Section 1 - Conformity and Separability of Provisions. ................................................ 74 Section 2 - Merit Rules and Regulations. ...................................................................... 75 Section 3 - Resolution. .................................................................................................. 75 ARTICLE XXV - TUITION REIMBURSEMENT ....................................................................... 75 ARTICLE XXVI - COST REDUCTION PROGRAMS ................................................................. 76 ARTICLE XXVII – TERM ....................................................................................................... 77 APPENDIX A ....................................................................................................................... 80 APPENDIX B. APPRENTICESHIPS ........................................................................................ 84 APPENDIX C. DEPT/DIVISION CLASSIFICATION WORKDAY OR WORKWEEK VARIATION . 88 APPENDIX D. IN-LIEU PREMIUMS ................................................................................... 102 APPENDIX E. COMMUNICATIONS DIVISION PROMOTIONS ........................................... 104 APPENDIX F. RECOVERY OF CITY TRAINING COSTS ........................................................ 105 APPENDIX G. RECOVERY OF TRAINING INVESTMENT AGREEMENT .............................. 106 PREAMBLE – ........................................................................................................................ 7 ARTICLE I – RECOGNITION .................................................................................................. 7 Section 1 - Recognition. .................................................................................................. 7 Section 2 - Protection of Unit. ........................................................................................ 7 ARTICLE II - NO DISCRIMINATION ....................................................................................... 7 Section 1 – Discrimination .............................................................................................. 7 Section 2 - Right to Join the Union. ................................................................................ 8 ARTICLE III - UNION SECURITY ............................................................................................ 8 Section 1 - Notice. ........................................................................................................... 8 Section 2 - Agency Shop. ................................................................................................. 8 Section 3 - Documentation. .......................................................................................... 10 Section 4 - Payroll Deduction. ....................................................................................... 10 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 7 of 108 Section 5 - Bulletin Boards and Departmental Mail. .................................................... 10 Section 6 - Access to Union Representatives. ............................................................... 11 Section 7 - Meeting Places. ........................................................................................... 11 Section 8 - Notification to the Union. ........................................................................... 11 General. ..................................................................................................................... 11 Change in City’s Financial Situation. ......................................................................... 11 Vacancies and Temporary Personnel........................................................................ 11 Section 9 - Union Logo. ................................................................................................. 12 Section 10 - Public Notice ............................................................................................. 12 Section 11 - Use of Agency Reports. ............................................................................. 12 Section 12 - Job Postings. .............................................................................................. 12 Section 13 - Contracting Out. ........................................................................................ 12 ARTICLE IV - STEWARDS .................................................................................................... 13 Section 1 - Union Officers. ............................................................................................ 13 Section 2 - Number of Stewards. .................................................................................. 13 Section 3 - Release Time. .............................................................................................. 13 Section 4 - Advance Notification Before Leaving Work Location. ................................ 13 Section 5 – Release Time .............................................................................................. 14 Section 6 - Designated Union Space. ............................................................................ 14 Section 7- Union Officers and Release Time. ................................................................ 14 ARTICLE V - REDUCTION IN FORCE ................................................................................... 14 Section 1- Attrition. ....................................................................................................... 14 Section 2 - Advance Notice. .......................................................................................... 14 Section 3 - Order of Layoff. ........................................................................................... 14 Section 4 - Seniority/Bumping Rights. .......................................................................... 15 Section 5 - Re-Employment List. ................................................................................... 15 Section 6 -Sick Leave Balances. ..................................................................................... 15 Section 7 - Hourly Employees Performing Duties. ........................................................ 16 ARTICLE VI - PERSONNEL ACTIONS ................................................................................... 16 Section 1 - Probation. ................................................................................................... 16 Section 2 - Personnel Evaluations. ................................................................................ 16 Section 3 - Personnel Files. ........................................................................................... 17 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 8 of 108 Section 4 - Release of Information. .............................................................................. 17 Section 5 - Promotional Opportunities. ........................................................................ 17 Posting....................................................................................................................... 17 Internal Candidate Eligibility. .................................................................................... 17 Selection. ................................................................................................................... 17 Recommended Candidates. ...................................................................................... 18 Seniority. ................................................................................................................... 18 Appointment. ............................................................................................................ 18 Violations. ................................................................................................................. 19 Section 6 - Rights. .......................................................................................................... 19 Section 7 - Apprentice Positions. .................................................................................. 19 Section 8 - Rotation. ...................................................................................................... 19 ARTICLE VII - PAY RATES AND PRACTICES ......................................................................... 19 Section 1 - Salary. .......................................................................................................... 19 Section 2 - Step Increases. ............................................................................................ 19 Section 3 - Working Out of Classification. .................................................................... 20 Section 4 - Classification Changes. ................................................................................ 20 Section 5 - Reclassification Requests. ........................................................................... 21 Section 6 - Assignment to a Lead Position. ................................................................... 22 Section 7 - Total Compensation and Survey Database. ................................................ 22 Section 8 - Direct Deposit ............................................................................................. 23 ARTICLE VIII - HOURS OF WORK, OVERTIME, PREMIUM PAY ........................................... 23 Section 1 - Work Week and Work Day.......................................................................... 23 Section 2 - Overtime Work. .......................................................................................... 23 Section 3 - Work Shifts. ................................................................................................. 25 Section 4 - City-Paid Meals. .......................................................................................... 25 Section 5 - Break Periods. ............................................................................................. 27 Section 6 - Clean-Up Time. ............................................................................................ 27 Section 7 - Standby Pay, Call-Out Pay. .......................................................................... 27 Standby Compensation. ............................................................................................ 27 Minimum Call-Out Pay. ............................................................................................. 27 Section 9 - Bilingual Premium. ...................................................................................... 28 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 9 of 108 Section 10 - Communications Training Officer (CTO) Compensation........................... 28 ARTICLE IX - UNIFORMS AND TOOL ALLOWANCES........................................................... 28 Section 1 - Uniforms. .................................................................................................... 28 Section 2 - Tool Allowance. ........................................................................................... 31 Section 3 - Shoe Allowance. .......................................................................................... 32 Section 4 - Weather Protection. ................................................................................... 36 ARTICLE X - HOLIDAYS ....................................................................................................... 36 Section 1 - Fixed Holidays. ............................................................................................ 36 Section 2 - Pay for Fixed Holidays. ................................................................................ 37 Section 3 - Work on Fixed Holidays. ............................................................................. 37 Section 4 - Variations in Work Week. ........................................................................... 38 Section 5 - Floating Days Off ......................................................................................... 38 ARTICLE XI - VACATIONS ................................................................................................... 38 Section 1 - Vacation Accruals. ....................................................................................... 38 Section 2 - Holiday Falling During Vacation. ................................................................. 39 Section 3 - Illness During Vacation. ............................................................................... 39 Section 4 - Accrued Vacation Pay for Deceased Employees. ........................................ 39 Section 5 - Effect of Extended Military Leave. .............................................................. 39 Section 6 - Vacation at Termination. ............................................................................ 39 Section 7 - Vacation Cash Out. ...................................................................................... 39 ARTICLE XII - LEAVE PROVISIONS ...................................................................................... 40 Section 1 - Sick Leave. ................................................................................................... 40 Section 2 - Bereavement Leave. ................................................................................... 42 Section 3 - Military Leave. ............................................................................................. 42 Section 4 - Leave Without Pay. ..................................................................................... 42 Section 5 - Jury Duty and Subpoenas ............................................................................ 43 Section 6 - Time Off to Vote. ......................................................................................... 43 Section 7 - Disapproval of Leave of Absence. ............................................................... 43 Section 8 - Personal Business Leave Chargeable to Sick Leave. ................................... 43 Section 9 - Return to Assignment. ................................................................................ 44 ARTICLE XIII - WORKERS' COMPENSATION INSURANCE ................................................... 44 Section 1 - Industrial Temporary Disability. .................................................................. 44 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 10 of 108 Section 2 - Vocational Rehabilitation Benefits for Permanently Disabled Employees. 44 ARTICLE XIV - BENEFIT PROGRAMS................................................................................... 45 Section 1 - Health Plan .................................................................................................. 45 Active Employees ...................................................................................................... 45 Health Plan Coverage for Future Retirees Hired Before January 1, 2005. ............... 45 PERS – Health Benefit Vesting For Future Retirees Effective January 1, 2005 or any existing employee who opts into this vesting schedule. .......................................... 46 Coverage for Domestic Partners. .............................................................................. 46 Alternative Medical Benefit Program. ...................................................................... 47 Section 2 - Dental Plan. ................................................................................................. 47 Section 3 - Vision Care. ................................................................................................. 48 Section 4 - Life Insurance. ............................................................................................. 48 Section 5- Long Term Disability Insurance. ................................................................... 48 Section 6 - Effective Date of Coverage for New Employees. ........................................ 49 Section 7 - Dual Coverage. ............................................................................................ 49 Section 8 - Deferred Compensation.............................................................................. 49 Section 9 – Dependent Care Assistance Program and Medical Flexible Spending Accounts ........................................................................................................................ 49 Section 10 - Training Programs. .................................................................................... 49 ARTICLE XV - RETIREMENT ................................................................................................ 50 Section 1 - PERS Continuation. ..................................................................................... 50 Pension Group A: 2.7% @ 55. ................................................................................... 50 Pension Group B: 2.0% @ 60 – (Single Highest Year). .............................................. 50 Pension Group C: 2.0% @ 60 – (3 Highest Years). .................................................... 50 Pension Group D: ...................................................................................................... 50 Section 2 - Employee Share. ......................................................................................... 51 Section 3. Employer Share ............................................................................................ 51 Section 4 - Utility Rates Discount. ................................................................................. 51 ARTICLE XVI - COMMUTE INCENTIVES AND PARKING ...................................................... 52 Section 1 - Commute Incentive. .................................................................................... 52 Civic Center Parking .................................................................................................. 52 Carpool. ..................................................................................................................... 52 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 11 of 108 Bicycle. ...................................................................................................................... 52 Walk... ....................................................................................................................... 52 Transit or vanpool users: .......................................................................................... 52 Go Pass. ..................................................................................................................... 52 Section 2 – Parking Lot Security – Municipal Service Center. ...................................... 53 Section 3 – Bicycle Lockers and Motorcycle Parking. ................................................... 53 ARTICLE XVII - PHYSICAL EXAMINATIONS ......................................................................... 53 ARTICLE XVIII – SAFETY ..................................................................................................... 53 Section 1 - Health and Safety Provisions ...................................................................... 53 Section 2 - Union Cooperation. ..................................................................................... 53 Section 3 - Safety Committees and Disputes. ............................................................... 53 ARTICLE XIX - GRIEVANCE and APPEAL PROCEDURE ........................................................ 54 Section 1 - General Provisions. ..................................................................................... 54 Section 2 – Definitions. ................................................................................................. 55 Section 3 - Conduct of Grievance Procedure or Appeal of Disciplinary Action Procedure. ..................................................................................................................... 55 Section 4 - Grievance and Appeal Procedure. .............................................................. 57 Step I. ........................................................................................................................ 57 Step II. ....................................................................................................................... 57 Step III. ...................................................................................................................... 57 Step IV. ...................................................................................................................... 58 ARTICLE XX - UNSATISFACTORY WORK OR CONDUCT ...................................................... 59 AND DISCIPLINARY ACTION .............................................................................................. 59 Section 1 - Preliminary Notice of Discipline. ................................................................. 59 Section 2 - Skelly Meeting. ............................................................................................ 60 Section 3 – Appeals. ...................................................................................................... 60 ARTICLE XXI - NO ABROGATION OF RIGHTS ..................................................................... 60 ARTICLE XXII - OUTSIDE EMPLOYMENT ............................................................................ 60 ARTICLE XXIII – WORK STOPPAGE AND LOCKOUTS .......................................................... 60 ARTICLE XXIV PROVISIONS OF THE LAW .......................................................................... 61 Section 1 - Conformity and Separability of Provisions. ................................................ 61 Section 2 - Merit Rules and Regulations. ...................................................................... 61 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 12 of 108 Section 3 - Resolution. .................................................................................................. 61 Article XXV - Tuition Reimbursement ............................................................................... 61 ARTICLE XXVI - COST REDUCTION PROGRAMS ................................................................. 62 ARTICLE XXVII – TERM ....................................................................................................... 62 APPENDIX A ....................................................................................................................... 65 APPENDIX B. APPRENTICESHIPS ........................................................................................ 66 APPENDIX D - DEPT/DIVISION CLASSIFICATION WORKDAY OR WORK ............................ 69 WEEK VARIATION .............................................................................................................. 69 APPENDIX E. IN-LIEU PREMIUMS ...................................................................................... 74 APPENDIX F. COMMUNICATIONS DIVISION PROMOTIONS ............................................. 75 APPENDIX G. RECOVERY OF CITY TRAINING COSTS .......................................................... 76 APPENDIX H. RECOVERY OF TRAINING INVESTMENT AGREEMENT ................................ 77 2015-2018 MEMORANDUM OF AGREEMENT City of Palo Alto and SEIU Local 521, SEIU, CTW PREAMBLE – This Memorandum of Agreement (hereinafter “MOA” is entered into by the City of Palo Alto (hereinafter referred to as the “City”) and Local 521 Service Employees’ International Union, CTW (hereinafter referred to as the “Union”). For the purposes of this MOA “employee” shall mean an employee assigned to a classification within the City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 13 of 108 SEIU General Employee bargaining unit. This MOA is pursuant and subject to Sections 3500-3510 of the Government Code of the State of California and Chapter 12 of the City of Palo Alto Merit Rules and Regulations. ARTICLE I – RECOGNITION Section 1 - Recognition. Pursuant to Sections 3500 - 3510 of the Government Code of the State of California and Chapter 12 of the City of Palo Alto Merit System Rules and Regulations, the City recognizes the Union as the exclusive representative of a representation unit consisting of all regular full and part-time employees in the classifications listed in Appendix A attached hereto. This unit, shall for purposes of identification, be titled the SEIU General Employees bargaining unit (hereinafter “General Unit”). Section 2 - Protection of Unit. No supervisor will perform the work of an employee in the General Unit provided that there is an employee available who regularly performs such work. This does not preclude a supervisor from performing work of a minor nature or during bona fide emergencies or on a standby status when willing and qualified unit employees do not live within a reasonable response time of their work location. Supervisory personnel shall be called out to perform unscheduled work only when SEIU General unit employees are unavailable to perform such work or in cases of bona fide emergencies as defined in Article VIII, Section 2. In cases of bona fide emergencies, SEIU General Unit employees shall be called out to complete the necessary work after the immediate emergency situation has been reasonably contained. ARTICLE II - NO DISCRIMINATION ARTICLE II - NO DISCRIMINATION Section 1 – Discrimination. The City of Palo Alto is committed to providing a work environment free from all forms of harassment and discrimination and agrees not to harass or discriminate against employees or applicants based on such characteristics such as race, ethnicity, color, religion, political affiliation, veteran status, military status, national origin, ancestry, disability, medical condition, marital status, age, pregnancy, sex, sexual orientation, gender identity and gender expression, or the perception that any person has such characteristic, and any other characteristic protected by federal or state law or City Ordinance. The City of Palo Alto will not harass or discriminate against City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 14 of 108 employees from exercising their rights to organize in accordance with the Meyers-Milias Brown Act. Complaints of harassment and discrimination should be reported immediately to the Department of Human Resources and will be investigated in accordance with the City’s Policy and Procedures. Section 1 – Discrimination. Section 1 – Discrimination. The City and Union agree that no person employed by or applying for employment hereto shall be discriminated against because of race, religion, creed, political affiliation, color, national origin, ancestry, union activity, age, disability sexual orientation, or gender. The City of Palo Alto is committed to providing a work environment free from all forms of harassment and discrimination and agrees not to harass or discriminate against employees or applicants based on such characteristics such as race, ethnicity, color, religion, political affiliation, veteran status, military status, national origin, ancestry, disability, medical condition, marital status, age, pregnancy, sex, sexual orientation, gender identity and gender expression, or the perception that any person has such characteristic, and any other characteristic protected by federal or state law or City Ordinance. The City of Palo Alto will not harass or discriminate against employees from exercising their rights to organize in accordance with the Meyers-Milias Brown Act. Complaints of harassment and discrimination should be reported immediately to the Department of Human Resources and will be investigated in accordance with the City’s Policy and Procedures. Section 2 - Right to Join the Union. The City and the Union agree to protect the rights of all employees to exercise their free choice to join the Union and to abide by the express provisions of applicable State and local laws. ARTICLE III - UNION SECURITY Section 1 - Notice. When a person is hired in any of the covered job classifications, the City shall notify that person that the Union is the recognized bargaining representative for the employee and give the employee a current copy of the Memorandum of City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 15 of 108 Agreement. When a group employee orientation is held for new employees of the bargaining unit, a union representative may make a presentation to such bargaining unit employees for the purpose of explaining matters of representation. The presentation shall not exceed 15 minutes. Section 2 - Agency Shop. a) Every employee in the bargaining unit covered by this Memorandum of Agreement shall: 1) remain a member in good standing of the Union; or 2) pay to the Union a monthly service fee, to be set by the union in accordance with applicable law, in an amount not to exceed the standard initiation fee, periodic dues, and general assessments of the organization; or, 3) in the case of an employee who certifies that he/she is a member of a recognized religion, body or sect which has historically held conscientious objection to joining or financially supporting public employee organizations, pay a charity fee, equal to the service fee, to a non-religious, non-labor charitable fund exempt from taxation under Section 501 (c)(3) of the Internal Revenue Code, chosen from one of the following three charitable organizations agreed to by the City and the Union (or any successor organization(s) agreed to by the City and the Union): United Way of California Community Health Charities Environmental Federation of California Union members may declare their intention to terminate Union membership by registered letter, return receipt requested, to the Director of Human Resources and the Union only during the 30-day period between 60 and 90 days before expiration of the MOA. b) Employees who are newly hired into or who join the bargaining unit shall elect one of the above payment deduction options by completing and submitting the Employee Election form within thirty (30) calendar days of being hired into a classification covered by this MOA. c) To qualify for deduction of the Charity Fee, the employee must certify to the Union and City that he/she is a member of a bona fide religious body or sect that has historically held conscientious objection to joining or financially supporting public City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 16 of 108 employee organizations. The employee is required to submit to the City and the Union a notarized letter signed by an official of the bona fide religion, body, or sect certifying that person’s membership. Upon request, the City shall provide to the Union a report of payments made by employees that qualify for the Charity Fee option in this subsection. d) The deductions in this Section shall not apply during any period where an employee is in an unpaid status. e) Involuntary Service Fee Deduction Process: The City shall deduct a service fee from the salary of each bargaining unit member who has not authorized a dues deduction, service fee deduction or charity fee in writing within the time stated in this Section, above. The Union certifies that it has consulted with knowledgeable legal counsel and has thereby determined that this involuntary service fee deduction process satisfies all constitutional and statutory requirements. f) Agency shop may be rescinded only in accordance with the provision of state law. g) Indemnification, Defense and Hold Harmless: Union agrees to indemnify and hold harmless the City and all officials, employees, and agents acting on its behalf, from any and all claims, actions, damages, costs, or expenses including all attorney’s fees and costs of defense in actions against the City, its officials, employees or agents as a result of actions taken or not taken by the City pursuant to the Agency Shop Arrangement. h) Sign-up forms for deduction of union dues, service fees and charity fees shall be provided by the Union and approved by the City. h) Section 3 - Documentation. The City shall supply the Union with: a) a monthly electronic file of the names, member/fee payer designation, addresses, classifications, monthly base pay, pay period number, Committee on Political Education (COPE) listed separately and last four digits of the Social Security number of all bargaining unit employees except those who file written notice with the Human Resources Department objecting to release of addresses, in which case information will be transmitted without address; and b) a list of bargaining unit new hires, terminations and retirements which occurred during the previous month. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 17 of 108 The Union shall supply the City, and as applicable, the employees, with documentation required by Government Code Section 3502.5 (f). Section 4 - Payroll Deduction. The City shall deduct Union membership dues, service fees, charity fees, and any other mutually agreed upon payroll deduction, which may include voluntary COPE check-off, from the bi-weekly pay of bargaining unit employees. The dues/fees deduction must be authorized in writing by the employee on an authorization form acceptable to the City and the Union, except as provided in Section 2(e), above. The dues deduction form shall include a check box for those employees who wish the Union to receive notification in the event of unsatisfactory work, conduct, or disciplinary action taken pursuant to Article XX. City shall remit the deducted dues or fees to the Union as soon as possible after deduction. Section 5 - Bulletin Boards and Departmental Mail. The Union shall have access to inter- office mail, existing bulletin boards in unit employee work areas, and existing Union- paid telephone answering device for the purpose of posting, transmitting, or distributing notice or announcements including notices of social events, recreational events, Union membership meetings, results of elections and reports of minutes of Union meetings. Any other material must have prior approval of the Human Resources Office. Action on approval will be taken within 24 hours of submission. The Union may send email messages only for the purposes set forth above. The IT Department will maintain the SEIU list and keep it current. The Union access to email is based on the following conditions: 1) emails to the SEIU list will be copied to the Human Resource Director at distribution; 2) emails to the SEIU list will only be sent by the SEIU Chapter Chair, Vice Chair, Chief Steward (s) or Secretary, 3) a maximum of 52 emails may be sent per year and a maximum of 12 emails may be sent by the SEIU Chapter Secretary. Section 6 - Access to Union Representatives. Representatives of the Union are authorized access to City work locations for the purpose of conducting business within the scope of representation, provided that no disruption of work is involved and the business transacted is other than recruiting of members or collecting of dues, and the representative must notify the Human Resources Department Office prior to entering the work location. Section 7 - Meeting Places. The Union shall have the right to reserve City meeting and conference rooms for use during lunch periods or other non-working hours. Such meeting places will be made available in conformity with City's regulations and subject to the limitations of prior commitment. Section 8 - Notification to the Union. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 18 of 108 a) a. General. The Union shall be informed in advance in writing by Management before any proposed changes not covered by this Memorandum of Agreement are made in benefits, working conditions, or other terms and conditions of employment which require meet and confer or meet and consult process. b) b. Change in City’s Financial Situation. Should the City’s financial situation deteriorate and the possibility of layoffs result, the City Manager will give prior notice to and consult with the Union prior to recommending any layoffs to the City Council. c) c. Vacancies and Temporary Personnel. The City agrees to notify SEIU Local 521 in writing when any irregular, temporary, hourly, provisional, special or extra help employee who consistently performs work typical of the SEIU Local 521 bargaining unit exceeds 1,000 hours of work within a 18-month period. The City agrees to notify SEIU Local 521 in writing when any position covered by this agreement is left vacant for more than 60 days. Through a separate meet and confer process, the City and Union will develop a way to convert long term, ongoing temporary-hourly positions to regular status. The City and Union will meet and confer regarding wages, benefits and terms and conditions of work. Section 9 - Union Logo. All materials and documents produced on Itek and metal plates, by the City print and reproduction shop, shall carry the Union label on the inside of covers or title pages in accordance with customary printing trades practices. Section 10 - Public Notice. . The City shall make available to the Union, in a timely manner, copies of all City Council meeting agendas, minutes and schedule of meetings. These materials will be available online via the City’s website. Section 11 - Use of Agency Reports. Upon request, the City shall provide to the Union reports by department on the use of agency temporaries filling representation unit vacant positions, or doing work similar to that of representation unit classifications. Section 12 - Job Postings. The City shall incorporate the requirements of this Article when publicizing job announcements for classifications covered by this Memorandum of Agreement. Section 13 - Contracting Out. The City through the labor management process will keeppt the Union advised of the status of the budget process, including any formal budget proposal involving the contracting out of SEIU bargaining unit work traditionally performed by bargaining unit members at least thirty (30) days prior to the release of the City Manager’s proposed budget. The City will notify the Union in writing at least ninety (90) days prior to contracting work which has been traditionally performed by City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 19 of 108 bargaining unit members, where such contracting will result in layoff or permanent reduction in hours. Within the ninety (90) day period of contracting out, both parties may offer alternatives to contracting out and meet and confer on the impact of such contracting out of a bargaining unit employee work. The City will notify the Union in writing when contracting out work which has been traditionally performed by bargaining unit workers, where such contracting out is expected to replace a laid off bargaining unit position that has been eliminated within ninety (90) days prior to the date of the planned contract work. When feasible, the City will provide such notice prior to the beginning date of the planned contract work. The City will meet with the Union upon request to discuss alternatives. This provision does not apply to the filling of temporary vacancies of twelve (12) months or less duration. The City will provide the Union with a biannual list by department of all contract workers or vendors who are contracted by the City who perform work for the City. The City will make a reasonable effort to identify the names of the vendors on the list and the nature of the work provided by each vendor. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 20 of 108 ARTICLE IV - STEWARDS Section 1 - Union Officers. The Union agrees to notify the Director of Human Resources of those individuals designated as Union officers and stewards who receive and investigate grievances and represent employees before Management. Alternates may be designated to perform steward functions during the absences or unavailability of the steward. Section 2 - Number of Stewards. The number of stewards designated by the Union at a given time shall not exceed thirty-five (35). Section 3 - Release Time. It is agreed that, as long as there is prior notice as specified below to the Supervisor with no disruption of workand the release of stewards will not unreasonably disrupt City operations, stewards shall be allowed reasonable release time away from their work duties, without loss of pay, to represent a unit employee or employees on grievances or matters within the scope of representation, including: a) A meeting of the steward and an employee, or employees of that unit related to a grievance. b) A meeting with Management. c) Investigation and preparation of grievances. Grievances may be transmitted on City time. All steward release time shall be reported on time cards. Section 4 - Advance Notification Before Leaving Work Location. The Union agrees that the steward shall give no less than one (1) full business day advance notification to his/her supervisor before leaving the work location, except in those cases involving an unforeseeable circumstance that requires immediate union representation where advance notice cannot be given or when the relevant supervisor otherwise allows less notice. A supervisor may deny such a request for release from duty if the steward is needed to ensure real time delivery of services that the steward provides for the public or internal City customers and another employee who normally provides such services is not available on a straight time basis to relieve the steward, or in a bona fide emergency. If such denial occurs, the union may request the release of another of its designated stewards to perform the representation duties involved. Such request shall be processed in accordance with the terms set forth in this section except that the requirement for a full business day advance notice to the replacement representative’s City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 21 of 108 supervisor shall not apply. Nothing herein shall preclude the City from rescheduling a meeting it has scheduled, to facilitate the attendance of a steward who has requested release if, in the City’s judgment, such change can be undertaken without undermining the objectives of the meeting. Section 5 – Release Time. Three Union officers, who are City employees, shall be allowed a reasonable amount of release time off for purposes of meeting and conferring or meeting and consulting on matters within the scope of representation. All such time will be reported on timecards. Section 6 - Designated Union Space. Union stewards may utilize space in assigned desks for storage of Union materials. In the event stewards are not assigned desks the City will provide locker or other mutually agreeable space for storage of Union materials. Section 7 - Union Officers and Release Time. Six union officers, who are City employees shall be allowed a reasonable amount of release time off for monthly Labor/Management Meetings. ARTICLE V - REDUCTION IN FORCE Section 1 - Attrition. In the event of reductions in force, they shall be accomplished wherever possible through attrition. Section 2 - Advance Notice. When the City determines that layoffs are imminent resulting from reduction in force within the representation unit, the City will give the Union such advance notice as is reasonable under the circumstances. The notice will indicate the departments and divisions which will be affected and the circumstances requiring the layoffs. The City will furnish the Union with a current representation unit seniority list with notice of layoff. Section 3 - Order of Layoff. If the work force is reduced within a department, division, or office for reasons of change in duties or organization, abolition of position, shortage of work or funds, or completion of work, employees with the shortest length of service will be laid off first so long as employees retained are fully qualified, trained, and capable of performing remaining work. Length of service for the purpose of this article will be based on current service hire date of record in a regular classification with no adjustment for leaves of absence. Length of service ties will be determined by lot in a method agreeable to both parties. Employees laid off due to the above reasons will be given written notice at least thirty days prior to the reduction in force. A copy of such notice will be given to the Union. Such employees shall be offered priority employment rights to regular positions which are requisitioned and for which the employees are City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 22 of 108 qualified for a period beginning with notification and ending sixty (60) days following the reduction in force. Employees transferred or reclassified under this section will be assigned to the step in the new classification salary range closest to the employee's salary range at the time of reclassification. Employees laid off pursuant to this section shall receive the balance of all regular City compensation owed and severance pay equal to one month’s salary at the employee’s final rate of pay at termination. This does not include any amounts payable under Article V, Section 6, or PERS contribution refunds, if any. Section 4 - Seniority/Bumping Rights. Employees identified for layoff who have seniority (bumping) rights to their current or previously held classifications within the representation unit must declare their intention to exercise these rights in writing and submit to the Human Resources Department within seven (7) working days after written notification of layoff, otherwise bumping rights will automatically terminate. Bumping may occur within the representation unit, only to the least senior incumbent of the current or a previously held classification. To bump, the employee must be fully qualified, trained, and perform all work in the position. For purposes of this section of the Agreement, the term "working days" shall mean Mondays through Fridays, exclusive of holidays. When an employee returns to work from a military protected leave, they will be reinstated as required by law. Should this result in bumping a current employee; the displaced employee will have bumping rights as set forth in this section. Section 5 - Re-Employment List. The names of employees laid off or who through bumping changed classification in accordance with the provisions of this Article shall be entered upon a re-employment list in seniority order. The employee with the greatest seniority on the re-employment list, including those who exercised their bumping rights, shall be offered reinstatement first. Such notice of reinstatement shall be in writing with a copy to the employee, Union and Chapter Chair. If a laid off employee waives reinstatement or fails to respond within ten (10) working days of receipt of the notice, the employee shall be removed from the reemployment list. The person with the highest seniority including those who exercised their bumping rights on a re- employment list for a particular classification when a vacancy exists in that classification shall be offered the appointment. Names shall be carried on a re-employment list for a period of two (2) years from the date of separation from City services or change of classification through bumping. Upon re-employment within the two-year period, the employee's hire date of record at the time of layoff will be reinstated. When qualifications are in question, the City and SEIU will meet and confer. Section 6 -Sick Leave Balances. Employees laid off pursuant to Section 2 who are reinstated to a regular position within sixty (60) days shall retain the sick leave balance City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 23 of 108 they had at the time of layoff, unless they have received a sick leave payoff in accordance with Article XII. Section 7 - Hourly Employees Performing Duties. No representation unit employee will be laid off or remain on a re-employment list when hourly employees are performing substantially all the duties of the classification of the employee receiving a layoff notice or on a re-employment list. This provision shall not be applied to hourly positions which have been traditionally used for seasonal and part-time work. ARTICLE VI - PERSONNEL ACTIONS Section 1 - Probation. Each new regular or part-time employee, except employees in police dispatch positions, shall serve a probationary period of twelve (12) months, commencing with the first day of his/her employment. Each new regular or part-time employee in dispatch positions will serve an 18-month probationary period commencing with the first day of his/her employment. The probationary period shall be regarded as a part of the testing process and shall be utilized for closely observing the employee's work, for securing the effective adjustment of a new employee to his/her position, and for rejecting any probationary employee whose performance does not meet the acceptable standards of work. At least one written performance appraisal will be given each probationary employee on or before expiration of the probationary period. This appraisal will be given approximately at the end of the sixth month and another at the end of the twelfth month for employees in police dispatch positions. In the event of termination prior to successful completion of the probationary period, such terminated employee shall be given written notice of his/her termination with the reasons for the termination stated therein. The Human Resources Department shall, upon request, afford an interview in a timely fashion to the terminated employee for discussion of the reasons for termination. The employee may, upon request, be accompanied by a Union representative. The interview shall not be deemed a hearing nor shall it obligate the City to reconsider or alter the termination action. The parties agree that probationary employees shall have all rights under this Memorandum of Agreement, including full and complete access to the grievance procedure, save and except for instances of suspension, demotion or termination. Section 2 - Personnel Evaluations. Personnel evaluations will be given to employees annually as scheduled by Management. Personnel evaluations are not appealable through the grievance procedure but, in the event of disagreement over content, the employee may request a review of the evaluation with the next higher level of Management, in consultation with the Human Resources Department. For purposes of this review, the employee may be represented by the Union. Decisions regarding City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 24 of 108 evaluation appeal shall be made in writing within ten (10) working days following the review meeting. Section 3 - Personnel Files. Records of all disciplinary actions shall be kept in the central personnel file. Employees shall be entitled to sign and date all action forms in their personnel files. Employees are entitled to review their personnel files upon written request or to authorize, in writing, review by their Union representatives. An employee or the Union shall be allowed, upon reasonable request, copies of materials in an employee's personnel file relating to a grievance. Records of disciplinary actions, including references in a performance evaluation, shall be removed from a personnel file upon written request by the employee or in the normal process of file review after a period of three years, or sooner as mutually agreed by Management and the employee so long as the disciplinary action did not involve a violation of state and federal harassment and discrimination laws. Section 4 - Release of Information. The City will only release information to creditors or other persons upon prior identification of the inquirer and acceptable reasons for the inquiry. Information then given from personnel files is limited to verification of employment, length of employment and verification and disclosure of salary range information. Release of more specific information may be authorized by the employee. Section 5 - Promotional Opportunities. a) Posting. Promotional opportunities for classifications within the representation unit will be posted for at least ten (10) working days (Monday through Friday) prior to selection. Outside recruitment may be used for promotional openings and may begin at the time of posting, or any time thereafter. If, however, there are three or more qualified internal candidates within the department where the vacancy occurs, and those candidates successfully complete the selection process, outside candidates will not be considered. b) Internal Candidate Eligibility. All non-probationary representation unit employees are eligible to apply for posted promotional opportunities, except that Management may waive this requirement for all probationary employees within the department where the promotional opportunity occurs. Selection. . The selection procedure for each promotional opening will be determined and administered by the Human Resources Department in consultation with the requisitioning department. Selection procedure and job description information will be available at the Human Resources Office at the time of posting. Efforts will be made to standardize tests and procedures where standardization is City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 25 of 108 feasible and appropriate. Any tests used shall be reasonably predictive of success in the classification, and tests not be biased with respect to race, sex, sexual c) City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 26 of 108 c) orientation, religion, creed, political affiliation, color, national origin, ancestry, or age. Selection procedures may include any or all of the following phases: 1) Application. Both inside and outside candidates must complete a City of Palo Alto application form specified by the Human Resources Department. Applications must be submitted to the Human Resources Office. 2) Screening. Applications will be screened by the Human Resources Department and, in some circumstances, a manager from the Department seeking to fill a position to ascertain whether candidates meet minimum requirements as outlined in the job description. Internal candidates deemed not to meet minimum requirements may submit additional qualification information writing within three working days of notification of requirement deficiency. 3) Performance Testing. Performance tests, such as typing, machinery or vehicle operation, skills demonstration, physical agility, etc., will be qualifying. Pass-fail points will be announced in advance for qualifying tests. If requested in writing prior to the test, performance test may be witnessed by Union steward. 4) Written Tests. Written achievement or aptitude tests will be qualifying. Pass- fail points will be announced in advance for qualifying tests. 5) Interviews, Appraisals. Interviews may be conducted individually or by interview boards and will be qualifying. Interview boards shall be composed of qualified and unbiased people. Where interview boards are used, Management will include at least one bargaining unit employee on each board. If individual interview or an interview board is used, a majority of the individuals or board members must recommend a candidate in order for the candidate to qualify for appointment. Performance appraisals written by candidates' supervisors may be used as indicated in the selection procedure. d) Recommended Candidates. Candidates who successfully complete all phases of the selection procedure will be recommended to the appointing authority. e) Seniority. Seniority, for purposes of this Article, will be based on current service hire date of record in a regular classification with no adjustment for leaves of absence. Seniority ties will be determined in favor of the employee with the lowest employee number last four digits. Exceptions to this subsection may be established by mutual agreement on a departmental or divisional basis. Such exceptions are listed in Appendix G. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 27 of 108 f) Appointment. The appointing authority will make appointments from among those recommended candidates who are most qualified as determined by objective review of selection procedure results and background materials. Where appointments are made from only internal candidates who are equally qualified as determined by objective review of selection procedure results and past performance, seniority will be the determining factor in promotional appointments. g) Violations. Any violation of this Article may be appealed to the Human Resources Director in Step III of the grievance procedure. Section 6 - Rights. Unit employees applying for a vacant equal or lower paying position shall have the same rights as unit employees applying for a promotion. Section 7 - Apprentice Positions. (a) The City shall establish apprentice positions wherever feasible. Length of apprenticeship, type of training, and pay levels shall be by mutual agreement. Where possible, apprentice positions will underfill regular positions so that incumbents may automatically progress to the classification for which they are training upon successful completion of apprenticeship. The City will meet and confer with the Union before adding any new apprenticeship programs during the term of this agreement. All apprenticeship programs are listed in Appendix B. Section 8 - Rotation. In assigning employees to regular or special shifts, transfer, standby, overtime, or vacation selection, ability to perform the work, length of service and/or equitable rotation shall determine the assignments. In accordance with this provision, more definitive rules may be arranged by mutual agreement of the Union and individual City departments. ARTICLE VII - PAY RATES AND PRACTICES Section 1 - Salary. The base salary rates and ranges for job classifications covered by this bargaining unit shall be increased as set forth in Appendix A-1 to reflect salary increases for all positions in the unit and market adjustments to positions identified in the total compensation survey as under-market based on the survey results for base, cash, insurance and the normal cost of retiree medical (when such information is required by and verified through the CAFR), with total rates and ranges as set forth in Appendix A-2 (Salary Schedule) attached hereto. Section 2 - Step Increases. Merit advancements from the first salary step to the second salary step shall be granted upon successful completion of probation and between second and subsequent steps at City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 28 of 108 one-year intervals, if the affected employee has demonstrated continued improvement and efficient and effective service. For the purpose of determining step time requirements, time will commence on the first day of the month coinciding with or following entrance onto a salary step. Step increases shall be effective on the first day of the payroll period in which the time requirements have been met. Section 3 - Working Out of Classification. The term "working out of classification" is defined as a Management authorized full-time assignment to a budgeted/approved position on a temporary basis wherein all significant duties are performed by an individual holding a classification within a lower compensation range. Out-of- classification provisions do not apply to work assignments performed in connection with specific predetermined apprenticeship or training programs, or declared conditions of public peril and/or disaster. Pay for working out of classification shall be as follows: a) Employees appointed to an "out of classification" will receive acting pay within the range of the higher classification beginning the first day of the assignment and shall be paid for all hours worked in the higher classification provided employee works a minimum of four (4) hours. b) Where out-of-class appointments last for more than 90 days, and whenever feasible, an out-of-class appointment will be rotated among qualified interested employees in the work group. c) Employees will receive 5% premium pay for all assigned out of class pay for work within SEIU Classifications with the exception of lead assignments where the out of class pay will result in a 7% premium pay. Out-of-classification provisions do not apply to work assignments performed in connection with specific predetermined apprenticeship or training programs, or declared conditions of public peril and/or disaster. Employee appointed to “out of class” assignments that are in the Management and Professional Compensation Plan or in Utilities Management and Professional Association for at least one workweek will receive up to a 10% premium pay. d) Section 4 - Classification Changes. a) During the course of this agreement, the Union and affected employees shall be notified in advance of any contemplated changes in classification description, wage range or steps. Such changes shall be subject to the meet and confer process. Such meet and confer process shall be concluded within no more than thirty (30) days City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 29 of 108 following delivery of the City’s notice to the Union. If the Union and the City cannot reach agreement on the appropriate pay level from a job so reclassified, the Union may, within ten (10) City business days following the conclusion of the meet and confer process described above by delivery of written notice to the Human Resources Director, refer the dispute over the proposed wage range or steps to arbitration at Step IV of the Grievance Procedure set forth at Article XIX of this Memorandum of Agreement. a) Section 5 - Reclassification Requests. a. An employee or his/her representative may request in writing a re-evaluation of his/her job based on significant permanent changes in job content or significant discrepancies between job content and classification description. The request must be in writing, contain justification and may be made only on an annual basis during the period of September 10 through October 10. A statement by management that a job reevaluation request will be submitted with the departmental budget does not relieve an employee from the responsibility of submitting his/her own request during this period. The Human Resources Director or his or her designee will initially respond to such requests within ninety (90) calendar days by notice to the employee and the union; however, this timeline may be extended if necessary. Such response shall include any reclassification to a different classification or changes in description that the City believes are warranted and any related changes in applicable pay range or steps. If meetings are held, the employee may request representation. If a reclassification is approved and results in an increase in salary, it shall be retroactive to the date the Employee or Union filed the request for the reclassification. a. b. If the employee or Union disagrees with the accuracy of the description of duties resulting from the study conducted pursuant to subsection (a) of this Section or with the wage range or steps assigned by the City as a result of the study, the employee or Union may, within ten (10) City business days of delivery of notice of such determination, appeal such decision under step IV of Article XIX, Grievance Procedure. c. In a dispute under Section 4(a) or section 5(b) above, the arbitrator shall render his or her decision on the appropriate wage range or steps within twenty-one (21) days after the initial hearing date. The same time line will be observed for disputes over the accuracy of the revised classification description. The parties will notify the arbitrator of this deadline at the time of the arbitrator’s selection. In reaching a decision on wage range and steps under Section 4(a) or 5(b) above, the arbitrator shall base his or her award on the factors traditionally taken into City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 30 of 108 account in the establishment of compensation. When deciding a dispute over the accuracy of the revised classification description under section 5(b) above, the arbitrator shall identify the modifications of the pre-existing classification necessary to accurately reflect the permanent changes, if any, that have been implemented. Upon receipt of the arbitrator’s award, the City shall implement the revised classification and wage range or steps as provided in the award except as provided under subsection 5(c) of this section below. Notwithstanding an arbitrator’s award pursuant to any appeal process, the City retains the right to forego implementing the changes and the proposed changes shall revert to the status quo as it existed before those changes in duties occurred or were proposed. d. An employee may submit a request for reclassification for the same classification no more than once every twenty-four (24) months. Section 6 - Assignment to a Lead Position. All vacancies in lead positions shall be filled in accordance with Article VI, Section 5. The pay range for the lead position shall be seven percent above the pay step of the highest paid employee on the crew. Departmental exceptions for filling lead positions on a rotational basis for training and development purposes may be arranged by mutual agreement of the Union and individual City departments. Current exceptions are listed in Appendix C. d. Section 6 - Advance of Vacation Pay. Vacation pay shall be made available in advance of regular payday, provided that employee requests such advance in writing to the Finance Department at least two weeks prior to his/her vacation date. The employee's supervisor must verify vacation date on the request. Section 66 - Assignment to a Lead Position. All vacancies in lead positions shall be filled in accordance with Article VI, Section 5. The pay range for the lead position shall be seven percent above the pay step of the highest paid employee on the crew. Departmental exceptions for filling lead positions on a rotational basis for training and development purposes may be arranged by mutual agreement of the Union and individual City departments. Current exceptions are listed in Appendix C. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 31 of 108 Section 78 - Total Compensation and Survey Database. a) Management and the Union have agreed to a compensation survey database structure which identifies specific benchmark classifications for job families, classifications within the job families of each benchmark classification, survey agencies and survey classification matches. Survey Cities include: Alameda Hayward San Mateo Berkeley Mountain View Santa Clara Daly City Redwood City S. San Francisco Fremont San Jose Sunnyvale If the employer list will not permit the production of a survey report that includes data from at least four (4) employers that employ employees in a classification comparable to the classification surveyed by the City, neither party is precluded from bringing forward information on other employers in the relevant recruitment area that employ workers in a comparable classification so that data from at least five (5) surveyed employers will be included in the study, if feasible. Such employer may include any public or private employer. The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers. The City will update the survey database and send the Union a copy six weeks before expiration of this agreement. This survey will be considered in connection with special adjustment proposals in successor agreement negotiations. By agreeing to a survey database, neither Union nor Management is under obligation to propose or agree to special adjustments. Section 8 9- Direct Deposit Beginning in the first pay period following union ratification and adoption of this Agreement by the City Council, the City shall directly deposit all paychecks for Unit employees in a financial institution of the employee’s choice that accepts direct deposits and does not charge the City a fee(s) for direct deposit service. In the event that the employee fails to designate a financial institution for direct deposit of his or her payroll check, the employee shall pick up the check personally in the City’s Administrative Services Department office on the next business day following payday at a pickup time designated by Administrative Services. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 32 of 108 ARTICLE VIII - HOURS OF WORK, OVERTIME, PREMIUM PAY Section 1 - Work Week and Work Day. The standard workday for regular employees shall be eight hours to be worked within a maximum of nine hours (five-day work week) or ten hours to be worked within a maximum of eleven (four-day work week) or nine hours to be worked within a maximum of ten for four days with a fifth day of four hours (four and one-half day work week); or, within a fourteen-day period, nine hours to be worked within a maximum of ten hours for one day and eight hours to be worked within a maximum of ten hours for one day, with the work week scheduled to begin so that forty hours are worked within each seven days of the fourteen-day period (9/80 plan, with forty-hour work weeks), or any other schedule that results in a 40-hour work week, or fits within the parameters of an FLSA 2080 Plan. The "9/80 plan" may not be used in any application that requires entitlement to FLSA overtime for working the regular work week. With the exception of the 9/80 plan as described above and flexible scheduling for Police Dispatchers, the standard work week With the exception of the "9/80 plan" as described above and the 4/11 Dispatcher Plan, the standard work week shall be forty hours to be worked within five consecutive days. Additional exceptions to the above are listed in Appendix D. The Union shall be notified of any further exceptions to this section in accordance with Article III, Section 8. The City and the Union agree that the availability of alternate/flexible work schedules is a valuable benefit in that they promote job satisfaction while also reducing traffic congestion and air pollution. During the term of this agreement, employees, subject to the conditions of their job assignment, may propose an alternate work schedule as listed under this Section. Such proposals must be made to the department head through the immediate supervisor. Serious consideration will be given to the feasibility and productivity of such proposals, however Management retains the right to determine scheduling needs. Section 2 - Overtime Work. a) Overtime work for all unit employees shall be defined as any time worked beyond the standard workday or beyond the standard work week. Emergency overtime is defined as unplanned overtime work arising out of situations involving real loss of service or property or personal danger. Emergency overtime does not include: i. overtime work resulting from personnel replacement for purposes of maintaining scheduled staffing; ii. overtime work which is planned in advance; iii. overtime work resulting from being held over for up to four hours to finish work performed during the regular shift. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 33 of 108 b) Compensation to employees working overtime will be in the form of additional pay at the rate of one and one-half times. Two times regular rate will be paid for billable customer convenience overtime and emergency overtime as defined in subsection (a) above) the employee's applicable hourly salary with the exception that an employee may request and, upon approval, be granted compensatory time off at the rate of one and one-half hours for each hour of overtime worked, subject to the limitations of applicable state and federal laws. In the event compensatory time off is used as the method of compensating for Overtime, the time off will be taken prior to the end of the quarter following the quarter in which the overtime has been worked. In the event the employee is denied this provision, he/she will be compensated in pay for such time at the appropriate rate specified by these sections. Or at the employee's option, the earned compensatory time will be added to the employee's vacation balance. c) All time for which pay is received shall count as hours actually worked for the computation of regular overtime pay; however, non-productive time will not be included in computation of any additional FLSA premiums. d) When an employee is required to work 6 or more hours of overtime (either emergency or pre-arranged) during the 16 hour period immediately preceding the beginning of the employee’s regular shift on a workday, the employee shall be entitled to an eight-hour rest period before returning to work. If the rest period overlaps into the second half of the work day, the employee may be given (with supervisor approval) the remaining time off (up to a maximum of 3 hours) at the straight time rate of pay. Any portion of the rest period falling within the employee’s work shift will be considered as hours worked and compensated at the straight time rate. d) e) If non-emergency overtime is canceled without at least 40 clock hours notice, the City shall pay the affected employees two (2) hours' pay at time and one-half. e) f) Employees working overtime who are too fatigued to continue or return to work, for safety reasons will be released from duty without compensation. Section 3 - Work Shifts. All employees shall be assigned to work shifts with scheduled starting and quitting times. Should conditions necessitate a change in starting and quitting times, the Union will be notified ten (10) working days in advance and permitted to discuss such changes with the City. This, however, shall not preclude the City's right to effect schedule changes dictated by operational necessity. This section does not apply to overtime scheduling. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 34 of 108 Section 4 - City-Paid Meals. In accordance with City policy, the City of Palo Alto bases its meal reimbursement limits on the U.S. General Services Administration (GSA) per diem rates. Those rates are adjusted every October. For overnight travel per diem rates, the City reimburses based on the rates applicable to the destination of travel, as provided by the GSA at http://www.gsa.gov/portal/category/100120. For non-travel meals, the City will reimburse up the maximum GSA rates for the Palo Alto area. Receipts are required to back-up these expenses. a. Emergency overtime meals. For purposes of this section, emergency overtime is defined as unplanned overtime arising out of situations involving real loss of service or property or personal danger. The City agrees to reimburse for meals based on GSA maximum rates for the Palo Alto Area (current non-travel meal maximum rates as of October 1, 2015 are to $15 for breakfast, $16 for Lunch and $28 for dinner) and will provide meals in the following emergency overtime situations: a. Emergency overtime meals. For purposes of this section, emergency overtime is defined as unplanned overtime arising out of situations involving real loss of service or property or personal danger. The City agrees to reimburse for meals in the amount of $10 for breakfast, $15 for lunch, and $20 for based on GSA maximum rates for the Palo Alto Area (current non-travel meal maximum rates as of October 1, 2015 are to $15 for breakfast, $16 for Lunch and $28 for dinner)dinner and will provide meals in the following emergency overtime situations: 1) When an employee is called back and is on duty for a period of three consecutive hours, and thereafter at intervals of five hours, but not more than six hours, until the continuous overtime assignment ends. OR, 2) When an employee is held over on duty so that his/her overtime assignment extends two hours after shift end, and thereafter at intervals of five hours, but not more than six hours, until the continuous overtime assignment ends. OR, 3) When an employee is called out two hours or more before a regularly scheduled day shift and works the regularly scheduled shift, he/she will be entitled to breakfast and lunch. Lunches will be consumed on employee's own time. No in-lieu pay will be made for meals not taken. This sub-section does not apply if already covered in Section 4(a)(1) above. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 35 of 108 4) When recalled two hours or less after the end of a regular shift, unless assigned to standby. b. Non-emergency overtime meals. The City will provide meals for personnel assigned to non-emergency overtime work where the assignment extends two hours after the regular or overtime shift end and at intervals of five hours thereafter. b. c. With regard to (a) and (b) above, the City agrees to reimburse for meals based on GSA maximum rates for the Palo Alto Area (current non-travel meal maximum rates as of October 1, 2015 are to $15 for breakfast, $16 for Lunch and $28 for dinner)in the amount of $10 for breakfast, $15 for lunch, and $20 for dinner. Where possible, the City will arrange purchase orders at mutually agreeable restaurants. The time necessarily taken to consume a meal provided under this section shall be considered as time worked to a maximum of one hour, except as noted in (a) (3). c. d. With regard to (a) and (b) above, in the event an employee is to be provided a meal or meals pursuant to this section and such meal(s) are not provided due to working conditions, the employee shall have the option of receiving for each meal not provided an additional one hour of overtime compensation in lieu of such meal. This hour will not be considered as time worked or part of the rest period, but will be applied to qualify for the rest period. d. e. Emergency overtime meals for Public Safety Dispatchers. The Police Department will provide meals to employees in an emergency overtime situation involving real or potential loss of service or personal danger. 1) When an employee is called back and is on duty for a period of three consecutive hours, and thereafter at intervals of five hours, but not more than six hours, until the continuous overtime assignment ends. 2) When an employee is held over on duty so that his/her overtime assignment extends two hours after shift end, and thereafter at intervals of five hours, but not more than six hours, until the continuous overtime assignment ends. 3) When an employee is called out two hours or more before a regularly scheduled shift. The employee will be entitled to two meals, the second meal will be consumed on the employee's own time. No in-lieu pay will be made for meals not taken. 4) When recalled two hours or less after the end of a regular shift, unless assigned to standby. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 36 of 108 e. f. Non-emergency overtime meals for Public Safety Dispatchers. The Police Department will provide meals to employees in non-emergency situations where the assignment extends more than two hours after the regular or overtime shift end and at intervals of five hours thereafter. If the City is unable to provide a meal, the City agrees to reimburse for meals based on GSA maximum rates for the Palo Alto Area (current non-travel meal maximum rates as of October 1, 2015 are to $15 for breakfast, $16 for Lunch and $28 for dinner)in the amount of $10 for breakfast, $15 for lunch, and $20 for dinner. This policy only applies when an employee is held over, either voluntary or mandated, on duty beyond a scheduled regular or overtime shift. Section 5 - Break Periods. All employees shall be granted a break period or coffee break limited to 15 minutes during each four hours of work. Departments may make reasonable rules concerning break period scheduling. Break periods not taken shall be waived. Section 6 - Clean-Up Time. All employees whose work causes their person or clothing to become soiled shall be provided with reasonable time before lunch and at shift end for wash-up purposes. Section 7 - Standby Pay, Call-Out Pay. a) a. Standby Compensation. Employees performing standby duty shall be compensated at the daily rates established below: Monday through Friday $70 Saturday, Sunday, Holidays $100 In the event of a declared City emergency, this section applies to standby assigned in accordance with applicable department policy. b) b. Minimum Call-Out Pay. Employees not otherwise excluded from receiving overtime pay who are called out to perform work shall be compensated for at least two hours' pay from the time of the call-out for each occurrence at the appropriate overtime rate. The two-hour minimum does not apply to employees called out to work while earning pay for being in a standby status unless called out to perform billable customer convenience work in which case the two-hour minimum will apply. Section 8 - Night Shift Premium. Night shift premium of $1.44 per hour6% of base pay shall be paid to employees for work performed between 6:00 p.m. and 8:00 a.m. This premium shall not apply to an employee whose schedule does not qualify for shift differential who requests an earlier scheduled start time that would otherwise qualify City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 37 of 108 the employee for the premium. A minimum of two hours must be worked between 6 p.m. and 8:00 a.m. to qualify for the premium. Employees who regularly work night shifts shall receive appropriate night shift premiums, relating to night shift hours worked, in addition to base pay for holidays, sick leave and vacation. Night shift premium does not apply for overtime situations unless overtime is approved to replace an employee who would have otherwise received a night shift premium. Section 9 - Bilingual Premium. $$3550 per pay period shall be paid to a bilingual employee whose abilities have been determined by the Human Resource Director as qualifying to fill positions requiring bilingual speaking and/or writing ability when the employee regularly performs such duties. The Human Resource Director will determine the number, timing, location and duration of the assignments receiving the additional pay provided herein and which languages are needed. Sign language shall be recognized as a bilingual skill under this Article. Disagreements over the designation of positions will be referred first to the Labor Management Committee. If a disagreement still exists it will be referred to the Grievance Procedure. Human Resources will respond to the employee within sixty calendar (60) days after receipt of request. Upon approval by the Human Resources Director, the City is required to arrange for language testing within four (4) months of the approval. Section 10 - Communications Training Officer (CTO) Compensation. Public Safety Dispatchers and Chief Public Safety Dispatchers identified by Management to work as a Police Officers Standards and Training (POST) certified CTO will be compensated at a premium pay rate of five (5) percent. The premium pay is provided only for those hours spent as a CTO training a probationary dispatcher while on-duty in the Dispatch Center. ARTICLE IX - UNIFORMS AND TOOL ALLOWANCES Section 1 - Uniforms. a) The City will provide uniforms, coveralls or shop coats on a weekly basis, or as otherwise furnished, for the following jobs and/or classifications and any positions necessary or required as determined by management. Animal Control Officer Assistant Storekeeper Associate Engineer - Pretreatment Auto Service Mechanic Building Service Person - Lead Building Service Person City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 38 of 108 Cathodic Technician Cement Finisher - Lead Cement Finisher Chemist Community Service Officer (CSO) Electrical Assistant Electrician Apprentice Electrician Lead Engineering Technician III - Refuse Equipment Operator Equipment Operator - Lead Facilities Carpenter Facilities Electrician Facilities Maintenance - Lead Facilities Mechanic Facilities Painter Field Serviceperson Gas System Shop/Field Repairer Gas System Technician I Gas System Technician II Golf Course Equipment Mechanic Golf Course Maintenance Person Heavy Equipment Operator - Lead Heavy Equipment Operator Industrial Waste Inspector Industrial Waste Investigator Instrumentation Electrician Laboratory Technician, Water Quality Control Line Person/Cable Splicer Line Person/Cable Splicer - Lead Mail Services Specialist Maintenance Mechanic/Maintenance Mechanic, Water Quality Control Mechanical Unit Repairer Meter Reader Meter Reader – Lead Mobile Service Technician Motor Equipment Mechanic - Lead Motor Equipment Mechanic Offset Equipment Operator - Lead Offset Equipment Operator Park Maintenance Assistant Community Services Officer Parking Enforcement Officer City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 39 of 108 Park Maintenance Person Park Crew - Lead Park Maintenance - Lead Park Ranger Parks & Open Space Assistant Police Records Specialist Refuse Disposal Attendant Senior Chemist Senior Industrial Waste Inspector Senior Industrial Waste Investigator Senior Instrumentation Technician Senior Operator, Water Quality Control Senior Mechanic, Water Quality Control Senior Park Ranger Sprinkler System Repairer Street Maintenance Assistant Storekeeper Storekeeper-Lead Street Sweeper Operator Traffic Control Maintainer - Lead Traffic Control Maintainer II Traffic Control Maintainer I Tree Trimmer-Line Clearer Tree Maintenance Assistant Tree Trimmer-Line Clearer Assistant Tree Trimmer-Line Clearer - Lead Tree Maintenance Person Truck Driver Utilities Compliance Technician Utility Field Service Representative Utility Installer/Repairer Utility Installer/Repairer Assistant Utility Installer/Repairer – Lead Utility Locator Water Meter Cross Connection Technician Water System Operator - Lead Water System Operator Water System Operator I Water System Operator II Water Quality Control Plant Operator City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 40 of 108 b) Coveralls will be made available for occasional use as needed to protect clothing for the following classifications and any positions necessary or required as determined by management. Building Inspector Building Inspector Specialist Building Service Person - Lead Cable Splicer Assistant Chief Electric Underground Inspector Electrical Assistant Electrician Facilities Mechanic/Painter Heavy Equipment Operator Lineperson/Cable Splicer Park Ranger Senior Park Ranger Utility Field Service Representative Sprinkler System Repairer Utility Installer Assistant Utility Installer/Repairer Utility Installer/Repairer - Lead c) Employees required to wear uniforms shall be provided suitable change rooms and lockers where presently provided. d) Employee clothing seriously damaged or destroyed in conjunction with an industrial injury will be reasonably replaced by the City. Any other claims alleging City liability may be filed with the City Attorney. e) Except in the Utilities Division, the City will make available, as an alternative to the shirts currently provided under Section 1(a), six (6) cotton polo shirts. Employees in the Utilities Division will be provided with six (6) long-sleeve shirts and two polo shirts. Employees will be responsible for laundering the shirts. Damaged or otherwise unwearable shirts will be returned to the employee’s supervisor and replaced by the City. f) Employees are responsible for laundering Park Ranger and Senior Park Ranger uniforms. g) The City will meet and confer with the Union regarding any mandated changes to uniforms. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 41 of 108 Section 2 - Tool Allowance. a) Mechanics in Equipment Maintenance, Park Maintenance Lead, Motorized Equipment Mechanic and Mobile Service Technician shall be paid a tool allowance of $610 annually upon verification of purchase by the employee. b) All tool allowances shall be paid bi-weekly. c) Parties will meet and confer to determine if additional classifications require tool allowance. d)b) . Section 3 - Shoe Allowance. a) Safety Shoes. The City will pay the vendor or reimburse full-time employees up to $400 per fiscal year for the The City shall reimburse employees 75 % of the cost of job-related safety shoes upon verification of such purchase by the employee. b) b)Walking Shoes. The City will reimburse employees 75% of the cost of job-related walking shoes for any positions necessary or required as determined by management including Meter Reader and Meter Reader-Lead, in an amount not to exceed $300.00 per year. A walking shoe is a durable work shoe/boot (non steel- toed), is ankle supporting; oil, gas and slip resistant; waterproof or water resistant; lightweight and durable; and also provides hard surface cushioning. Section 4 - Certifications. Section 4 – Certifications. The parties agree to retain the current list of required certifications below. Employees who are required to maintain commercial driver's licenses shall have costs for medical examinations paid by: a) Completing an examination through their PEMHCA provider. After benefits have been paid by the PEMHCA provider, upon presentation of proper documentation, the City will reimburse any remaining costs, or b) Completing an examination at the Workforce Medical clinic or other City designated clinic. Employees may use paid leave for attendance at scheduled medical examinations. Employees shall be permitted to use up to two hours of regular City- City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 42 of 108 paid time for attendance at biannual medical examinations. The scheduling of such time shall be preauthorized by the employee’s supervisor. c) The City will pay special registration and/or certification fees which are required by Management. During the term of this agreement, the City and the Union may, by mutual agreement, review, add or delete classifications and/or required certifications listed below: Classification Requirement Aquatics Facility OperatorFacilities Technician Aquatics Facility Operator Certificate Building Inspector/ Buildg Inspection Specialist ICBO Certificate as stated in job description Cathodic Technician Corrosion Technician by the National Assoc. of Corrosion Engineers Engineer Professional Professional Engineer Cert. (for step E) Equip Maint Serv Pers. Forklift Operator Cert. (OSHA-approved) Golf Course Maint Pers. Qualified Applicators' License Heavy Equipment Operator Crane Operation Certificate (Utilities and Electric) Indust. Waste Inspector Backflow Prevention Device Tester Inspector Field Services, Utilities D1 (DOH) Hired before July 1, 2012 Installer/Repairer Series D1 (DOH) Maintenance Mechanic Crane Operator Certification (Water Quality) Mech. Unit Repairer Welding Certificate Motor Equip Mechanic and Lead EMS, ASE Planner, Associate Planner AICP City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 43 of 108 Senior Planner Public Safety Dispatcher POST Basic Dispatcher POST Fire Academy EMD Public Safety Dispatcher, Lead POST Basic Dispatcher POST Fire Academy POST Supervision EMD Senior Operator, WQC Grade III Wastewater Treatment Plant Operator Certification Surveyor, PW Licensed Land Surveyor Tree Trimmer/Line Clearer Certified Tree Worker and/or Qualified Line Clearance/Tree Trimmer Cert. (OSHA-approved) Tree Trimmer/Line Clearer-Lead Certified Arborist Utilities Install/Rep series Polyethylene Fusing Cert. Gas Operator Certification (DOT) Veterinarian Technician Animal Health Tech. Certification Water System Operator I Grade DI – Water Distribution Operator Water System Operator II Grade DII – Water Distribution Operator & Grade TII – Water Treatment Operator Senior, Water System Operator Grade DIII – Water Distribution Operator & Grade TIII Water Treatment Operator WQC Plant Operator I Grade I Wastewater Treatment Operator Certification. WQC Plant Operator II Grade II WastewWater Treatment Operator Certification WQC Plant Operator Trainee Grade I WastewWater Treatment Operator Certification City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 44 of 108 Water Meter Cross- Connection Technician Backflow Prevention Tester Certification d) The City will pay for the Department of Motor Vehicles (DMV) licensing fees for all employees required to maintain a Commercial Driver's License in accordance with the California Vehicle Code and applicable laws prescribed by the Department of Transportation. e) Pipeline Welding Assignment. The City provided a 4% premium in base compensation to the Utility Installer-Repairer, and the Installer-Repairer Lead positions in 2006 that met DOT certification requirements and are, or were, assigned these duties. The Utility Installer-Repairer and Utility Installer-Repairer Lead positions that fail to maintain current certifications will not receive a 4% premium on their base pay. Positions assigned these duties and designated by Management to receive this premium will not exceed five (5) Utility Installer/Repairer(s) and Installer/Repairer Lead(s). If the certification is required in the job description, certification must be maintained. In accordance with their job description Maintenance Mechanics that are assigned to Water Gas Wastewater must maintain all required certifications and shall receive 4% premium to their base pay for pipeline welding. f) Building Inspector and Building Inspector Specialists. Upon successful completion of probationary requirements, the City will pay Building Inspectors and Building Inspector Specialists a one (1) percent of base salary one-time payment for a certification above what is required. Employees may request one payment per year to a maximum of two payments in career. Payments will not exceed a maximum of one percent per year or two payments in a career. The Building Inspector and Building Inspector Specialist Job Descriptions specifyies current requirements and the Union and City will agree on a list of appropriate certifications eligible for the premium. Premiums will not be paid if certification is not maintained. g) h)g) Water and Wastewater System Operator Certification. Employees classified in the following positions: Water Quality Control Plant Operators I and II, Senior Operator Water Quality Control, Water System Operators I and II, Senior Water Systems Operator, Inspector, Field Services assigned to Utilities and Installer Repairer Job Series may be eligible to receive a 1% base pay premium for certifications required by the Department of Health and/or the State Water Resources Control Board. Employees within these job classifications that have successfully completed probationary requirements may request an annual payment City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 45 of 108 of one (1) percent for one (1) certification that is above those listed in their job description. An employee who qualifies for this payment shall be paid 1% of the employee’s annual base salary once per year. The employee shall be responsible for providing the City with written documentation that the employee has obtained and is maintaining the qualifying certification on an annual basis. Premiums will not be paid if certification is not maintained. Eligible employees should verify certification will qualify for the premium before attempting certification. The Union and the City will update the job descriptions to reflect newly required certifications with no further adjustments to base salary. Payments will not exceed a maximum of one percent per year, and will take effect in the pay period following the verification of certification. All costs for obtaining certifications above what the job description requires will be the responsibility of the employee and may be paid for by using the City’s tuition reimbursement program. i)h) In accordance with Cal-OSHA regulations any employee who operates a forklift must have Forklift Operator Certification. Training to be provided by the City. j)i) Crane Certification. A Heavy Equipment Operator, Line Person, Line Person Lead, or Maintenance Mechanic who possesses the legally required certification for operation of any crane will receive an increase of one percent (1%) of their base rate effective upon the ratification and adoption of this MOU by the City Council, or upon attainment of the certification, whichever is later. Heavy Equipment Operator (Electric) must possess a Crane certification regardless of hire date. Any employee hired on or after July 1, 2012 may be required to obtain and possess crane certification. For any other employee hired prior to July 1, 2012 crane certification shall be desirable (not required) except under the following circumstances: a) There are insufficient employees in the classification (Heavy Equipment Operator [exclusive of Electric], Lineperson, Lineperson Lead or Maintenance Mechanic) who possess the certification to perform the work; b) The Manager has sought volunteers and no employee in the classification has volunteered to train for the certification; c) All things being equal, the manager has selected the least senior employee in the classification who is judged by the City most likely to successfully complete the training and obtain crane certification. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 46 of 108 d) The Manager will allow up to three attempts to pass the crane certification for any employee hired before July 1, 2012 who has been involuntarily assigned to acquire the crane certification. Related training and test costs shall be borne by the City. No employee hired before July 1, 2012 shall be disciplined or discharged for failure to acquire a Crane certification. Section 54 - Weather Protection. The City will provide rainy weather foot protection and one summer hat for the classification of Community Services Officer. Section 5 - Weather Protection. The City will provide rainy weather foot protection and one summer hat for the classification of Community Services OfficerParking Enforcement Officer. ARTICLE X - HOLIDAYS Section 1 - Fixed Holidays. Except as otherwise provided, employees within the representation unit shall have the following fixed holidays with pay: January 1 Third Monday in January (Martin Luther King Day) Third Monday in February Last Monday in May July 4 First Monday in September Second Monday in October Veterans' Day, November 11 Thanksgiving Day Day after Thanksgiving December 25 Either December 24 or December 31 (see below) Employees shall be excused with pay for the full work shift on either December 24 or December 31, provided, however, that City facilities remain open with reduced staffing City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 47 of 108 levels, that Management retains the right to determine work schedules, and that neither day be considered a holiday for purposes of premium pay. If employees are not excused pursuant to this provision, one shift of vacation credit will be added to their vacation accrual. In the event that any of the aforementioned days, except for December 24 or December 31, falls on a Sunday, the following Monday shall be considered a holiday. In the event that any of the aforementioned days falls on a Saturday, the preceding Friday shall be considered a holiday. If December 24 and 31 falls on Sunday, then the preceding Friday will be designated for purposes of the holiday. Exceptions to this provision are listed in Appendix E. Section 2 - Pay for Fixed Holidays. a) All employees shall be paid a full day's pay at their regular straight time base hourly rate for all fixed holidays as defined herein. b) An employee must be in a pay status on the workday preceding the holiday to be eligible to be compensated for a holiday. This subsection does not apply to an employee who is on an unpaid medical leave of absence of less than five (5) days. b) Section 3 - Work on Fixed Holidays. Any employee required to work on a fixed holiday shall be paid time and one-half for such work in addition to his or her regular holiday pay. Work on a fixed holiday beyond the number of hours in a regular shift shall be compensated at double time and one- half. Employees who work a schedule where a regular day off falls on a holiday will accrue the holiday hours they would have normally worked on that day. If an employee has more than four (4) days of holiday time accrued the City will automatically cashout these additional hours.. This does not impact the employee’s ability to cashout or transfer to deferred comp holiday hours below the four (4) day threshold. Section 4 - Variations in Work Week. a) An employee whose work schedule requires that his or her regular days off be other than Saturday and/or Sunday shall have an additional day off scheduled by the department in the event a fixed holiday falls during his or her regularly scheduled day off. Every attempt will be made to schedule the day on a mutually agreeable basis. If the day cannot be so scheduled, the employee shall be paid for the day at the straight time base rate. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 48 of 108 b) Fixed holidays which fall during a vacation period or when an employee is absent because of illness shall not be charged against the employee's vacation or sick leave balance. Section 5 - Floating Days Off Employees hired on or before July 1, 2012 will be credited with 3 floating holidays to be scheduled for use by mutual agreement by employee and supervisor. In no event will FH be convertible to cash or other benefits in lieu of Floating Holidays. Effective at the close of business 6/30/13 one floating holiday will be eliminated. On July 1, 2013 and every July thereafter, employees will be credited with two (2) Floating Holidays to be scheduled in the same manner as noted above. Employees hired after 7/1/12 will not receive any floating holidays. Floating Holidays not used by the end of the fiscal year will be deemed forfeited. ARTICLE XI - VACATIONS Section 1 - Vacation Accruals. Each employee shall be entitled to an annual paid vacation, accrued as follows: a) First day of continuous service through the last day of the fourth (4th) year: 80 hours vacation per year. b) First day of the fifth year of continuous service through the last day of the ninth (9th) year: 120 hours vacation per year. c) First day of the tenth (10th) year of continuous service through the last day of the fourteenth (14th) year: 160 hours vacation per year. d) First day of the fifteenth (15th) year of continuous service through the last day of the nineteenth (19th) year: 180 hours vacation leave per year. e) Twenty (20) or more years: 200 hours vacation leave per year. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 49 of 108 Employees may accrue up to three times their annual vacation leave without loss of vacation days. In the event the City is unable to schedule vacation and, as a result thereof, the employee is subject to loss of accrued vacation, the City shall extend the vacation accrual limit up to one year, in which time the excess vacation must be scheduled and taken. As long as there is no interference with departmental operations, there shall be no unreasonable restriction of increments of use. Employees shall complete six (6) months' continuous service before using accrued vacation leave. Section 2 - Holiday Falling During Vacation. In the event a fixed holiday as defined in Article X falls within an employee's vacation period, which would have excused the employee from work (and for which no other compensation is made), an additional workday for such holiday shall be added to the vacation leave. Section 3 - Illness During Vacation. When an employee becomes ill while on vacation and such illness can be supported by a statement from an accredited physician or the employee is hospitalized for any period, the employee shall have the period of illness charged against sick leave and not against vacation leave. Section 4 - Accrued Vacation Pay for Deceased Employees. An employee who is eligible for vacation leave and who dies while in the municipal service shall have the amount of any accrued vacation paid to his/her estate within thirty days. This proration will be computed at his/her last basic rate of pay. Section 5 - Effect of Extended Military Leave. An employee who interrupts service because of extended military leave shall be compensated for accrued vacation at the time the leave becomes effective. Section 6 - Vacation at Termination. Employees leaving the municipal service with accrued vacation leave shall be paid the amounts of accrued vacation to the date of termination. Section 7 - Vacation Cash Out. Once each calendar year an employee may cash out eight or more hours of vacation accrual in excess of 80 hours, to a maximum of 120 hours, provided that the employee has taken 80 hours of vacation in the previous 12 months. 1. To be eligible for cash out vacation, employees must pre-elect the number of vacation hours they will cash out during the following calendar year up to maximum of 120 hours, prior to the start of that calendar year. The election will apply only to vacation hours accrued in the next tax year and eligible for cash out. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 50 of 108 2. The election to cash out vacation hours in each designated year will be irrevocable. This means that employees who elect to cash out vacation hours must cash out the number of accrued hours pre-designated on the election form provided by the City. 3. Employees who do not pre-designate or decline a cash out amount by the annual deadline established by the City will be deemed to have waived the right to cash out any leave in the following tax year and will not be eligible to cash out vacation hours in the next tax year. 4. Employees who pre-designate cash out amounts may request a cash out at any time in the designated tax year by submitting a cash out form to Payroll. Payroll will complete the cash out upon request, provided the requested cash out amount has accrued and is consistent with the amount the employee pre-designated. If the full amount of hours designated for cash out is not available at the time of cash out request, the maximum available will be paid. 5. For employees who have not requested payment of the elected cash out amount by November 1 of each year, Payroll will automatically cash out the pre-designated amount in a paycheck issued on or after the payroll date including November 1. ARTICLE XII - LEAVE PROVISIONS 5. ARTICLE XII - LEAVE PROVISIONS Section 1 - Sick Leave. a) The City shall provide each employee with paid sick leave, earned on a daily basis and computed at the rate of 96 hours per year, with no limits on amounts that may be accumulated, except that for employees hired after July 1, 1983, sick leave accrual accumulation shall be limited to 1,000 hours and subsections (a)(1) and (a)(2), shall not apply. Payment for accumulated sick leave at termination shall be made only in the following circumstances: City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 51 of 108 1) Eligible employees who leave the municipal service or who die while employed and who have fifteen or more years of continuous service shall receive compensation for unused sick leave hours in a sum equal to two and one-half percent of their unused sick leave hours multiplied by their years of continuous service and their base hourly rate of pay at termination. 2) Full sick leave accrual will be paid in the event of termination due to disability. b) Use of Sick Leave. Sick leave shall be allowed and used in cases of actual personal sickness or disability, medical or dental treatment, or as authorized for personal business. Up to nine days sick leave per year may be used for illness in the immediate family, including registered domestic partner. A new employee may, if necessary, use up to forty-eight (48) hours of sick leave at any time during the first six months of employment. Any negative balances generated by such utilization will be charged against future accrual or deducted from final paycheck in the event of termination. c) An employee who has been disabled for 60 consecutive days and who is otherwise eligible both for payment under the long-term disability group insurance coverage and accrued sick leave benefits may, at his/her option, choose either to receive the long term disability benefits or to utilize the remainder of his/her accrued sick leave prior to applying for long-term disability benefits. d) Sick leave will not be granted for illness occurring during any leave of absence unless the employee can demonstrate that it was necessary to come under the care of a doctor while on such other leave of absence. e) Return to Work With Limited Duty. Upon approval of department management and the City Risk Manager, an employee may return to work for doctor-approved limited duty. Approval for return to work shall be based upon department ability to provide work consistent with medical limitations, the location of the work assignment, and the length of time of the limitations. The City doctor may be consulted in determining work limitations. f) If an employee’s illness results in an absence from work for more than three (3) consecutive work days or twenty-four (24) continuous hours, whichever is greater, a doctor’s certificate or other proof of illness may be required. The department head or designee may require a doctor’s certificate or other proof of illness when there is reasonable cause of misuse. g) Sick Leave Incentive/Wellness Committee City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 52 of 108 During the term of the MOA, the City and SEIU 521 shall hold a Labor Management Committee Meeting to discuss unused sick leave incentives and wellness program ideas. This Committee will meet at least three (3) times within the first year. The Committee shall be composed of labor representatives, not to exceed five (5) representatives and (5) City representatives. Section 2 - Bereavement Leave. Leave of absence with pay of three days shall be granted an employee by the head of his or her department in the event of death in the employee's immediate family, which is defined for the purposes of this section as wife, husband, son, step-son, son-in-law, daughter, step-daughter, daughter-in-law, mother, step-mother, mother-in-law, father, step-father, father-in-law, brother, brother-in-law, step-brother, sister, step-sister, sister in- law, grandmother, grandmother-in-law, grandfather, grandfather-in-law, grandchildren, aunt, uncle, niece, nephew, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Request for leave with pay in excess of three (3) days shall be subject to the written approval of the City Manager. Approval of additional leave will be based on the circumstances of each request with consideration given to the employee's need for additional time. Section 3 - Military Leave. The provisions of the Military and Veterans' Code of the State of California shall govern the granting of military leaves of absence and the rights of employees returning from such leaves. Consistent with the Military and Veterans Code, the City of Palo Alto shall pay employees in SEIU bargaining unit their regular salary, salary differential, and all available benefits for up to thirty days per calendar year. Section 4 - Leave Without Pay. a) Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physicians' verification including diagnosis and medical work restriction. b) Family Leave. Family leave will be granted in accordance with applicable state and federal law. c) Other Leaves. Leaves of absence without pay may be granted in cases of personal emergency, Union business or when such absences would not be contrary to the best interest of the City. Non-disability prenatal leave is available under this City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 53 of 108 provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum. During unpaid leaves of absence for disability or other reasons, the employee may elect and the City may require that employee to use accrued vacationpaid leave credits in a manner consistent with state and federal law. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective. Section 5 - Jury Duty and Subpoenas. Employees required to report for jury duty or to answer subpoenas as a witness in behalf of the State of California or any of its agencies shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received from such duties other than mileage or subsistence allowances within thirty (30) days from the termination of jury service. When an employee returns to complete a regular shift following time served on jury duty or as a witness, such time falling within the work shift shall be considered as time worked for purposes of shift completion and overtime computation. In determining whether or not an employee shall return to his or her regular shift following performance of the duties, reasonable consideration shall be given to such factors as travel time and a period of rest. When a combination of City work time and jury duty equals 14 or more hours in the 24-hour period immediately before the employee's shift starting time, the employee will be allowed a rest period of nine hours. Any portion of the rest period falling within the employee's work shift will be considered as hours worked and compensated at the straight time rate. This provision does not apply to conditions of bona fide emergency. Bona fide emergency conditions are conditions involving real or potential loss of service or property or personal danger. Section 6 - Time Off to Vote. Time off with pay to vote in any general or direct primary election shall be granted as provided in the State of California Elections Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code. Section 7 - Disapproval of Leave of Absence. In case of disapproval of extension, revocation or cancellation of an existing leave of absence, notice shall be sent by certified mail, return receipt requested, to the employee stating the date of such action, the reason and a specific date to return to work, which is not less than five working days from date indicated on return receipt. Section 8 - Personal Business Leave Chargeable to Sick Leave. All employees shall be granted up to twenty (20) hours personal business leave per calendar year, chargeable to sick leave. The employee need not disclose the reason for the personal business. The City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 54 of 108 scheduling of such leave is subject to the approval of the appropriate level of Management, and such approval shall not unreasonably be denied. Section 9 - Return to Assignment. The department shall make every effort to ensure that employees resuming work following a leave pursuant to Sections 1- 8 shall be returned to the assignment, shift, and/or work location held immediately prior to the leave. If the employee cannot be so assigned, he or she shall, upon request, be granted a meeting with department management to discuss the reasons for the change. Upon request, the employee shall be afforded Union representation at such a meeting. ARTICLE XIII - WORKERS' COMPENSATION INSURANCE ARTICLE XIII - WORKERS' COMPENSATION INSURANCE Section 1 - Industrial Temporary Disability. a) While temporarily disabled, employees shall be entitled to use accrued sick leave for the first three (3) days following the date of injury and thereafter shall be paid full base salary for a period of not to exceed fifty-seven (57) calendar days, unless hospitalized, in which case employees shall be paid full base salary for a period not to exceed sixty (60) days from date of injury. b) For any temporary disability continuing beyond the time limits set forth in (a) above, employees shall be paid two-thirds (66 2/3%) of their full base salary at the time of injury for the duration of such temporary disability in conformance with the State law. c) During the period of temporary disability, an employee's eligibility for health, dental, life, LTD, or other insured program will continue with City contributions at the same rate as for active employees. In case of Subsection (a) above, the employee will continue to accrue vacation and sick leave benefits. In the case of Subsection (b), sick leave and vacation benefits shall not be accrued. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 55 of 108 Section 2 - Vocational Rehabilitation Benefits for Permanently Disabled Employees. Vocational Rehabilitation will be made available to employees who have suffered permanent disability as a result of an injury or illness sustained in the course and scope of employment before 1/1/04. For injuries on or after 1/1/04 qualified employees are entitled to supplemental job displacement vouchers in accordance with the California Labor Code, Division 1, Department of Industrial Relations and Division 4, Workers’ Compensation and Insurance, the Americans with Disabilities Act (ADA), and the City of Palo Alto's Workers’ Compensation Program. ARTICLE XIV - BENEFIT PROGRAMS Section 1 - Health Plan. a) a) Active Employees During the term of this contract, the maximum City contribution towards medical premiums for eligible full time employees per employee category shall be up to a maximum of the following for any plan: Medical Premium Category PEMHCA contribution* 2016/2017/201 8 (projected for 2017/2018) Additional City Contribution 2016/2014/20175 (projected for 2017/2018) Up to a Total Maximum City Contribution Effective 1st PP following contract adoption Up to a Total Maximum City Contribution Effective January 1, 2015January 1, 2017 Up to a Total Maximum City Contribution Effective January 1, 2018 Employee EE only $119125.00/$1 28/131 $569.00/$589.00618 /$645/$673 $688.00743 $708.00773 $804 Employee EE plus one $119125.00/12 8/131 $1256.00/$1296.001 360/$1416/$1475 $1375.001,485 $1415.001,54 4 $1,606 Employee EE Family $119125.00/12 8/131 $1669.00/$1721.001 806/$1880/$1957 $1788.001,931 $1840.002,00 8 $2,088 Effective with the first pay period including January 1, 2015, the City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part-time employee is assigned to work. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 56 of 108 *PEMHCA minimum changes per statutory determination and has historically been increased by $3 dollars each year. Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the amount listed in the “Total Maximum City Contribution” columns above. b) bc) Health Plan Coverage for Future Retirees Hired Before January 1, 2005. Monthly City-paid premium contributions for a retiree-selected health plan through the CalPERS Health Benefits Program will be made as provided under the Public Employees’ Medical and Hospital Care Act. Effective 1/1/07 the City’s monthly employer contribution for each retiree and their eligible family members, as defined by the CalPERS Health Benefits Program, shall be the amount necessary to pay for the cost of his or her enrollment, in a health benefits plan up to the monthly premium for the 2nd most expensive plan offered to the SEIU employee (among the existing array of plans). However, the City contribution for an employee hired before January 1, 2005 who retires on or after April 1, 2011 the City contribution for the retiree and their eligible family members, as defined by the CalPERS Health Benefits Program, shall be the same contribution amount it makes from time to time for active City employees. Effective upon ratification and adoption of this Agreement, the City shall provide active unit employees who were hired before January 1, 2005 with a one-time opportunity to opt-in to retiree health benefits provided under California Government Code section 22893. Eligible employees who wish to exercise this option shall inform the People, Strategy, and Operations department of their election in writing no later than 90 days following the ratification and adoption of this Agreement. a. dc) PERS – Health Benefit Vesting For Future Retirees Effective January 1, 2005 or any existing employee who opts into this vesting schedule. The CalPERS vesting schedule set forth in Government Code section 22893 will apply to all SEIU employees hired on or after January 1, 2005 or any existing employees who opt into this vesting schedule. Under this law, an employee is eligible for 50% of the specified employer health premium contribution after ten years of service credit, provided at least five of those years were performed at the City of Palo Alto. After ten years of service credit, each additional year of service credit will increase the employer contribution percentage by 5% until, at 20 years’ service credit, the employee will be eligible upon retirement for 100% of the specified employer contribution. However, the maximum contribution for eligible family members, as defined by the CalPERS Health Benefits Program, will be 90% of the specified employer contribution. The City of Palo Alto's health premium contribution will be the minimum contribution set by CalPERS under section 22893 based on a weighted average of available health plan premiums. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 57 of 108 Contingent on agreement with similarly affected bargaining units to eliminate the benefit provided by Government Code section 22893, SEIU agrees to eliminate this benefit and meet and confer over an alternative benefit for employees hired on or after January 1, 2005. c) d) Coverage for Domestic Partners. Domestic Partnership Registered with the California Secretary of State. Employees may add their domestic partner as a dependent to their elected health plan coverage if the domestic partnership is registered with the Secretary of State. Domestic Partnership Not Registered with the California Secretary of State. Domestic partners who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for a stipend of two hundred and eighty four dollars ($284.00) per month toward the cost of an individual health plan. Evidence of premium payment will be required with request for reimbursement. e) e) Alternative Medical Benefit Program. If a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through any other non-City of Palo Alto employer- sponsored or association-sponsored group medical plan, the employee may choose to waive his/her right to the City of Palo Alto’s medical plan insurance and receive cash payments in the amount of two hundred eighty-four dollars ($284) for each month City coverage is waived. Examples of waivers eligible for this payment are: • Employee waives all applicable City medical coverage; or • Employee is eligible to enroll his or her spouse or domestic partner and waives medical coverage for the spouse or domestic partner; or • Employee has additional eligible dependents and waives family-level medical coverage. Participation must result in a health insurance cost savings to the City and payments per employee shall not exceed a total of two hundred eighty four dollars ($284.00) per month. To participate in the program the employee and dependents must be eligible for coverage under PEMHCA medical plans, complete a waiver of medical coverage form, and provide proof of eligible alternative medical coverage. Payments will be made in the employee’s paycheck beginning the first month following the employee’s completion of the waiver form. Payments are subject to City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 58 of 108 state and federal taxes and are not considered earnings under PERS law. Employees are responsible for notifying the City of any change in status affecting eligibility for this program (for example, life changes affecting dependent’s eligibility for medical coverage through the employee) and will be responsible for repayment of amounts paid by the City contrary to the terms of this program due to the employee’s failure to notify the City of a change in status. If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change. Section 2 - Dental Plan. a) The City shall continue to provide a self-funded dental program for the benefit of City employees and their eligible dependents. The City shall pay 100% of the required premiums for the program, except that benefits for regular part-time employees will be prorated as follows: Employees hired after January 1, 2005, who will work less than full time, will receive prorated premium costs for dental benefits in accordance with his/her percentage of a full-time work schedule. Part-time employees currently receiving full benefits will not be impacted. b) The City’s Dental Plan provides the following: • Maximum Benefits per Calendar Year $2,000 per person. • c) Effective July 1, 2001, dental implants in conjunction with one or more missing natural teeth, and removal of implants will be covered as a Major Dental Service at 50% usual, customary and reasonable (UCR). d) Effective 1/1/07 the City will add composite (tooth colored) fillings in dental plan posterior teeth. e) Effective 1/1/07 the City will pay up to $2000.00 for Orthodontia coverage. Section 3 - Vision Care. The City shall continue to provide a self-funded vision care program for the benefit of City employees and their dependents. The City shall pay City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 59 of 108 100% of the required premiums for the program. The benefits of the vision care program shall continue to be equivalent to $20 Deductible Plan A under the Vision Service Plan. Section 3 - Vision Care. The City shall continue to provide a self-funded vision care program for the benefit of City employees and their dependents. The City shall pay 100% of the required premiums for the program. The benefits of the vision care program shall continue to be equivalent to $20 Deductible Plan A under the Vision Service Plan. Vision benefits for regular part-time employees hired or assigned to a part-time schedule will be prorated in accordance with his/her percentage of a full- time work schedule. Section 4 - Life Insurance. The City agrees to continue the Basic and Supplemental life insurance plan as currently in effect for the term of this Memorandum of Agreement. Section 5 – Long Term Disability Insurance. The City shall continue the long term disability insurance plan currently in effect for the term of this Memorandum of Agreement. For Plan A, the benefit is 66 and 2/3% of pre-disability earnings to the maximum benefit level of $4000.00 per month. Employee coverage is subject to a voluntary payroll deduction of the insurance premium applicable to the first $6,000 of monthly salary, less a credit of $11.17 per month to be paid by the City. For Plan B, the benefit is 60% of pre-disability earnings up to the maximum benefit level of $1800 per month. Employee coverage is subject to a voluntary payroll deduction of the insurance premium applicable to the first $2000 of monthly salary for Plan B. The City will pay premiums in excess thereof. The City will pay up to $17.50 per month toward long term disability insurance premiums for those employees without eligible dependents covered under the health insurance provisions. Section 6 - Effective Date of Coverage for New Employees. For newly-hired regular employees, elected coverage will begin on the first day of the month following date of hire. Section 7 - Dual Coverage. When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered by only one spouse. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 60 of 108 Section 8 - Deferred Compensation. The City shall continue to make available a Section 457 Deferred Compensation Plan to SEIU employees and will insure reasonable access to Deferred Compensation representatives for all interested employees. Section 9 – Dependent Care Assistance Program and Medical Flexible Spending Accounts. The City shall continue to provide a Dependent Care Assistance Program (DCAP) and Medical Flexible Spending Accounts (FSA) for employees that comply with Section 125 of the Internal Revenue Code. Calendar year limits are set by the IRS. All matters related to the FSA shall be excluded from the grievance requirements of this MOA (per side letter agreed to in 2011). The City shall continue to provide a Dependent Care Assistance Program (DCAP) and Medical Flexible Spending Accounts (FSA) for employees that comply with Section 125 of the Internal Revenue Code. Calendar year limits are set by the IRS. All matters related to the FSA shall be excluded from the grievance requirements of this MOA (per side letter agreed to in 2011) (a) Dependent Care Assistance Program: Can be used to pay for qualified day care (or dependent care) expenses with pre-tax dollars. (b) Medical FSA: Provides reimbursement for excess medical/dental/vision, or expenses that are incurred by employees and their dependents which are not covered or reimbursed by any other source, including existing City-sponsored plans. The City will deduct the annual administrative fee through a payroll deduction (currently $4 as of 2015) or if the employee has unused FSA dollars from the prior calendar year, the City will apply those dollars to cover the administrative fee. Section 10 - Training Programs. a) Employees assigned by the City to attend meetings, workshops, or conventions of their professional or technical associations shall have their dues and reasonable expenses paid by departmental funds and shall be allowed to attend such workshops, meetings, and conventions on paid City time. b) City will reimburse for travel, meals and lodging while away from home attending an educational conference that the supervisor authorizes as being job related or which will improve an employee’s skills. Per City Policy and Procedure 1-02, the Pre-Travel Authorization Form should indicate expenses that will be paid. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 61 of 108 ARTICLE XV - RETIREMENT Section 1 - PERS Continuation. A. Pension Group A: 2.7% @ 55. The City will continue the present benefits under the Public Employees' Retirement System 2.7% at 55 for employees hired before July 17, 2010. The Parties acknowledge that employees under this formula hired before July 17, 2010 are subject to a final compensation calculation, for pension determination purposes, based on their single highest year of compensation earnable as provided by Government Code Section 20042. B. Pension Group B: 2.0% @ 60 – (Single Highest Year). For employees hired on or after July 17, 2010 and before January 1, 2013, and employees hired on or after January 1, 2013 who are not “new members” of CalPERS as defined in the Public Employees’ Pension Reform Act (often referred to as “Classic” CalPERS members), but before the adoption of the modified 2% at 60 formula described below, whichever is later, the City will continue to provide the 2% at 60 retirement formula (“2% at 60”). The Parties acknowledge that employees under the existing 2% at 60 pension formula are subject to a final compensation calculation, for pension determination purposes, based on their single highest year of compensation earnable as provided by Government Code section 20042. C. Pension Group C: 2.0% @ 60 – (3 Highest Years). The City shall further amend its contract with CalPERS to provide miscellaneous “Classic” CalPERS members hired on or after August 1, 2013 with the CalPERS retirement formula two percent (2.0%) of final compensation at age sixty (60) with a final compensation calculation, for pension determination purposes, based on the employee’s three consecutive highest years of compensation earnable, as provided by Government Code section 20037. The City may delay the adoption or implementation of the foregoing amendment to the extent it deems such delay necessary to accommodate legal and administrative requirements. In such event, employees hired between and including August 1, 2013 and the day before the amendment’s implementation date will be placed in the 2% of final compensation at age 60 formula with single highest year earnable compensation as described above. D. Pension Group D: 2% @ 62. Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two percent at age 62 (2%@62) retirement formula with a three year final compensation period. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 62 of 108 D. Section 2 - Employee Share. Effective with the first pay period including July 1, 2012 employees in Pension Groups A, B and C described in Section 1 above shall pay 8% if enrolled in the 2.7%@55 benefit or 7% if enrolled in the 2%@60 benefit. Employees in Pension Group D shall pay the employee contribution required by the Public Employees’ Pension Reform Act, calculated at fifty percent (50%) of the normal cost. Section 3. Employer Share. Section 3. Employer Share. Effective the first full pay period following December 1st, 2016, each unit member in Groups A-D shall pay one-half percent (0.5%) of their salary toward the employer cost of retirement in accordance with Section 20516 of the California Government Code. Effective the first full pay period following December 1st, 2017, each unit member in Groups A-D shall pay an additional one-half percent (0.5%) of their salary toward the employer cost of retirement in accordance with Section 20516 of the California Government Code. This will result in SEIU employees in Groups A-D paying a total of one (1) percent of the employer share (in addition to the employee share of 8%) effective December 1st, 2017. Pension Group Pension Formula Employee Contribution Additional Employee Contribution For Employer's Share12/1/2016 Total Contribution Effective12/1/ 2016 Additional Employee Contribution For Employer's Share12/1/2017 Total Contribution Effective12/1/2017 Group A 2.7%@ 55 8% 0.5% 8.5% 0.5% 9% Group B 2%@60 7% 0.5% 7.5% 0.5% 8% Group C 2%@60 7% 0.5% 7.5% 0.5% 8% Group D 2%@62 6.25% 0.5% 6.75% 0.5% 7.25% City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 63 of 108 Section 4 - Utility Rates Discount. Employees who retire and were employed by the City on or before April 1, 1977, and spouses of deceased employees who were employed by the City on or before April 1, 1977, shall continue reductions in utility rates. All retired employees and spouses of deceased employees with documentation showing retiree status from the City shall also have residential privileges at City libraries, city parks, golf course and swimming pools. Section 4 - Utility Rates Discount. Employees who retire and were employed by the City on or before April 1, 1977, and spouses of deceased employees who were employed by the City on or before April 1, 1977, shall continue reductions in utility rates. All retired employees and spouses of deceased employees with documentation showing retiree status from the City shall also have residential privileges at City libraries, refuse disposal areacity parks, golf course and swimming pools. ARTICLE XVI - COMMUTE INCENTIVES AND PARKING ARTICLE XVI - COMMUTE INCENTIVES AND PARKING Section 1 - Commute Incentive.ARTICLE XVI - COMMUTE INCENTIVES AND PARKINGSection 1 - Commute Incentive. It is the City’s interest to reduce single occupancy vehicle trips to the extent possible in order to address current traffic and environmental challenges. During the term of this agreement, the parties shall meet and confer on changes to the City’s commute incentive and parking program adopted by the City Council. Eligible employees may voluntarily elect one of the following commute incentives:Section 1 - Commute Incentive. It is the City’s interest to reduce single occupancy vehicle trips to the extent possible in order to address current traffic and environmental challenges. During the term of this agreement, the parties shall meet and confer on changes to the City’s commute incentive and parking program adopted by the City Council. Eligible employees may voluntarily elect one of the following commute incentives: a. Civic Center Parking. Employees assigned to Civic Center and adjacent work locations. The City will provide a Civic Center Garage parking permit. New employees hired after April 30, 1994 may initially receive a parking permit for another downtown lot, subject to the availability of space at the Civic Center Garage. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 64 of 108 b. Carpool. The City will provide $30 per month (taxable income) to each eligible employee in a carpool for 60% or more of their scheduled work days per month with two or more people. c. Bicycle. The City will provide $20 per month to eligible employees who ride a bicycle to work. This payment is available through the CCD web site in the form of a special Commuter Check (tax free) for bike equipment, gear or repairs. This benefit cannot be combined with other commute benefits. d. Walk. The City will provide $20 per month (taxable income) to eligible employees who walk to work 60% or more of their scheduled work days. e. Transit or vanpool users: Tax-free incentives up to the IRS limit (currently $255/month) are available through the Commuter Check Direct (CCD) web site for employees using Bay Area public transportation or riding in a registered vanpool at least 60% of their scheduled work days. f. Go Pass. The Go Pass program will offer civic center and other downtown- based employees a Caltrans Go Pass that allows unlimited rides on Caltrain in all zones seven days per week. b. Civic Center Parking. Employees assigned to Civic Center and adjacent work locations. The City will provide a Civic Center Garage parking permit. New employees hired after April 30, 1994 may initially receive a parking permit for another downtown lot, subject to the availability of space at the Civic Center Garage. c. Carpool. The City will provide $30 per month (taxable income) to each eligible employee in a carpool for 60% or more of their scheduled work days per month with two or more people. d. Bicycle. The City will provide $20 per month to eligible employees who ride a bicycle to work. This payment is available through the CCD web site in the form of a special Commuter Check (tax free) for bike equipment, gear or repairs. This benefit cannot be combined with other commute benefits. e. Walk. The City will provide $20 per month (taxable income) to eligible employees who walk to work 60% or more of their scheduled work days. Transit or vanpool users: Tax-free incentives up to the IRS limit (currently $125255/month) are available through the Commuter Check Direct (CCD) web site for employees using Bay Area public transportation or riding in a registered vanpool at least 60% of their scheduled work days. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 65 of 108 f. Go Pass. The Go Pass program will offer civic center and other downtown-based employees a Caltrans Go Pass that allows unlimited rides on Caltrain in all zones seven days per week. The deadline for registering with CCD and placing an online order is 8:59 p.m. on the 7th of each month, for the next month’s benefit. For example, employees wishing to order a transit pass by June must place their online orders with CCD by May 7th. Section 2 – Parking Lot Security – Municipal Service Center. The City will provide fenced and locked parking facilities for Municipal Service Center employees. Procedures will be established for entering and leaving the parking facilities. Section 3 – Bicycle Lockers and Motorcycle Parking. The City will provide bicycle lockers and motorcycle parking areas for City employees at mutually agreeable work locations. Section 2 – Parking Lot Security – Municipal Service Center. The City will provide fenced and locked parking facilities for Municipal Service Center employees. Procedures will be established for entering and leaving the parking facilities. Section 3 – Bicycle Lockers and Motorcycle Parking. The City will provide bicycle lockers and motorcycle parking areas for City employees at mutually agreeable work locations. ARTICLE XVII - PHYSICAL EXAMINATIONS If any non-probationary employee who is required to have a City-provided physical examination not related to workers' compensation programs disagrees with the findings of the City-sponsored physician, he/she may consult with his/her own physician and, if his/her private physician's report conflicts with that of the City physician in terms of ability to work at his/her regular job, then he/she may request an evaluation of his/her problem through a third physician mutually agreed upon by the employee and the City. Cost for such examination will be equally shared and the decision of this physician concerning the continuing ability of the employee to perform his/her work in his/her regular job without exposing himself/herself to further injury as a result of his/her condition shall be the basis for returning the employee to his/her regular work. ARTICLE XVIII – SAFETY City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 66 of 108 Section 1 - Health and Safety Provisions. The City shall furnish and use safety devices and safeguards and shall adopt use practices, means, methods, operations and processes which are reasonably adequate to render such employment and place of employment safe, in conformance with applicable safety regulations under the State Labor and Administrative Code sections. The City shall not require or permit any employee to go to or be in any employment or place of employment which is not safe. Section 2 - Union Cooperation. Union will cooperate with the City by encouraging all employees to perform their work in a safe manner. Section 3 - Safety Committees and Disputes. Safety committees composed of Management and Union stewards in the below listed organizations will meet no less than six (6) times annually to discuss safety practices, methods of reducing hazards, and to conduct safety training. This shall in no way remove the basic responsibility of safety from Management nor shall it in any way alter the responsibility of the employee to report unsafe conditions directly and immediately to his or her supervisor. Section 3 - Safety Committees and Disputes. Safety committees composed of Management and Union stewards in the below listed organizations will meet no less than six (6) times annually to discuss safety practices, methods of reducing hazards, and to conduct safety training. This shall in no way remove the basic responsibility of safety from Management nor shall it in any way alter the responsibility of the employee to report unsafe conditions directly and immediately to his or her supervisor. Safety committees composed of Management and Union stewards in the below listed organizations will meet no less than six (6) times annually to discuss safety practices, methods of reducing hazards, and to conduct safety training. This shall in no way remove the basic responsibility of safety from Management nor shall it in any way alter the responsibility of the employee to report unsafe conditions directly and immediately to his or her supervisor. Community Services Public Works Water-Gas-Wastewater Field Operations Electric Field Operations Water Quality Control City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 67 of 108 a) A committee composed of one facilities Management representative, one building inspection representative, two Union representatives, and the City Risk Manager will meet as needed concerning safety matters of the Civic Center. b) A ten-member Citywide Union/Management safety committee with equal Union and Management membership will meet upon call to review safety and occupational health standards and practices, discuss overall City safety and health problems, and to act as an advisory group to the departmental safety committees. The committee shall review all departmental safety programs and recommend change where necessary. c) In cases of dispute over safe working conditions the employee will first report such unsafe conditions to his or her supervisor and every attempt will be made to rectify the problem at this level. The employee may contact his or her steward to assist in the resolution of the dispute. If the problem cannot be resolved the Risk Manager will be contacted and the problem will be addressed through the interpretation of the basic safety rules and regulations. Should the problem not be resolved at this step, the grievance procedure will be utilized. Safety grievances shall be submitted at Step III. d) In response to recommendations from the Ergonomics Safety Committee, management will develop training workshops which include information on safe ergonomic work practices. Such workshops will be given at least two times per year. Upon release of Cal/OSHA regulations covering safe workplace ergonomic standards, management will immediately adopt such standards as party of its Injury Prevention Program. d) ARTICLE XIX - GRIEVANCE and APPEAL PROCEDURE Section 1 - General Provisions. The City and the Union recognize that early settlement of grievance or appeal of disciplinary actions is essential to sound employee-employer relations. The parties seek to establish a mutually satisfactory method for the settlement of employee grievances, or appeal of disciplinary action, or Union grievances as provided for below. In presenting a grievance or appeal of disciplinary action, the aggrieved and/or his or her representative is assured freedom from restraint, interference, coercion, discrimination or reprisal. Release time for investigation and processing a grievance or appeal of disciplinary action is designated in Article IV of this Memorandum of Agreement (MOA). City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 68 of 108 Section 2 – Definitions. a) Grievance means an unresolved complaint or dispute regarding the application or interpretation of rules, regulations, policies, procedures, Memorandum of Agreement or City ordinances of resolution, relating to terms or conditions of employment, wages or fringe benefits, excluding however those provisions of this MOA which specifically provide that the decision of any City official shall be final, the interpretation or application of those provisions not being subject to the grievance or appeal of disciplinary action procedure. b) Appeal of a disciplinary action means an appeal of any kind of disciplinary action against an employee covered by this Memorandum of Agreement. Discipline is defined as suspensions without pay, reductions in pay, demotion or discharge. Reprimands, transfers, reassignments, layoffs, and negative comments in performance evaluations are not considered discipline. b) Section 3 - Conduct of Grievance Procedure or Appeal of Disciplinary Action Procedure. a) An aggrieved employee may be represented by the Union or may represent himself/herself in preparing and presenting a grievance or appeal of disciplinary action at any level of review. Grievances or appeal of disciplinary action may also be presented by a group of employees. No grievance or appeal of disciplinary action settlement may be made in violation of an existing merit rule or memorandum of agreement. The Union will be notified prior to the implementation of any settlement made which affects the rights or conditions of other employees represented by the Union. The Union and the Steward will be copied on all written representation unit grievance or appeal of disciplinary action decisions. b) An employee and the representative steward, if any, may use a reasonable amount of work time so long as there is no disruption of work, in conferring about and presenting a grievance or appeal of disciplinary action. Requests for release time to prepare grievance or appeal of disciplinary action shall be made in accordance with the provisions of Article IV, Section 3. c) Beginning with the third step of the grievance or appeal of disciplinary action procedure, the Chief Steward or Alternate Chief Steward may assist in presenting a grievance or appeal of disciplinary action and may be present at all Step III, and IV grievance or appeal of disciplinary action hearings. d) The time limits specified in this Article may be extended by mutual agreement in writing of the aggrieved employee or the Union and the reviewer concerned. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 69 of 108 e) Should a decision not be rendered within a stipulated time limit, the grievant may immediately appeal to the next step. f) The grievance or appeal of disciplinary action may be considered settled if the decision of any step is not appealed within the specified time limit. g) If appropriate, the aggrieved employee(s) or the Union and the department head may mutually agree, in writing, to waive Step I and/or Step II of the grievance or appeal of disciplinary action procedure. h) Grievances or appeal of disciplinary action shall be made in writing and submitted on forms provided by the City or on forms which are mutually agreeable to the City and the Union. The written grievance or appeal of disciplinary action shall contain clear, factual and concise language, including: (1) the name of the grievant; (2) a statement of the facts upon which the grievance or appeal of disciplinary action is based, including relevant dates, times and places; (3) specific provisions of this Agreement or specific City rules, policies, or procedures which the grievance or appeal of disciplinary action alleges has been violated; (4) a summary of any steps taken toward resolution; and (5) the action the grievant believes will resolve the grievance or appeal of disciplinary action. i) Any retroactivity on monetary grievances or appeal of disciplinary action shall be limited to the date of occurrence, except in no case will retroactivity be granted prior to three months before the grievance or appeal of disciplinary action was filed in writing. j) If the grievance is filed by more than one employee in the bargaining unit, the Union may, at its option, convert it to a Union grievance after Step II of the grievance procedure. The Union may also file a grievance in those instances when, under this Memorandum of Agreement, a Union right not directly related to an individual employee becomes the subject of dispute. Union grievances shall comply with all of the foregoing provisions and procedures. k) For purposes of time limits, “working days” are considered to be Monday through Friday, exclusive of City holidays. l) If a mutually agreed solution is reached during any step of this grievance or appeal of disciplinary action procedure, the agreement shall be placed in writing and signed by the City and the grievant or union. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 70 of 108 m) Upon request of either party, meetings to discuss the grievance or appeal of disciplinary action shall be held at any step in the grievance or appeal of disciplinary action procedure. n) The Parties may mutually agree in writing to an alternate method(s) of delivery for any communication for any notices required pursuant to Article XIX, Grievance Procedure, of a grievance or appeal of disciplinary action. Such agreement shall list the designated representative(s) for each party and the appropriate contact information for each Party, and describe the agreed-upon method(s) of communication. All designated representatives shall be copied on any communications. On all transmissions that are intended to conform to a time limit, the sender shall retain proof that the transmission was sent within that limit (for example, confirmation of electronic mail transmission or record of successful fax transmission) in the sender’s file for production if a dispute arises over existence or timing of the transmission. Either Party may designate new representatives or terminate an alternate delivery agreement under this section by providing written notice, which shall be effective immediately, to the other. Section 4 - Grievance and Appeal Procedure. Step I. Informal Discussion. Within fifteen (15) working days after the incident or discovery of the incident on which the grievance or appeal of disciplinary action is based the aggrieved employee shall present the grievance action to his or her immediate supervisor and attempt to resolve the grievance through informal discussions. Every attempt will be made to settle the issue at this level. Step II. If the grievance is not resolved through the informal discussion in Step 1 or the employee wishes to appeal disciplinary action taken against him/her in the case of a grievance, the employee will reduce the grievance or appeal of disciplinary action to writing and submit copies to the Department head or his or her designee within fifteen (15) working days of the discussion with the immediate supervisor or within fifteen (15) working days from the receipt of a final disciplinary action. The Department Head or designee shall have fifteen (15) working days from the receipt of a written grievance or appeal of disciplinary action to review the matter and prepare a written statement. Step III. If the grievance or appeal of disciplinary action is not resolved and/or the aggrieved employee is not satisfied with the Step II decision, the grievant or disciplined employee may appeal to the Human Resource Director or his or her designee in writing within fifteen (15) working days of the receipt of the Department Head's response. The written appeal to the Human Resources level shall include a copy of the original grievance or appeal of disciplinary action, the Department Head’s decision at Step II, City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 71 of 108 and a clear statement of the reasons for appeal. Within fifteen (15) working days, after receiving the written appeal, the Human Resource Director shall review the matter and prepare a written statement. If a mutually agreed solution is reached during this process the agreement shall be placed in writing and signed. Step IV. If the grievance or appeal of disciplinary action is not resolved at Step III, the aggrieved employee may choose between final and binding resolution of the grievance or appeal of disciplinary action through appeal to the City Manager or through appeal to final and binding arbitration. For the term of this Memorandum of Agreement, appeals to final and binding arbitration may be processed only with Union approval. All Step IV appeals must be filed in writing at the Human Resources Department Office within fifteen (15) working days of receipt of the Human Resource Director’s decision at Step 3. If the grievant or appellant elects final and binding resolution by the City Manager, the City Manager will choose the methods he or she considers appropriate to review and settle the grievance or appeal of disciplinary action. The City Manager shall render a written decision to all parties directly involved within fifteen (15) working days after receiving the grievant/appellant’s appeal. If the grievant/appellant elects final and binding arbitration in accordance with this provision, the parties shall mutually select an arbitrator within 90 days from the date of receipt of the written request for appeal. In the event the parties cannot agree on an arbitrator, they shall mutually request a panel of five arbitrators from the California State Conciliation Service or from the American Arbitration Association if either party objects to the State Conciliation Service, and select an arbitrator by the alternate strike method. The arbitrator shall have jurisdiction and authority only to interpret, apply, or determine compliance with the provisions of this Memorandum of Agreement and such Merit System Rules, regulations, policies, procedures, City ordinances, resolutions relating to terms or conditions of employment, wages or fringe benefits, as may hereafter be in effect in the City insofar as may be necessary to the determination of grievances or appeal of disciplinary action appealed to the arbitrator. The arbitrator shall be without power to make any decision contrary to, or inconsistent with or modifying in any way, the terms of this Memorandum Of Agreement. The arbitrator shall be without authority to require the City to delegate or relinquish any powers which by State law or City Charter the City cannot delegate or relinquish. Where either party seeks arbitration and the other party claims the matter is not subject to the arbitration provisions of this Memorandum of Agreement, the issue of arbitrability shall first be decided by the arbitrator using the standards and criteria set forth in Article XX and without regard to the merits of the grievance or appeal of disciplinary action. If the issue is held to be arbitrable, the arbitration proceedings will be recessed for up to five working days City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 72 of 108 during which the parties shall attempt to resolve the grievance. If no resolution is reached, the arbitrator will resume the hearing and hear and resolve the issue on the merits. Copies of the arbitrator's decision shall be submitted to the City, the aggrieved employee and the Union. All direct costs emanating from the arbitration procedure shall be shared equally by the City and the aggrieved employee or the Union. ARTICLE XX - UNSATISFACTORY WORK OR CONDUCT AND DISCIPLINARY ACTION ARTICLE XX - UNSATISFACTORY WORK OR CONDUCT AND DISCIPLINARY ACTION The City has the right to discipline, demote, or discharge employees for cause. Non- probationary employees whose work or conduct is unsatisfactory but not sufficiently deficient to warrant discipline, demotion, or discharge will be given a written notification of unsatisfactory work or conduct and an opportunity to improve. Failure to correct deficiencies and improve to meet standards may result in discipline, demotion, or discharge. Discipline is defined as suspensions without pay, reduction in pay, demotion, or discharge. Coaching, mentoring, verbal counseling, written counseling, rReprimands, transfers, reassignments, layoffs, and negative comments in performance evaluations are not discipline and shall not be subject to the requirements of this Article. Section 1 - Preliminary Notice of Discipline. Prior to imposing disciplinary action, a supervisor shall provide an employee with preliminary written notice of the proposed disciplinary action. The notice of proposed disciplinary action must be in writing and served on the employee in person or by registered mail or Fed-Ex. The notice of disciplinary action shall include: a) Statement of the violations upon which the disciplinary action is based; b) Intended effective date of the action; c) Statement of the cause thereof; City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 73 of 108 d) Statement in ordinary and concise language of the act or the omissions upon which the causes are based; e) Copies of any documents or other written materials upon which the disciplinary action was fully or in part based. f) Statement advising the employee of his/her right to appeal from such action, and the right to union representation and a statement that in order to exercise your rights to union representation the employee may contact their SEIU representative or their steward. g) The date and location of the Skelly meeting and the name of the Skelly Officer Section 2 - Skelly Meeting. The employee shall have the right to respond informally to the charges either verbally or in writing before the discipline is imposed. The employee shall have fifteen (15) working days from receipt of the notice to request this pre- disciplinary administrative review. The employee may request a reasonable extension of the time to respond for justifiable reasons. The Skelly meeting to listen to the verbal responses shall be scheduled with a City representative who is not the manager recommending the discipline (the “Skelly Officer”). The Skelly Officer shall render a final written decision (the “post-Skelly decision”) within fifteen (15) working days of receiving the employee’s response, if any, and shall deliver the post-Skelly decision to the employee by personal delivery or registered mail. The Skelly Officer may sustain, modify, or overturn the recommended disciplinary action. If the Skelly Officer sustains or modifies the disciplinary action, the action may be imposed after the post-Skelly decision is delivered to the employee. Section 3 – Appeals. Appeals of disciplinary action should be processed through the procedures outlined in Steps 2-4 of the grievance appeal of disciplinary action procedure (Article XIX, Section 4.) Section 3 – Appeals. Appeals of disciplinary action should be processed through the procedures outlined in Steps 2-4 of the grievance appeal of disciplinary action procedure (Article XIX, Section 4.) City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 74 of 108 ARTICLE XXI - NO ABROGATION OF RIGHTS The parties acknowledge that Management rights as indicated in Section 1207D of the Merit System Rules and Regulations and all applicable State laws are neither abrogated nor made subject to negotiation by adoption of this MOA. ARTICLE XXII - OUTSIDE EMPLOYMENT The provisions of Article 4.7 of the Government Code of the State of California will govern the determination of incompatible outside employment. ARTICLE XXIII – WORK STOPPAGE AND LOCKOUTS The City agrees that it will not lock out employees, and the Union agrees that it will not engage in any concerted work stoppage or slowdown during the term of this MOA. An employee shall not have the right to recognize the picket line of a labor organization when performing duties of an emergency nature. ARTICLE XXIV PROVISIONS OF THE LAW ARTICLE XXIV - PROVISIONS OF THE LAW Section 1 - . Conformity and Separability of Provisions. This Memorandum of Agreement is subject to all current and future applicable Federal and State laws and Federal and State regulations and the Charter of the City of Palo Alto and the Constitution of the State of California. Should any of the provisions herein contained be rendered or declared invalid by reason of any existing State or Federal legislation, such invalidation of such part or portion of this Memorandum of Agreement shall not City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 75 of 108 invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable. Section 2 - . Merit Rules and Regulations. This Memorandum of Agreement shall become a part of the City of Palo Alto Merit Rules and Regulations applying to employees assigned to classifications in the SEIU unit. As applied to employees assigned to the SEIU unit, this Memorandum of Agreement shall prevail over any conflicting Merit Rules and Regulations. Section 3 - Resolution. The City and the Union agree by signing this Memorandum of Agreement that the wages, hours, rights and working conditions contained herein shall be continued in full force during the term of this Memorandum of Agreement except as otherwise provided for in the Memorandum of Agreement and shall be binding on both the City and the Union upon ratification by the Council of the City of Palo Alto and upon ratification by Union membership. Section 3 - Resolution. The City and the Union agree by signing this Memorandum of Agreement that the wages, hours, rights and working conditions contained herein shall be continued in full force during the term of this Memorandum of Agreement except as otherwise provided for in the Memorandum of Agreement and shall be binding on both the City and the Union upon ratification by the Council of the City of Palo Alto and upon ratification by Union membership. ARTICLE XXV - . TUITION REIMBURSEMENT The City shall fund a Tuition Reimbursement Program for use by non-probationary employees in the unit with at least one (1) year of full time service with the City. This program will provide reimbursement to eligible SEIU members for successful completion of undergraduate or graduate level courses or collegiate level certification courses related to employment opportunities with the City. The City will fund up to $100,000 for each fiscal year of the term of this MOU. The maximum reimbursement will be one thousand five hundred dollars ($1,500) per employee for each fiscal year of this MOU. The reimbursement will be provided if the following conditions are met: City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 76 of 108 a. Courses must be pre-approved as job related by the division head or designee prior to the start of the course. b. Eligible expenses include required textbooks, tuition, fees, lab fees and equipment, but will not include parking fees or health fees related to enrollment. c. Employees must attain a final grace of “C” or better for both undergraduate and graduate work. Courses providing a “pass/fail” must achieve a “pass” to qualify for reimbursement. Ungraded undergraduate and graduate level courses will be reimbursement based on proof of successful completion. d. Requests for reimbursement shall be submitted in accordance with the procedures developed by the City. A request for reimbursement will not be considered submitted until it includes the relevant receipts and proof that the necessary grade or successful completion was earned. e. Requests for reimbursement must be submitted within thirty (30) calendar days of the end of the fiscal year to be allocated to the fiscal year. f. Monies expended on tuition reimbursement will be subject to appropriate IRS regulations. g. Courses must be taken on the employee’s off duty hours, unless prior approval is received from the employee’s supervisor. h. The City may require reimbursement from the employee prior to completion of twelve months of service following receipt of the reimbursement. Reimbursement to the City will be to the extent allowable under law. This program is intended to provide educational and career development opportunities includinged licenses and certifications that are job related, and shall not replace other training currently offered by the City. i. ARTICLE XXVI - COST REDUCTION PROGRAMS During the term of this agreement, the Union will aggressively assist Management in developing cost reduction programs. Such programs may include voluntary reduced hours/pay after this concept is studied by Management, and with such application as may be approved by Management. ARTICLE XXVII – TERM City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 77 of 108 ARTICLE XXVII – TERM The Term of this Memorandum of Agreement shall commence on December 1, 2015 and shall expire on December 31, 2018December 1, 2013 and shall expire on December 1, 2015. The Parties agree that they will commence negotiations over a successor to this Memorandum of Agreement no later than one hundred eighty (180) days (July 2, 2018) before its expiration. If, at the time this Memorandum of Agreement would otherwise expire, the parties are continuing to negotiate a successor Memorandum of Agreement, upon mutual agreement the terms and conditions of this Memorandum will continue in effect. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 78 of 108 EXECUTED: FOR LOCAL 521, SEIU, CTW: FOR CITY OF PALO ALTO: _______________________________ _______________________________ Nick RaischMIiesha Brown, SEIU James Keene, City Manager __ Margaret AdkinsLynn Krug, Chapter Chair Rumi Portillo, Chief People OfficerHuman Resources Director City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 79 of 108 __ Dania Torres-WongAllyson Hauck, Chief Negotiator _____ __ Melissa TronquetNatalie Korthamaer, Manager of Employee and Labor Relations Mgr __ Maria Patino, HR RepresentativeJoe Saccio, Deputy Director, Administrative Services ___ Jon HospitalierNancy Nagel, Sr. Financial Analyst ____________ Dean Batchelor __________ Debra Burger __________ Diane Lai __________ Rhyena Halpern __________ Richard Baptist City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 80 of 108 APPENDIX A APPENDIX A Effective the pay period following execution of a successor following ratification and approval by the Union and the City Council, employees in this unit will receive a 1.5% salary increase. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 81 of 108 ______ _______________________________ __________________________________ _______________________________ ___________________________________ ________________________________ ________________________________ City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 82 of 108 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 83 of 108 Appendix “AAPPENDIX A ” Effective the pay period following execution of a successor following ratification and approval by the Union and the City Council, employees in this unit will receive a 1.5% salary increase. Effective the pay period following December 1, 2016, employees in this unit will receive a 3% salary increase. Effective the pay period following December 1, 2017, employees in this unit will receive a 3% salary increase. This Appendix will be amended to reflect salary increases and market adjustments with the effective dates shown in Appendix A-1, with the final salary schedule as shown in Appendix A-2. This Appendix will be amended to reflect salary increases and market adjustments with the effective dates shown in Appendix A-1, with the final salary schedule as shown in Appendix A-2. • For employees below median after receiving the first salary increase of 1.5% as listed above, the City will provide 1/3 market adjustment to median effective the first pay period following ratification by the Union. • The City will provide the second 1/3 market adjustment to median, effective the first pay period following December 1, 2016. • The City will provide the final 1/3 market adjustment to median, effective the first pay period following July 1, 2017. For these market adjustments, the City will use market data effective as of December 31, 2015. • The City shall maintain service retention steps of 2.5% of base for Dispatcher I, II and Lead at the beginning of 7th year and beginning of 10th year. • Utility System Operators will receive a 10% recruitment and retention pay increase the first full pay period following adoption of this agreement • Public Safety Dispatchers (I,II, and Lead) will receive a 10% recruitment and retention pay increase the first full pay period following adoption of this agreement. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 84 of 108 • WQCP Operators and Senior Operators will receive a 5% recruitment and retention pay increase the first full pay period following adoption of this agreement. The Facilities Lead will receive a 1.33% increase to maintain a 7% differential. APPENDIX B. APPRENTICESHIPS Note: Employees hired into a Lineperson Apprenticeship position on or before April 11, 2016 will continue to progress through the Apprenticeship steps and into the Lineperson journey rate at the same intervals as existed before April 11, 2016 in the Apprenticeship Program. Substation Electrician, Street Light /Traffic Signal / Fiber Technician, Lineperson/Cable Splicer APPRENTICE: Upon completion, may lead to Journey level position. The Utilities Department has formalized the Apprenticeship programs in the Electric Section to develop journey level electricians/technicians and lineperson/cable splicers. The following are basic concepts/principles to be incorporated: 1. The administration and operation of the Apprenticeship programs will be managed by the Apprenticeship Committee, which will be selected by the Manager of Electric Operations and comprised of two (2) bargaining unit members designated by Local 521 and two (2) Utility Supervisors and the Manager of Electric Operations. The Manager of Electric Operations will maintain oversight of the program. The Apprenticeship Program will be subject to review and approval by the State of California Department of Industrial Relations Division of Apprenticeship Standards. 2. The journey level position will not be a promotional opportunity for anyone other than the apprentice under filling the position, as long as that apprentice is successfully progressing through the program. 3. Employees within Electric Operations, who qualify, will be given first consideration for the apprentice position prior to other City classifications or recruiting from outside the City. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 85 of 108 4. A letter of agreement will be entered into by the apprentice and the City identifying the terms and conditions of the program. 5. The program will normally require eight thousand (8000) work hours (48 months) to complete for Lineperson Cable Splicer and six thousand (6000) work hours (36 months) for Substation Electrician, Street Light /Traffic Signal / Fiber Technician positions. 6. Normal progress through the program will be in periodic increments with formal evaluations. 7. Salary steps have been established to bridge the Electrical Assistant classification into the journey level classifications. The salary steps for the Substation Electrician, Street Light /Traffic Signal / Fiber Technician and Lineperson Cable Splicer apprenticeships are outlined in the State of California Department of Industrial Relations Division of Apprenticeship Standards. Employees hired into a Lineperson/Cable Splicer Apprenticeship position will be paid at step 1 of the Lineperson/Cable Splicer Apprentice step range. Upon completion of all course work requirements outlined in the apprentice syllabus, the employee will progress as follows: Month Step 1-12 1 13-18 2 19-24 3 25-36 4 36-48 5 Month Step Step Intervals 1-12 1 12 months 13-24 2 12 months 25-36 3 12 months 37-42 4 6 months 43-48 5 6 months Upon successful completion of the fourth year following commencement of the Apprenticeship, the employee will be reclassified/progressed to Lineperson / Cable splicer Journey Level and paid at the top step (step 5) of the journeyman rate. In any case, successful completion of the program and movement into the Lineperson Cable Splicer journey level classification will not transpire until the employee has fulfilled all of City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 86 of 108 the requirements outlined in the program content description and received the recommendation of the Apprenticeship Committee. Employees hired into a Substation Electrician or Street Light /Traffic Signal / Fiber Technician Apprenticeship position will be paid at step 1 of the Substation Electrician or Street Light /Traffic Signal / Fiber Technician step range. Upon completion of all coursework requirements outlined in the apprentice syllabus, the employee will progress as follows: Month Step 1-6 1 7-12 2 13-18 3 19-24 4 25-36 5 Upon successful completion of the Apprenticeship, the employee will be reclassified / progressed to Substation Electrician or Street Light /Traffic Signal / Fiber Technician Journey Level and paid at the fifth step (step 5) of the journeyman rate. In any case, successful completion of the program and movement into the Substation Electrician or Street Light /Traffic Signal / Fiber Technician journey Level classification will not transpire until the employee has fulfilled all of the requirements outlined in the program content description and received the recommendation of the Apprenticeship Committee. 8. Should an apprentice prove deficient in progressing through either the coursework or on-the-job training portion of an apprenticeship step, the apprentice shall not progress to the next higher step nor shall the apprentice receive the step increase in wages. The apprentice as described above may at the discretion of the appropriate Division Manager, be granted a three (3) month extension to eliminate the deficiency and be allowed to progress to the next higher step in the apprenticeship and receive the step increase in wages. *Note: A maximum of two (2) time extensions may be granted during the term of the apprenticeship. Any apprentice that is removed due to documented deficiency shall have their employment terminated. 9. The City and the Union agree to review or develop job descriptions to better reflect the qualification necessary to attract and retain successful candidates for this program. It is further agreed that the job descriptions will not warrant additional compensation. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 87 of 108 10. Training will consist of on-the-job (OJT) and required training as outlined in the program, Training costs will be funded by departmental funds and employees will be compensated their normal wages while attending required training. Personal time spent in off-the-job training and/or study will not be compensated. 11. The apprentice will be under the continuing guidance of an appropriately qualified journey level person during OJT. Such journey level persons will be assigned by Management from among volunteers who will not receive additional compensation. 12. Qualifications/progress will be verified by appropriately kept records. 13. Unless specifically stated otherwise, regular City personnel policies and MOA provisions will apply to the apprenticeship program. 14. This program may become a conceptual model for apprenticeships in other divisions or departments. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 88 of 108 APPENDIX C. DEPT/DIVISION CLASSIFICATION WORKDAY OR WORKWEEK VARIATION APPENDIX C. DEPT/DIVISION CLASSIFICATION WORKDAY OR WORKWEEK VARIATION ELECTRICIAN/LINEPERSON - LINEPERSON/CABLE SPLICER APPRENTICE: May lead to Electrician or Lineperson/Cable Splicer positions. The Utilities Department is proposing to formalize the Apprenticeship programs in the Electric Section to develop journey level electricians and lineperson/cable splicers. The following are basic concepts/principles to be incorporated: City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 89 of 108 1. The administration and operation of the Apprentice Lineperson/Cable Splicer program will be managed by the Apprenticeship Committee which will be selected by the Manager of Electric Operations and comprised of two (2) bargaining unit members designated by Local 521 and two (2) Managers and the Manager of Electric Operations. The Manager of Electric Operations will maintain oversight of the program. The Apprenticeship Program will be subject to review and approval by the State of California Department of Industrial Relations Division of Apprenticeship Standards. 2. The journey level position will not be a promotional opportunity for anyone other than the apprentice underfilling the position, as long as that apprentice is successfully progressing through the program. 3. Employees in Electric Operations who qualify will be given first consideration for the apprentice position prior to other City classifications or recruiting from outside the City. 4. A letter of agreement will be entered into by the apprentice and the City identifying the terms and conditions of the program. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 90 of 108 5. The program will normally require forty-eight (48) months to complete. 6. Normal progress through the program will be in periodic increments with formal evaluations. 7. Salary steps have been established to bridge the Electrical Assistant classification into the journey level classification. Employees hired into an Apprenticeship position on or before July 1, 2012 will continue to progress through the Apprenticeship steps and into the Lineperson journey rate at the same intervals as existed before July 1, 2012 for other employees in the Apprenticeship Program. This will result in the employee achieving the top step (step 5) of the Lineperson rate after completion of 36 months of the Apprenticeship Program. However, such employees will continue in the Apprenticeship program through the successful completion of the fourth year of the program. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 91 of 108 Employees hired into an Apprenticeship position after July 1, 2012 will be paid at step 1 of the Apprenticeship range through the first year of the Apprenticeship. At the end of the first year, the employee will progress to step 2. The next step will occur at 18 months after the commencement of the Apprenticeship; the next at 24 months; the next at 30 months; and the next at 36 months. Upon completion of the fourth year following commencement of the Apprenticeship, the employee will be paid at the top step (step 5) of the journey Lineperson wage. Successful completion of the program and movement into the Lineperson classification will not transpire until the employee has fulfilled all of the requirements outlined in the program content description and received the recommendation of the Apprenticeship Committee. 8. A process for initial selection and placement in the program will be established. The City and the Union agree to review or develop job descriptions to better reflect the qualification necessary to attract and retain successful candidates for this program. It is further agreed that the job descriptions will not warrant additional compensation. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 92 of 108 9. A procedure for removing an unsuccessful apprentice from the program will be developed. 10. A task force including journey level persons will be assigned to determine the content and approach to specific elements of training. 11. Training will consist of on-the-job (OJT) and after hours elements (study and formal classes). Off-the-job training costs will be funded by tuition reimbursement and departmental funds. Personal time spent in off-the-job training will not be compensated. 12. The apprentice will be under the continuing guidance of an appropriately qualified journey level person during OJT. Such journey level persons will be assigned by Management from among volunteers and will receive no additional compensation. 13. Qualifications/progress will be verified by appropriately kept records. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 93 of 108 14. Unless specifically stated otherwise, regular City personnel policies and MOA provisions will apply to the apprenticeship program. 15. This program may become a conceptual model for apprenticeships in other divisions or departments. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 94 of 108 APPENDIX C. ALTERNATIVE 4/11 WORK SCHEDULE The City and Union have agreed to the following alternative work schedule for Public Safety Dispatchers: 1. The City agrees to maintain a minimum of 18 permanent dispatchers on paid status for this alternative 4/11 work schedule. If the Communications Unit falls below the minimum staffing levels for Communications for more than 120-days (4 months), the City and the Union will meet and confer over whether to continue the 4/11 schedule or revert to another schedule (such as 4/10) until such time as there are 18 permanent dispatchers on paid status. 2. The City agrees that in accordance with FLSA requirements the dispatchers will receive overtime for all hours worked outside of the regularly scheduled work hours of the 4/11 schedule. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 95 of 108 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 96 of 108 City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 97 of 108 APPENDIX D - DEPT/DIVISION CLASSIFICATION WORKDAY OR WORK WEEK VARIATION Section 1. Exceptions to Standard Workday or Work Week for SEIU Representation Unit: Community Services Arts & Culture Division Volunteer - Coordinator Each week (30 hours): 15 hours of unscheduled time; 15 hours of scheduled time Library Department Coordinator, Library Programs Librarian Senior Librarian Library Specialist Library Assistant Library Associate In a given workweek, staff may work three eight-hour days, one seven-hour day, and one nine-hour day. On a voluntary basis, staff may work five non-consecutive days within seven. Section 2. Rules Governing Flexible Work Hours. These rules and procedures are established pursuant to Article VI, Section 8, and are an application of Article VIII, Sections 1, 2, and 3 of the Memorandum of Agreement to the City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 98 of 108 classifications of Coordinator, Recreation Programs; Producer, Arts & Sciences Programs; Program Assistant; Theater Specialist, in the Recreation and Arts & Culture Sciences Divisions of the Community Services Department, and the classifications of Associate Planner, Building Planning Technician, CDBG Coordinator, Engineer, Executive Secretary, Office Specialist, Planner, and Senior Planner and Staff Secretary in the Planning and Community Environment Department. a) Flexible Work Schedule 1. Employees in the covered classification shall be permitted to arrange flexible work schedules with division approval, providing that such schedules shall include forty (40) hours per week. 2. Standard daily office hours shall are typically be Monday through Friday, between the hours of 8:00 a.m. and 6:00 p.m. as determined by the Department. Flexible hours may occur for supervision of, and/or attendance at, evening programs, meetings, weekend events, or other programs. 1.b) Overtime 1. Emergency call-out work shall be defined as overtime work and compensated per standard City practices. 2. If the need arises for overtime work due to an unusual circumstance calling for extra hours or due to a special event, compensation shall be allowed with prior approval of the Director of Recreation, Director of Arts and CultureSciences, or the Director of Planning and Community Environment, and shall be compensated for, as spelled out in the Memorandum of Agreement. Section 3. 2080 Plan a) Either the Union or the City may withdraw from the Plan by giving the other party 30 calendar days written notice. In the event of termination of the plan, the covered classifications will return to an 8-hour or other authorized workday as provided under Article VIII, Section 1, of this Memorandum of Agreement. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 99 of 108 b) Provisions of the 2080 Plan are as follows. To the extent that these provisions are in conflict with other provisions of the Memorandum of Agreement, these provisions will prevail. c) The 2080 Plan or “12 hours per Shift Schedule” is an authorized work schedule for the Electric System OperatorsUtility Systems Operators and Water Quality Control Plant Operators. 2080 Plan Under this 2080 Plan, each employee's hours of work per year may not exceed 2,240. For scheduling purposes, and subject to the Merit System Rules and Regulations, the employee will be guaranteed not less than 2080 hours per year, or no less than 52 weeks at the normal number of hours worked per week. Any employee covered by the Plan who works up to 2,080 hours per year is compensated for all hours worked at the agreed upon rate. The City must pay overtime for all hours worked in excess of 12 in any workday, 56 hours in any work week, or 2080 hours in 52 weeks as the case may be. The rate of overtime will be at time and one-half the employee's regular rate of pay (or current contract overtime rate, if different). Shift Schedule The shift schedules combined must provide full 24-hour, seven (7) days per week coverage for the Utility Control Center and Water Quality Control Plan. The shift schedule shall be a rotating schedule. The Electric System OperatorsUtility Systems Operators’ shift schedule will reach the equivalent of 40 hours per week in five weeks. The 12-hour shifts begin at 7:00 a.m. and 7:00 p.m. The Relief shift shall begin at 7:00 a.m. and end at 3:00 p.m. with lunch taken while working. The shift schedule shall be rotating schedule. The Water Quality Control Plant Operators’ shift schedule will reach the equivalent of 40 hours per week in two weeks. There will be four 12-hour shifts that begin at 6:00 a.m. and 6:00 p.m. The fifth shift will be a 4/10 shift that begins at 6 a.m. on three days, and at noon on the fourth day. Pay Period Pay periods and workweek for the System Operations will begin Sunday at 7:01 a.m. Pay periods and workweek for the Water Quality Control Plan Operators will begin Saturday at 6:01 a.m. Wages Wages will be based on the City of Palo Alto Compensation Plan, which may vary from time to time as mutually agreed upon. Overtime City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 100 of 108 Under the 2080 Plan, the City will pay overtime for all hours worked in excess of 12 in any workday, 56 in any work week, or 2080 in 52 weeks, as the case may be. Overtime will also be paid for hours worked when an employee is called in to work other than their regularly-scheduled shift. The overtime rate of pay will be one and one-half times (or current contract overtime rate, if different) of the employee's regular rate of pay. All overtime worked will be paid to the employee. No compensatory time off for overtime will be allowed with the exception of Water Quality Control Operations. Relief Employees This provision only applies to the Electric System OperatorsUtility Systems Operators. The five Operators share the relief week evenly as they rotate through the five week cycle. Relief employee(s) will be used within the 12-hours shift schedule only when relieving for the System Operators on shift. When not relieving, they will work four eight-hour shifts. When a vacation relief week results in a 36-hour or 48-hour week, the operator working said week shall be paid at one and one-half (1½) time their normal rate of pay for hours that exceed thirty two (32) hours. Relief Duties This provision only applies to the Electric System OperatorsUtility Systems Operators. An employee who is scheduled to perform relief duties shall be available for duty in revolving shifts on any day of the week and may be assigned for relief in any shift without advance notice. Relief employees will be paid standby pay during their relief week. Standby This provision only applies to the Electric System OperatorsUtility Systems Operators. An employee who is on relief duties is covering standby, and will be compensated according to Article VIII, Section 7 (a) of the Memorandum of Agreement. If the relief employee is on vacation or otherwise unavailable for relief duties, the employee(s) on their three or four-day off period will be first on standby. Management reserves the right to utilize Management personnel as Operators on a short-term, as needed basis, if no Operator is available. Filling Vacant Positions If the City elects to fill a vacancy other than by reassignment of the shift or the utilization of prior or succeeding shift personnel, the following procedure shall be used: City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 101 of 108 Employees will be called according to their position on the Pre-arranged Overtime List (POL), with the person with the lowest balance being the first one called. The purpose of the POL is to fairly distribute the available opportunities. If an employee turns down the overtime, that amount will be added to the employee's POL balance. If an employee cannot be contacted for such assignment, the employee will not have any overtime added to their POL account balance. Shift Changes Shift changes caused by scheduled time off or sick leave will not be considered an official change in shift. Maximum Hours Worked No employee shall work more than 18 consecutive hours. Rest Period In a 12-hour workday, employees are entitled to a rest period of 8 consecutive hours after working 6 hours overtime during the 12 hours immediately before the regularly scheduled hours of work on a workday or non-workday. Holidays Employees who begin their day or night shift on an observed holiday will receive overtime premium in accordance with Article X, Section 3 of the Memorandum of Agreement. Employees who work a schedule where a regular day off falls on a holiday will be paid for the hours they would have normally worked on that day. Employees working for Water Quality Control Operations may accrue holiday time convertible to vacation. Sick Leave Sick leave will be earned as indicated in Article XII, Section 1(a) of this MOA, and shall be charged in increments of one hour. Floating Days Off Floating holidays will be made available to eligible employees and used pursuant to Article X, Section 5. Vacation An employee's total entitlement will be converted to hours (eight hours = one day). A workday will consist of 12 hours, and employees taking vacation will be charged 12 hours of use. Two week notification is required for any scheduled time off. Only one person at a time may be scheduled off. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 102 of 108 It is the intention of the City that vacation be taken in units of one work week; however, with approval of his/her supervisor, an employee may use his/her accrued vacation in units of less than one work week. Meals Shift employees shall be permitted to eat their meals during work hours and shall not be allowed additional time, therefore at City expense. Shift Premium Shift premium will be handled in accordance with the current Memorandum of Agreement between the City and the Union, Article VIII, Section 8. Jury Duty Time off for jury duty which occurs on a regularly scheduled workday will result in the employee being credited with up to 12 hours worked, for pay purposes. Employees called for jury duty who are working the evening portion of the 12-hour schedule will be placed, for payroll and scheduling purposes, on the day shift for each scheduled day such employee is required to report for jury duty, and will not be required to work the evening 12-hour shift before or after being required to report for jury duty. However, such employee shall return to work on the day shift upon being released from such duty if there are at least four hours remaining prior to the end of the day shift. All other provisions of Article XII, Section 5, of the current Memorandum of Agreement shall apply. APPENDIX DE. IN-LIEU PREMIUMS 1. For employees in the following operations assigned to work schedules other than Monday through Friday, the calendar day will be considered the holiday for premium pay of in-lieu scheduling purposes: Communications Water Quality Control Animal Control Golf Course Utilities Services Landfill Open Space City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 103 of 108 Electric System Operator 2.c) If December 24 and 31 fall on Sunday, then the preceding Friday will be designated for purposes of excused time off, except in the case of Community Services staff who may be scheduled to work on Saturday, in which case Saturday will be designated for purposes of excused time off. For Open Space and Library personnel, designation of excused time off will be based on Park and Library schedules and employee preference. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 104 of 108 APPENDIX EF. COMMUNICATIONS DIVISION PROMOTIONS 1. Promotional opportunities within the Communications Division will be carried out in compliance with procedures set forth in Article VI, Section 5, of the Memorandum of Agreement between the City and SEIU Local 521, except that: a. In sub-paragraph (e) of Article VI, Section 5, the term "seniority" shall be defined as Ddivision Sseniority. b. Division seniority will be calculated from an employee's first day of employment in the division, minus any unpaid leave. • Division Seniority, for the purposes of shift scheduling, vacation scheduling and promotional opportunities will be calculated from an employee’s first day of employment in the division. Any unpaid leave that is not protected under FMLA or CFRA will not count as service days towards seniority, unpaid furlough, and unpaid closure time. Other areas of seniority not mentioned in this article will follow Article 6, Section 5, e “Seniority” of the Memorandum of Agreement between SEIU 521 and the City of Palo Alto. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 105 of 108 APPENDIX FG. RECOVERY OF CITY TRAINING COSTS APPENDIX F. RECOVERY OF CITY TRAINING COSTS In recognition of the extended training provided to affected employees, the Parties agree that the City may recover up to thirty percent (30%) of its cost for training employees, hired on or after July 1, 2012, in all Utilities Apprentice classifications and in the Park Ranger Apprentice classifications if the employee voluntarily terminates from the City or abandons his or her City employment before completing three years of City service in the Journeyman classification or Park Ranger classification. The amount recovered shall reasonably reflect the City’s cost for the training, but will exclude all wage or benefit costs, and will be prorated to reflect the portion of the thirty-six (36) month post-training service period remaining at the time of the employee’s termination. As of July 1, 2015 thirty percent (30%) of the City’s average cost for training employees in: • Lineperson/Cable Splicer Apprenticeship Program is $5600.00 • For the Field Service Representative, the City’s two year training cost is $ 6,000 • For Substation Electrician Apprenticeship Program is $4800.00 • For Street Lighting / Traffic Signals / fiber Apprentice program is: $1800.00 • For Park Ranger, the City’s two-year training cost is:$6,300 The employee will be required to sign an agreement providing for reimbursement to the City as provided above on the form attached hereto as Appendix H. APPENDIX G. SIDE LETTER REGARDING – RECOVERY OF CITY TRAINING COSTS In recognition of the extended training provided to affected employees, the Parties agree that the City may recover up to thirty percent (30%) of its cost for training employees, hired on or after July 1, 2012, in the Field Services Representative and City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 106 of 108 Lineperson/Cable Splicer Apprentice classifications if the employee voluntarily terminates from the City or abandons his or her City employment before completing three years of City service in the Field Services Representative or Lineperson/Cable Splicer classification. The amount recovered shall reasonably reflect the City’s cost for the training, but will exclude all wage or benefit costs, and will be prorated to reflect the portion of the thirty-six (36) month post-training service period remaining at the time of the employee’s termination. As of July 1, 2012 thirty percent (30%) of the City’s cost for training employees in the Lineperson/Cable Splicer Apprenticeship Program was $30,000 for the three years of the pre-existing three year program. For the Field Service Representative, thirty percent (30%) of the City’s two year training cost was $5,550. The employee will be required to sign an agreement providing for reimbursement to the City as provided above on the form attached hereto as Appendix H. APPENDIX H. RECOVERY OF TRAINING INVESTMENT AGREEMENT APPENDIX GH. RECOVERY OF TRAINING INVESTMENT AGREEMENT This Agreement is entered into between ___________ (“Employee”) and the City of Palo Alto (the “City”), as authorized by the Memorandum of Agreement between the City and SEIU Local 521. RECITALS A. The purpose of this Agreement is to limit the City’s risk that it will invest substantial sums in the Employee’s training but potentially lose the value of that training if the employee terminates without rendering substantial journey level service to the City after training. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 107 of 108 B. The City may require reimbursement from Employee of thirty percent (30%) of the total training cost for _______position, subject to abatement when specified service requirements are met. C. On or about (date) City extended to Employee a conditional offer of employment in the position of _________(position), subject to Employee’s agreement to complete the training necessary to perform the duties of _______ (position), under the terms of the training program. The ______(position) requires [description of training], which as of July 1, 20152 cost the City approximately $ over the course of the training. D. This agreement sets forth the Employee’s agreement to reimburse the City for the City’s investment in the Employee’s training if the employee voluntarily terminates from the City prior to the completion of thirty-six months of service following successful completion of the training. THEREFORE, the Parties agree to the terms set forth below: By signing this agreement, the Employee understands that s/he is bound by agrees to the following terms: 1. ____________________________________ (hereafter “Employee”) agrees that in training Employee for the position of _________________________________________, the City of Palo Alto (hereafter “City”) incurs a total cost of $___________. 2. Employee agrees that amounts recoverable under this agreement do not include Employee wage or benefit costs. 3. Employee agrees that in the event he/she voluntarily terminates or abandons his or her employment from the City prior to the completion of thirty-six (36) months of service following the successful completion of his or her apprenticeship, he/she will repay the City for the cost of training noted above, prorated to reflect the months of service the Employee has completed following successful completion of their training. Employee agrees that for the purpose of this agreement, “time of service” shall begin on the date following the successful completion of the Employee’s training. 4. Employee agrees that the aggregate amount of repayment due will be determined based upon the attached proration table. City of Palo Alto and SEIU Local 521 FINAL COPY dated March 16, 2016 December 1, 2015- December 31, 2018 For the Union ___ For the City ___ Page 108 of 108 5. Employee agrees that repayment shall be due and made in equal monthly installments over the twelve (12) months immediately following termination, on the first of each such month. 6. If Employee does not fully reimburse the City for the amounts due when due, the entire aggregate amount owed will become immediately due, the employee will be deemed in default on this agreement and the City may initiate legal proceedings to collect said amounts. Employee will be responsible for all reasonable collection costs and attorney fees incurred by the City in undertaking such proceedings. The City may elect to forbear taking such action to allow Employee the opportunity to become current on the debt. Such forbearance will not alter the Employee’s default status or adversely affecting the City’s right to later initiate proceedings for recovery pursuant to this Agreement. 7. This agreement shall be effective on the date listed below. DATED: ___________________ ______________________________________ Employee ______________________________________ **Title**, City of Palo Alto APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP following Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP following Dec. 1, 2017 CITY Proposed Total (over contract term) Accounting Specialist -0.9%1.50%3.00%0.00%3.00%7.50% ACCT SPEC 1.50%3.00%0.00%3.00%7.50% ACCOUNTANT 1.50%3.00%0.00%3.00%7.50% ACCT ASSISTANT 1.50%3.00%0.00%3.00%7.50% ACCT SPEC-LEAD 1.50%3.00%0.00%3.00%7.50% PAYROLL ANALYST 1.50%3.00%0.00%3.00%7.50% PAYROLL ANALYST - S 1.50%3.00%0.00%3.00%7.50% UTIL ACCTG TECH 1.50%3.00%0.00%3.00%7.50% UTIL CREDIT/COL SPEC 1.50%3.00%0.00%3.00%7.50% Administrative Associate II (Staff Sec)-1.9%1.63%3.13%0.13%3.00%7.90% ADMIN ASSOC II 1.63%3.13%0.13%3.00%7.90% ADMIN ASSOC I 1.63%3.13%0.13%3.00%7.90% ADMIN ASSOC III 1.63%3.13%0.13%3.00%7.90% MAILING SVCS SPEC 1.63%3.13%0.13%3.00%7.90% OFFSET EQUIP OPERATOR 1.63%3.13%0.13%3.00%7.90% MANAGEMENT ASST 1.63%3.13%0.13%3.00%7.90% MANAGEMENT ASST - S 1.63%3.13%0.13%3.00%7.90% PROGRAM ASSISTANT 1.63%3.13%0.13%3.00%7.90% PROGRAM ASSISTANT I 1.63%3.13%0.13%3.00%7.90% PROGRAM ASSISTANT II 1.63%3.13%0.13%3.00%7.90% EMS DATA SPECIALIST 1.63%3.13%0.13%3.00%7.90% Animal Control Officer -2.4%1.80%3.30%0.30%3.00%8.40% ANIMAL CONTROL OFF 1.80%3.30%0.30%3.00%8.40% ANIMAL CONTROL OFF - L 1.80%3.30%0.30%3.00%8.40% ANIMAL ATTENDANT 1.80%3.30%0.30%3.00%8.40% ANIMAL SERVICE SPEC 1.80%3.30%0.30%3.00%8.40% ANIMAL SERVICES SPEC II 1.80%3.30%0.30%3.00%8.40% VETERINARIAN TECH 1.80%3.30%0.30%3.00%8.40% Associate Engineer -2.9%1.97%3.47%0.47%3.00%8.90% ASSOC ENGINEER 1.97%3.47%0.47%3.00%8.90% ASSOC POWER ENGR 1.97%3.47%0.47%3.00%8.90% ASST ENGINEER 1.97%3.47%0.47%3.00%8.90% ASST POWER ENGR 1.97%3.47%0.47%3.00%8.90% ENGINEER 1.97%3.47%0.47%3.00%8.90% MARKETING ENG 1.97%3.47%0.47%3.00%8.90% POWER ENGR 1.97%3.47%0.47%3.00%8.90% PLANS CHECK ENGR 1.97%3.47%0.47%3.00%8.90% UTIL ENGR ESTIMATOR 1.97%3.47%0.47%3.00%8.90% UTIL ENGR ESTIMATOR - L 1.97%3.47%0.47%3.00%8.90% PROJECT ENGINEER 1.97%3.47%0.47%3.00%8.90% PROJECT ENGINEER -S 1.97%3.47%0.47%3.00%8.90% ELECTRIC PROJECT ENGINEER 1.97%3.47%0.47%3.00%8.90% ELECTRIC PROJECT ENGINEER -S 1.97%3.47%0.47%3.00%8.90% TRAFFIC ENGINEERING LEAD 1.97%3.47%0.47%3.00%8.90% 1 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP following Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP following Dec. 1, 2017 CITY Proposed Total (over contract term) Building Inspector -6.2%3.07%4.57%1.57%3.00%12.20% BLDG INSPECTOR 3.07%4.57%1.57%3.00%12.20% DEVELOPMENT PROJECT COOD I 3.07%4.57%1.57%3.00%12.20% DEVELOPMENT PROJECT COOD II 3.07%4.57%1.57%3.00%12.20% DEVELOPMENT PROJECT COOD III 3.07%4.57%1.57%3.00%12.20% PLANNING ARBORIST 3.07%4.57%1.57%3.00%12.20% PLANNING ARBORIST - S 3.07%4.57%1.57%3.00%12.20% PLANS EXAMINER 3.07%4.57%1.57%3.00%12.20% BLDG INSPECTOR SPEC 3.07%4.57%1.57%3.00%12.20% CHF ELEC UNDG INSPEC 3.07%4.57%1.57%3.00%12.20% CHF INSPEC WGW 3.07%4.57%1.57%3.00%12.20% CODE ENFORCEMENT OFF 3.07%4.57%1.57%3.00%12.20% CODE ENFORCEMENT OFF-L 3.07%4.57%1.57%3.00%12.20% ELEC UNDG INSPEC - L 3.07%4.57%1.57%3.00%12.20% ELEC UNDGD INSPEC 3.07%4.57%1.57%3.00%12.20% SURVEYING ASST 3.07%4.57%1.57%3.00%12.20% SURVEYOR, PUBLIC WORKS 3.07%4.57%1.57%3.00%12.20% INSPECTOR, FIELD SVC 3.07%4.57%1.57%3.00%12.20% Building Service Person -4.9%2.63%4.13%1.13%3.00%10.90% BLDG SERVICEPERSON 2.63%4.13%1.13%3.00%10.90% BLDG SERVICEPERSON-L 2.63%4.13%1.13%3.00%10.90% EQUIP MAINT SERV PER 2.63%4.13%1.13%3.00%10.90% Buyer -1.6%1.53%3.03%0.03%3.00%7.60% BUYER 1.53%3.03%0.03%3.00%7.60% ASSOC BUYER 1.53%3.03%0.03%3.00%7.60% SR BUYER 1.53%3.03%0.03%3.00%7.60% SR BUYER - S 1.53%3.03%0.03%3.00%7.60% Chemist -1.7%1.57%3.07%0.07%3.00%7.70% CHEMIST 1.57%3.07%0.07%3.00%7.70% LAB TECH WQC 1.57%3.07%0.07%3.00%7.70% SR CHEMIST 1.57%3.07%0.07%3.00%7.70% Communications Technician 3.8%1.50%3.00%0.00%3.00%7.50% COMM TECH 1.50%3.00%0.00%3.00%7.50% Community Services Officer -6.8%3.27%4.77%1.77%3.00%12.80% COMMUNITY SERV OFFCR 3.27%4.77%1.77%3.00%12.80% COMMUNITY SERV OFFCR - L 3.27%4.77%1.77%3.00%12.80% COURT LIAISON OFFICE 3.27%4.77%1.77%3.00%12.80% CRIME ANALYST 3.27%4.77%1.77%3.00%12.80% PROPERTY EVID TECH 3.27%4.77%1.77%3.00%12.80% POL REC SPEC - L 3.27%4.77%1.77%3.00%12.80% POL REC SPEC I 3.27%4.77%1.77%3.00%12.80% POL REC SPEC II 3.27%4.77%1.77%3.00%12.80% PARKING OPERATIONS - L 3.27%4.77%1.77%3.00%12.80% 2 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP following Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP following Dec. 1, 2017 CITY Proposed Total (over contract term) Coord, Recreation Programs -4.2%2.40%3.90%0.90%3.00%10.20% COORD REC PROG 2.40%3.90%0.90%3.00%10.20% COORD PW PROJ 2.40%3.90%0.90%3.00%10.20% COORD TRANS SYS MGMT 2.40%3.90%0.90%3.00%10.20% COORD TRANS SYS MGMT - S 2.40%3.90%0.90%3.00%10.20% COORD UTIL PROJ 2.40%3.90%0.90%3.00%10.20% COORD UTIL PROJ - S 2.40%3.90%0.90%3.00%10.20% COORD UTIL SAF & SEC 2.40%3.90%0.90%3.00%10.20% COORD UTIL SAF & SEC - S 2.40%3.90%0.90%3.00%10.20% COORD ZERO WASTE 2.40%3.90%0.90%3.00%10.20% JR MUSEUM & ZOO EDUCATOR 2.40%3.90%0.90%3.00%10.20% PROD ARTS/SCI PROG 2.40%3.90%0.90%3.00%10.20% PROG COORD 2.40%3.90%0.90%3.00%10.20% THEATER SPECIALIST 2.40%3.90%0.90%3.00%10.20% VOLUNTEER COORD 2.40%3.90%0.90%3.00%10.20% Customer Service Representative -1.3%1.50%3.00%0.00%3.00%7.50% CUST SVC REPRESENT 1.50%3.00%0.00%3.00%7.50% CUST SVC SPEC 1.50%3.00%0.00%3.00%7.50% CUST SVC SPEC - LEAD 1.50%3.00%0.00%3.00%7.50% UTIL ACCT REP UTL MARKETING PROGRAM ADMIN 1.50%3.00%0.00%3.00%7.50% UTIL KEY ACCT REP 1.50%3.00%0.00%3.00%7.50% ASSOC BUYER 1.50%3.00%0.00%3.00%7.50% Desktop Technician 2.1%1.50%3.00%0.00%3.00%7.50% DESKTOP TECHNICIAN 1.50%3.00%0.00%3.00%7.50% Electrician -4.8%2.60%4.10%1.10%3.00%10.80% ELECTRICIAN 2.60%4.10%1.10%3.00%10.80% ELECTRICIAN-APPREN 2.60%4.10%1.10%3.00%10.80% ELECTRICIAN-LEAD 2.60%4.10%1.10%3.00%10.80% FACILITIES ELECT 2.60%4.10%1.10%3.00%10.80% INSTRUM ELEC 2.60%4.10%1.10%3.00%10.80% SR INSTRUM ELEC 2.60%4.10%1.10%3.00%10.80% SYSTEM OPERATOR/SCHEDULER 2.60%4.10%1.10%3.00%10.80% ELEC ASST I 2.60%4.10%1.10%3.00%10.80% Emergency Medical Services Data Specialist 2.60%4.10%1.10%3.00%10.80% Engineering Technician II -5.9%2.97%4.47%1.47%3.00%11.90% ENGR TECH II 2.97%4.47%1.47%3.00%11.90% ENGR TECH I 2.97%4.47%1.47%3.00%11.90% ENGR TECH III 2.97%4.47%1.47%3.00%11.90% LANDFILL TECHNICIAN 2.97%4.47%1.47%3.00%11.90% Environmental Specialist Ind Waste Investigator -5.8%2.93%4.43%1.43%3.00%11.80% IND WASTE INVTGTR 2.93%4.43%1.43%3.00%11.80% ENVIRONMENTAL SPEC 2.93%4.43%1.43%3.00%11.80% IND WASTE INSPEC 2.93%4.43%1.43%3.00%11.80% IND WASTE TECHNICIAN 2.93%4.43%1.43%3.00%11.80% SR INDUSTRIAL WASTE INVESTIGATOR 2.93%4.43%1.43%3.00%11.80% SR IND WASTE INSPECT 2.93%4.43%1.43%3.00%11.80% 3 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP following Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP following Dec. 1, 2017 CITY Proposed Total (over contract term) Equipment Operator -9.3%4.10%5.60%2.60%3.00%15.30% EQUIP OPERATOR 4.10%5.60%2.60%3.00%15.30% EQUIP OPERATOR-LEAD 4.10%5.60%2.60%3.00%15.30% HEAVY EQUIP OPER 4.10%5.60%2.60%3.00%15.30% HEAVY EQUIP OPER-L 4.10%5.60%2.60%3.00%15.30% STREET SWEEPER OP 4.10%5.60%2.60%3.00%15.30% STREET SWEEPER OP-LEAD 4.10%5.60%2.60%3.00%15.30% Facilities Maintenance Lead Facilities Technician -9.8%4.27%5.77%2.77%3.00%15.80% FACILITIES MECH 4.27%5.77%2.77%3.00%15.80% FACILITIES MAINT-L 4.27%5.77%2.77%3.00%17.13% CEMENT FINISHER 4.27%5.77%2.77%3.00%15.80% CEMENT FINISHER-LEAD 4.27%5.77%2.77%3.00%15.80% FACILITIES ASST 4.27%5.77%2.77%3.00%15.80% FACILITIES CARPENTER 4.27%5.77%2.77%3.00%15.80% FACILITIES PAINTER 4.27%5.77%2.77%3.00%15.80% MAINT. MECHANIC-WELDING 4.27%5.77%2.77%3.00%15.80% Library Specialist -0.6%1.50%3.00%0.00%3.00%7.50% LIBRARY SPECIALIST 1.50%3.00%0.00%3.00%7.50% LIBRARY ASSOCIATE 1.50%3.00%0.00%3.00%7.50% LIBRARY ASST 1.50%3.00%0.00%3.00%7.50% Lineperson Cable/Splicer -6.1%3.03%4.53%1.53%3.00%12.10% ELECTRIC METERING TECHNICIAN 3.03%4.53%1.53%3.00%12.10% ELECTRIC METERING TECHNICIAN-L 3.03%4.53%1.53%3.00%12.10% LINEPER/CABLE SPL 3.03%4.53%1.53%3.00%12.10% LINEPER/CABLE SPL-L 3.03%4.53%1.53%3.00%12.10% LINEPER/CABLE SPL-T 3.03%4.53%1.53%3.00%12.10% LINEPER/CABLE SPL-TL 3.03%4.53%1.53%3.00%12.10% STREET LIGHT TRAFFIC SIGNAL FIBER TECHNICIAN 3.03%4.53%1.53%3.00%12.10% STREET LIGHT TRAFFIC SIGNAL FIBER TECHNICIAN-APPRENTICE 3.03%4.53%1.53%3.00%12.10% STREET LIGHT TRAFFIC SIGNAL FIBER TECHNICIAN-L 3.03%4.53%1.53%3.00%12.10% SUBSTATION ELECTRICIAN 3.03%4.53%1.53%3.00%12.10% SUBSTATION ELECTRICIAN - L 3.03%4.53%1.53%3.00%12.10% SUBSTATION ELECTRICIAN - APPRENTICE 3.03%4.53%1.53%3.00%12.10% LNPER/CBL SPL-APPREN 3.03%4.53%1.53%3.00%12.10% UTIL COMPLIANCE TECH 3.03%4.53%1.53%3.00%12.10% UTIL COMPLIANCE TECH - L 3.03%4.53%1.53%3.00%12.10% OVRH UNDERGR TROUBLEMN 3.03%4.53%1.53%3.00%12.10% **UTIL SYST OPER 13.03%4.53%1.53%3.00%22.10% Maintenance Mechanic Water Meter Repairer -6.3%3.10%4.60%1.60%3.00%12.30% WATER METER REPAIR 3.10%4.60%1.60%3.00%12.30% METER SHOP LEAD 3.10%4.60%1.60%3.00%12.30% WATER METER REP ASST 3.10%4.60%1.60%3.00%12.30% WTR MTR CRS CN TEC 3.10%4.60%1.60%3.00%12.30% Meter Reader -2.0%1.67%3.17%0.17%3.00%8.00% METER READER 1.67%3.17%0.17%3.00%8.00% METER READER-LEAD 1.67%3.17%0.17%3.00%8.00% Motorized Equipment Mechanic 4.0%1.50%3.00%0.00%3.00%7.50% MOTOR EQUIP MECH I 1.50%3.00%0.00%3.00%7.50% MOTOR EQUIP MECH II 1.50%3.00%0.00%3.00%7.50% MOTOR EQUIP MECH-L 1.50%3.00%0.00%3.00%7.50% MOBILE SERVICE TECH 1.50%3.00%0.00%3.00%7.50% 4 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP following Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP following Dec. 1, 2017 CITY Proposed Total (over contract term) Park Maintenance Person -2.4%1.80%3.30%0.30%3.00%8.40% PARK MAINT PERSON 1.80%3.30%0.30%3.00%8.40% PARK MAINT - L 1.80%3.30%0.30%3.00%8.40% PARKS / GOLFCREW-LEAD 1.80%3.30%0.30%3.00%8.40% SPRINKLER SYS REPR 1.80%3.30%0.30%3.00%8.40% Park Ranger 1.50%3.00%0.00%3.00%7.50% PARK RANGER 1.50%3.00%0.00%3.00%7.50% SR RANGER 1.50%3.00%0.00%3.00%7.50% Parking Enforcement Officer N/A 1.50%3.00%0.00%3.00%7.50% PARKING ENFORCEMENT OFFICER 1.50%3.00%0.00%3.00%7.50% PARKING ENFORCEMENT OFFICER-L 1.50%3.00%0.00%3.00%7.50% Planner -3.6%2.20%3.70%0.70%3.00%9.60% PLANNER 2.20%3.70%0.70%3.00%9.60% ASSOCIATE PLANNER 2.20%3.70%0.70%3.00%9.60% SR PLANNER 2.20%3.70%0.70%3.00%9.60% CDBG COORD 2.20%3.70%0.70%3.00%9.60% BLDG/PLG TECHNICIAN 2.20%3.70%0.70%3.00%9.60% Programmer Analyst -9.7%4.23%5.73%2.73%3.00%15.70% Property Evidence Technician 4.23%5.73%2.73%3.00%15.70% PROG ANALYST 4.23%5.73%2.73%3.00%15.70% BUSINESS ANALYST 4.23%5.73%2.73%3.00%15.70% BUSINESS ANALYST - S 4.23%5.73%2.73%3.00%15.70% SR PROG ANALYST 4.23%5.73%2.73%3.00%15.70% GIS SPECIALIST 4.23%5.73%2.73%3.00%15.70% SCADA TECHNOLOGIST 4.23%5.73%2.73%3.00%15.70% TECHNOLOGIST 4.23%5.73%2.73%3.00%15.70% TECHNOLOGIST - S 4.23%5.73%2.73%3.00%15.70% Public Safety Dispatcher II 4.3%11.50%3.00%0.00%3.00%17.50% **PUB SAFETY DISP II 11.50%3.00%0.00%3.00%17.50% **PUB SAFETY DISP I 11.50%3.00%0.00%3.00%17.50% **PUB SAFETY DISP - L 11.50%3.00%0.00%3.00%17.50% PUB SAFETY DISP-FLEX 1.50%3.00%0.00%3.00%7.50% Resource Planner 1.50%3.00%0.00%3.00%7.50% RESOURCE PLANNER 1.50%3.00%0.00%3.00%7.50% ASSOCIATE RES PLANNER 1.50%3.00%0.00%3.00%7.50% ASST RES PLANNER 1.50%3.00%0.00%3.00%7.50% UTIL MKT ANALYST 1.50%3.00%0.00%3.00%7.50% UTIL MKT ANALYST -S 1.50%3.00%0.00%3.00%7.50% SR MKT ANALYST 1.50%3.00%0.00%3.00%7.50% SR MKT ANALYST-S 1.50%3.00%0.00%3.00%7.50% UTIL RATE ANALYST 1.50%3.00%0.00%3.00%7.50% Senior Librarian -3.2%2.07%3.57%0.57%3.00%9.20% LIBRARIAN 2.07%3.57%0.57%3.00%9.20% SR LIBRARIAN 2.07%3.57%0.57%3.00%9.20% COORD LIBRARY PROG 2.07%3.57%0.57%3.00%9.20% Storekeeper -0.5%1.50%3.00%0.00%3.00%7.50% STOREKEEPER 1.50%3.00%0.00%3.00%7.50% EQUIP PARTS TECH 1.50%3.00%0.00%3.00%7.50% FLEET SVCS COORD 1.50%3.00%0.00%3.00%7.50% SR FLEET SVCS COORD 1.50%3.00%0.00%3.00%7.50% STOREKEEPER-L 1.50%3.00%0.00%3.00%7.50% 5 APPENDIX A-1 to MOA Between City of Palo Alto and SEIU Summary of Market Adjustments and Salary Increases Benchmark Title (Bold) Job Family Positions (not bold) Market Survey Results Base + Cash + Ins TOTAL City Proposed Market Adj. 1st PP Following Adoption TOTAL City proposed Salary & Market Adjustment 1PP following Dec. 1, 2016 FINAL TOTAL Market Adjustment 1PP follwing July 1st, 2017 TOTAL City proposed Salary 1PP following Dec. 1, 2017 CITY Proposed Total (over contract term) Street Maint Assistant -6.7%3.23%4.73%1.73%3.00%12.70% ST MAINT ASST 3.23%4.73%1.73%3.00%12.70% RESTORATION LEAD 3.23%4.73%1.73%3.00%12.70% TRAF CONT MAINT I 3.23%4.73%1.73%3.00%12.70% TRAF CONT MAINT II 3.23%4.73%1.73%3.00%12.70% TRAF CONT MAINT-L 3.23%4.73%1.73%3.00%12.70% Tree Trimmer/Line Clearer -4.3%2.43%3.93%0.93%3.00%10.30% TREE TRIM/LN CLR 2.43%3.93%0.93%3.00%10.30% TREE MAINT ASST 2.43%3.93%0.93%3.00%10.30% TREE MAINT SPECIALIST 2.43%3.93%0.93%3.00%10.30% TREE TRIM/LN CLR-L 2.43%3.93%0.93%3.00%10.30% TREE TRM/LN CLR ASST 2.43%3.93%0.93%3.00%10.30% Utility Locator -9.7%4.23%5.73%2.73%3.00%15.70% UTIL LOCATOR 4.23%5.73%2.73%3.00%15.70% CATHODIC PROTECTION TECH ASST 4.23%5.73%2.73%3.00%15.70% CATHODIC TECH 4.23%5.73%2.73%3.00%15.70% SR UTIL FIELD SVC RE 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP - WELD 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP - WELD - L 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP AST 4.23%5.73%2.73%3.00%15.70% UTIL INSTALL/REP-L 4.23%5.73%2.73%3.00%15.70% FIELD SVCPERS WGW 4.23%5.73%2.73%3.00%15.70% GAS SYSTEM TECH 4.23%5.73%2.73%3.00%15.70% GAS SYSTEM TECH II 4.23%5.73%2.73%3.00%15.70% UTIL FLD SVCS REP 4.23%5.73%2.73%3.00%15.70% MAINT. MECHANIC-WELDING 4.23%5.73%2.73%3.00%15.70% WQC Plant Operator II 1.2%6.50%3.00%0.00%3.00%12.50% **WQC PLT OPER II 6.50%3.00%0.00%3.00%12.50% **WQC PLT OPER I 6.50%3.00%0.00%3.00%12.50% **WQC PLT OPER TRN 6.50%3.00%0.00%3.00%12.50% **SR OPERATOR WQC 6.50%3.00%0.00%3.00%12.50% SR MECH 1.50%3.00%0.00%3.00%7.50% WATER SYSTEM OPER I 1.50%3.00%0.00%3.00%7.50% WATER SYSTEM OPER II 1.50%3.00%0.00%3.00%7.50% SR WATER SYS OPER 1.50%3.00%0.00%3.00%7.50% PLANT MECH 1.50%3.00%0.00%3.00%7.50% **Special adjustment to address recruitment/retention. 6 Labor Guiding Principles Palo Alto City Council Adopted April 9, 2012 To help maintain and support stronger working relationships between the City and Labor that are grounded in the standards of good faith bargaining, transparency, open communication and mutual respect, the Council hereby adopts the following principles to provide Labor, employees and the public with a policy framework of principles intended to guide the City’s labor relations policies and priorities: 1. City Services/Programs/Activities: The City’s core mission is to provide services, programs, and activities that align with the priorities of the public and the City Council; levels of employee compensation should support the City’s long-term ability to continue providing those services. 2. City Finances: The City should be able to meet the cost of any compensation commitment from current and projected on-going City revenues. 3. Timing of Negotiations: The City shall, to the maximum extent possible, reach agreement on the successor MOA with recognized employee organizations on matters within the scope of representation prior to expiration of their existing MOA. The City will work with employee groups to set an appropriate starting time for negotiations. 4. Total Compensation: In making compensation decisions, the City shall consider the total costs of a position including salary, pension, and all other benefits and shall communicate such information to all employees, labor and the public. 5. Equity Across Employee Groups: The City should strive to set and make similar structural changes to compensation and benefits for all employee groups, while recognizing that some flexibility may be required to fairly address issues specific to individual units and/or achieve the objectives of other guiding principles. 6. Recruitment & Retention: When economically feasible, the City’s compensation should be set at levels sufficient to recruit, train and retain qualified employees who are committed to the City’s goals, programs and delivery of high quality services. The City should pursue hiring and training strategies that further the City’s goal of finding and growing staff that are critical to maintaining its goals, programs, and services. 7. Transparency: The structure and components of compensation of City employees should be easy for Councilmembers, employees, labor and the public to understand, and as efficient as possible for staff to administer. 8. Management of Increasing Benefit Costs: The City should pursue short term and long term strategies to curtail increasing employee benefit costs. It should move away from providing benefits that place the burden on the City to pay the cost of automatic increases and toward benefit structures that require negotiations to determine how much and who will pay for such costs. 9. Innovation in Employment and Compensation: Providing broader and more creative choices regarding benefits may further the concepts set forth in Guiding Principles 1-8. The City should consider innovative alternatives to traditional models of public employment and public employee benefits such as Governor Brown’s 2011- 2012 public employee pension proposal and other innovative alternatives including, for example, but not limited to hybrid pension plans, cafeteria plans, scaled compensation in lieu of guaranteed benefits, benefit buyout options, and similar ideas City of Palo Alto (ID # 6831) City Council Staff Report Report Type: Consent Calendar Meeting Date: 4/11/2016 City of Palo Alto Page 1 Summary Title: Draft Comment Letter on Draft 2016 CHSRA Business Plan Title: Approval of a City of Palo Alto Comment Letter Regarding the Draft 2016 California High Speed Rail Authority Business Plan From: City Manager Lead Department: City Manager Recommendation That Council review and approve the attached draft comment letter and delegate to the Mayor the ability to modify the draft letter prior to submission, if needed, in a manner that is consistent with both the draft letter and existing City rail policies. Background & Discussion On February 18, 2016 the California High-Speed Rail Authority (CHSRA) released their Draft 2016 Business Plan. As a part of the CHSRA’s release of their Draft 2016 Business Plan they are soliciting comments from stakeholders. The deadline to submit comments on the document is April 18, 2016. This draft business plan, which is required by Assembly Bill 528 (Lowenthal, Chapter 237, Statutes of 2013), summarizes what has occurred over the last two years including areas such as funding, financing, ridership, and risk management. In their Draft 2016 Business Plan, the CHSRA highlights three key objectives to move their program forward: 1. Initiate high speed rail (HSR) passenger service as soon as possible and generate revenues to attract private sector participation; 2. Make strategic, concurrent investments throughout the system that will be linked together over time including investments that connect state, regional, and local rail systems; and City of Palo Alto Page 2 3. Construct additional segments as funding becomes available which requires completing the environmental analyses for every mile of the program, including the SF to SJ project segment. A link to the Draft 2016 Business Plan is below: http://www.hsr.ca.gov/docs/about/business_plans/DRAFT_2016_Business_Plan_020181 6.pdf The CHSRA is required by Public Utilities Code Section 185033 to prepare, publish, adopt, and submit an updated Business Plan to the Legislature on May 1, 2016. Attached for your review is a draft City of Palo Alto comment letter on the CHSRA Draft 2016 Business Plan (Attachment A). The letter was drafted at the direction of the Palo Alto City Council Rail Committee by an Ad Hoc Committee comprised of Mayor Burt and Councilmember DuBois working with both staff and Californians Advocating Responsible Rail Design (CARRD). Also, attached for your review are the following: 1. The two-page CHSRA press release on the Draft 2016 Business Plan that expands on much of what is summarized above (Attachment B); 2. The process letter the City of Palo Alto sent to the CHSRA and Caltrain on January 26, 2016 encouraging both agencies to use the Context Sensitive Solutions (CSS) planning process (Attachment C); 3. The response letter from Caltrain to the process letter the City of Palo Alto sent (Attachment D); and 4. The response letter from the CHSRA to the process letter the City of Palo Alto sent (Attachment E). Attachments: Attachment A: Revised Draft City of Palo Alto Comment Letter on the Draft 2016 CHSRA Business Plan_4-11-2016 (PDF) Attachment B: CHSRA Press Release on Draft 2016 Business Plan_2-18-2016 (PDF) Attachment C: Process Letter from Palo Alto to the CHSRA and Caltrain_1-25-2016 (PDF) Attachment D: Caltrain Response to the Process Letter from Palo Alto to the CHSRA and Caltrain_2-19-2016 (PDF) Attachment E: CHSRA Response to the Process Letter from Palo Alto to the CHSRA and Caltrain_3-3-2016 (PDF) 1 Draft April 11, 2016 Dan Richard Chair, California High Speed Rail Authority 770 L Street, Suite 1160 Sacramento, CA 95814 RE: City of Palo Alto Comments on the California High Speed Rail Authority Draft 2016 Business Plan Dear Chair Richard: On February 18, 2016 the California High Speed Rail Authority (CHSRA) published its Draft 2016 Business Plan (Draft Plan). As you know, the CHSRA must prepare, publish, adopt, and submit a business plan to the State Legislature every two years. Included in that process is a requirement that prior to submitting the Business Plan to the State Legislature the CHSRA must publish a draft business plan and solicit public comment for no less than 60 days. Below are six key themes the City believes the CHSRA should address in greater detail in the Plan: 1. The impact of high speed rail (HSR) service on Caltrain service; 2. Shared use corridor operational conflicts under the Blended System; 3. Inadequate planning and funding for the 42 at-grade crossings between San Francisco and San Jose; 4. Unsecured Caltrain electrification funding; 5. The role of Context Sensitive Solutions; and 6. The general lack of detail for the San Francisco to San Jose segment. Listed below is additional information the City would like to provide on the six key themes listed above: 1. The Impact of HSR Service on Caltrain Service A. The impact that HSR will have on the quality of Caltrain service, specifically without the construction of passing tracks, is significant and is not adequately addressed in the Draft Plan. i. Due to different train speeds, it appears under the Draft Plan, that HSR will degrade the performance of Caltrain service. It appears that adding four HSR trains per hour (two HSR trains per direction per hour) to future Caltrain service of 12 trains per hour (six Caltrain trains per direction per hour) may significantly degrade the performance of the Caltrain system. In addition, the differing train speeds and resulting bunching of trains will have negative impacts on corridor capacity and reliability of at-grade crossings. This impact will negatively affect the performance and connections of other modes of transit that operate parallel and perpendicular to the corridor. Attached to this letter is a string diagram developed by a Caltrain consultant in addition to an article by Green Caltrain titled “High Speed Rail to Bay Area first – how will this affect the Caltrain corridor?” This article provides additional information on the string diagram and helps put the string diagram into context. 2 2. Shared Use Corridor Operational Conflicts Under the Blended System A. The Draft Plan fails to analyze, recognize the impact of, or plan for level boarding throughout the Blended System corridor. i. The lack of level boarding at non-HSR stops causes Caltrain delays, which on a shared corridor, decreases capacity and schedule adherence for both the CHSRA and Caltrain. B. The Draft Plan does not provide the structure of the operating agreement between the CHSRA and Caltrain that should be provided. The operating agreement needs to clarify which train system has priority in the event of conflicts, which agency will be the controlling agency on the corridor, and the business relationship between the CHSRA and Caltrain. i. The operating agreement belongs in the Draft Plan because it could require additional capital investments and funding depending on the arrangement. ii. Since the Draft Plan restricts Caltrain to 12 trains per hour (six trains per direction per hour) the ability of Caltrain to meet the rapidly growing demand for its transit services is severely constrained. Consequently, train and platform lengthening, as well as the necessary funding, are essential mitigations due to the fact that the CHSRA is taking capacity alternatives away from Caltrain. 3. Inadequate Planning and Funding for the 42 At-Grade Crossings Between San Francisco and San Jose A. Exhibit 4.2 of the Draft Plan provides significant detail for the unfunded Burbank to Anaheim segment of the CHSRA system. Similar analysis should be provided for the San Francisco to San Jose segment. B. The Draft Plan does not adequately analyze or address the critical issue of the sequencing of what grade separations need to be constructed prior to implementation of the Blended System so that construction costs, and impacts to system service, are held to a minimum. The Draft Plan must give full consideration to the severe impact the construction of grade separations would have on the system once there are up to 20 trains per hour (10 trains per hour per direction). The cost of constructing grade separations later - while operating more-and-more trains on the corridor - will likely make the construction of those grade separations significantly more expensive and therefore significantly less likely than before the initiation of CHSRA operation. Therefore, phasing needs to be included in the Draft Plan as part of any cost analysis. 4. Unsecured Caltrain Electrification Funding A. The City of Palo Alto is concerned that at this time the Caltrain electrification project is facing an approximately $600 million shortfall. The Draft Plan fails to account for that shortfall and what the impact would be on HSR if that shortfall is not met. 5. The Role of Context Sensitive Solutions A. The City continues to believe that Context Sensitive Solutions (CSS) is the most effective process to identify and address issues and alternatives related to the Blended System. The process being proposed by the CHSRA is not CSS. Not utilizing CSS is likely to result in the failure to evaluate the full range of corridor alternatives resulting in a less effective system design, 3 poorer resolution of issues, and a more contentious outcome that will result in a less successful and timely project. 6. The General Lack of Detail for the San Francisco to San Jose Segment A. The CHSRA needs to clearly outline their communication protocols in the Draft Plan that they will use with both policymakers and staff to ensure no action is taken without community awareness and input. B. The Draft Plan should acknowledge the significant impact freight rail operations have on the corridor both now and in the future under Blended System operation. Thank you for your time and if you have any questions or comments please contact Palo Alto City Manager James Keene at (650) 329-2563 or by email at james.keene@cityofpaloalto.org. Sincerely, Patrick Burt Mayor, City of Palo Alto cc: Palo Alto City Council Palo Alto City Manager Congresswoman Anna Eshoo Senator Jerry Hill Assemblymember Rich Gordon Executive Director of Caltrain Jim Hartnett Peninsula Corridor Joint Powers Board Green Caltrain Friends of Caltrain Blog High Speed Rail to Bay Area first – how will this affect the Caltrain corridor? The High Speed Rail Authority announced last week at its board meeting and in its business plan that it is switching the first segment of the route from Southern California to the Bay Area. These are big changes – how will the new plan affect the Peninsula corridor and Caltrain service? As was earlier floated in the press, the reasons for the shift included challenges traversing mountain ranges, and political opposition in Southern California. Meanwhile, in Bay Area, following agreement on a blended system whereby Caltrain and High Speed Rail will share tracks and High Speed Rail will contribute to electrification, things seem to be progressing more smoothly. High Speed Rail service by 2025 – faster than driving, cheaper than flying According to the business plan, by 2025, residents in the Bay Area would see service to Los Angeles that is faster than driving or transit today. The 2025 scenario calls for a five hour train+bus trip, compared to a 7 hour drive, or a 7.5 hour Megabus today. The ticket price assumption in the business plan is $89, compared to $100 or much more for a plane ride, which takes 3+ hours including airport security and getting to SFO. Two Bay Area options for 2025 – SF-Bakersfield or San Jose to almost-Bakersfield With current funding, the High Speed Rail Authority projects being able to connect from San Jose to about 20 miles short of Bakersfield. An additional $2.9 billion that the High Speed Rail Authority will seek from the Federal government would allow service from San Francisco 4th and King into Bakersfield. The business plan seems to be designed as a prospectus to raise the federal funding for the more attractive San Francisco to Bakersfield scenario, which is estimated to bring in $786 million in net cash flow by 2029, compared to only $251 million in net cash flow for the scenario from San Jose to “north-of-Bakersfield”, a location so obscure that there isn’t a name for the station. Economizing on the Peninsula Corridor The capital plan calls for the High Speed Rail Authority to keep its commitment to contribute $600Million toward Caltrain electrification. The proposal also cuts some costs to save money, eliminating of dedicated tracks at Millbrae, and downsizing the approach to Diridon station from aerial to at-grade. The section between Tamien and Gilroy is proposed to travel along a berm, saving $$$. The capital plan includes some initial investments on the Caltrain corridor, including curve straightening to allow for higher speeds, upgrade of existing tracks and fencing, and 4-quadrant gates at 40 grade crossings for greater safety. The business plan assumes contribution of $90 million for three grade separations in San Mateo within the Hayward Park to Hillsdale, and a two mile passing track segment there. The capital plan also Includes $50M per station for high platform upgrades to Diridon and Millbrae, and $100M for an interim terminal station at 4th & King However, the capital plan leaves out or defers a number of key investments on the Peninsula no funding for Caltrain capacity increases (longer platforms and longer trains), which will be needed to keep up with ridership growth in the early 2020s, and which HSR representatives had offered without commitments as compensation for supporting compatible platforms. reduced funding for the Downtown Extension to Transbay. The business plan appendix notes that the allowance toward DTX had been reduced by $1.5 billion, though there is a $550M allowance “for work done by others for Transbay connection” up to $500Million for grade separations on the Peninsula “that may be required as environmental mitigation” – but not until after 2030 no funding for a mid-Peninsula station yet, even if a city wants a station Impacts on Caltrain schedule and cross-town travel? The timing of passing tracks and grade separations will be critically important for the performance of Caltrain service and crosstown travel. Earlier studies had shown that the Peninsula corridor could support a blended system with six Caltrain trains per hour and two high speed trains without passing tracks. The passing tracks are important – and it’s not clear when the passing tracks are expected to be implemented or how well San Mateo passing tracks will perform. If High Speed Rail services is added before passing tracks, or if the passing schedule does not work well, this could severely degrade Caltrain service. Caltrain trains might need to bunch up in smaller segments of time, creating some longer gaps between trains, a confusing schedule for riders, and reducing the potential benefits of electrification to provide a clock-face, regular, more frequent BART-like schedule. Without passing tracks, the blended system analysis conducted in 2012 by Caltrain and High Speed Rail shows trains arriving in Palo Alto from San Francisco at the following times. There’s a 20 minute gap between the 7:30 and 7:52 train, and the other trains are a few minutes apart. This schedule is much less useful than a service that arrives and departs every 10 minutes. 7:21 7:24 7:30 7:52 7:57 8:01 The inclusion of up to $500Million for grade separations will help, but will likely not be enough, even with local and regional funding, to address performance at some of the more highly-used intersections which degrade significantly with more frequent service. Bunching would make the situation worse, with gates down nearly continuously for 20 minutes at a time (see green and red horizontal lines). Commuting from the Central Valley to Silicon Valley? One of the selling points in the business plan for the switch to a Northern segment is to provide new commute routes, putting Fresno only an hour’s commute from San Jose, and enabling Central Valley towns to serve as bedroom communities for Silicon Valley with more moderately priced housing. According to economist Steve Levy as quoted on page 46 of the business plan, ”The Bay Area economy is threatened by a shortage of housing and high housing costs that make it difficult for many workers and their families to live in the region where they work… High speed transportation connections between the Bay Area and adjacent areas including Central Valley communities can provide affordable housing and fast car free commuting while at the same time providing support for vibrant downtown areas in these communities.” However, the pricing structure assumed in the revenue model isn’t designed for commuting, with an $83 fare from Fresno to San Jose. The Business Plan notes that the the High Speed Rail Authority will bring in a private operating partner, which will take the lead on pricing and marketing. This will be an important set of business questions, regarding how much capacity to provide for medium-distance commute service vs. longer distance travel. Interestingly, this version of the business model does not assume very much HSRA revenue from super-express Bay Area commute trips between San Francisco and San Jose (less than $10 million, according to table 6.3 here). These are important assumptions to watch, for those interested in commute capacity, and in the business stability of Caltrain service. Funding plan and legal requirements One of the key requirements of the ballot measure that provides funding for the High Speed Rail project is that the system not require a taxpayer subsidy. The minimal Silicon Valley to Central valley segment, from San Jose to north-of-Bakersfield, would just barely meet that condition. The business plan forecasts that the line would make a profit by year 3, and a contract with a private operator could be designed so that taxpayers didn’t actually pay a subsidy in the first two years. In addition to Prop1A bond funding, the business plan proposes using financing (bonds, loans, or other mechanisms) based on an ongoing stream of Cap and Trade funding. The legislature has approved 25% of Cap and Trade funding to go to the High Speed Rail project through 2020. This funding would need to be extended for at least another decade for HSRA to be able to bond or otherwise finance against it. Once a private operating is making a profit, the HSRA predicts that it will gain access to private capital to fund additional construction to support things like higher capacity on the Caltrain corridor, the Downtown Extension, and continuing service to Los Angeles. Litigation Currently, the Prop 1A bond funds are tied up in court. The lawsuit contends that the High Speed Rail project does not meet the requirements of Prop 1A for several reasons: It will not be able to make the financial condition of operating without a subsidy. It will not be able to make the required travel time of 2:40 between San Francisco and Los Angeles It does not yet connect to Transbay Terminal in San Francisco The Prop1A case was heard on February 11 in Sacramento Superior Court, and a ruling is expected by May. While your blogger is not a lawyer and does not have legal expertise, historically courts tend to give deference to the agency leading a megaproject, with leeway to meet the goals of a longterm project over time, and to modify implementation details if the overall intent of the project is being fulfilled. We’ll see within a few months. Whichever side loses is likely to appeal, so the legal saga will continue til the final appeal. http://www.sacbee.com/news/politics-government/article59950461.html http://www.sfexaminer.com/timing-cost-of-high-speed-rail-project-face-legal-scrutiny/ HSRA is circulating the business plan for comment, and it will be presented to the legislature on May 1. Local funding and backup funding Given this business plan, it is not wise for communities on the corridor from San Francisco through San Jose to depend on the High Speed Rail project to cover needed improvements such as grade separations, Caltrain capacity improvements, and the downtown extension to Transbay. If everything goes smoothly with the High Speed Rail project, it would be in financial shape to start contributing to next-phase improvements closer to 2030. We need regional funding to move forward on Caltrain capacity improvements, grade separations, and DTX sooner than that. And it is prudent for Caltrain to be looking to potential backup plans in case there are challenges with High Speed Rail’s financial support for electrification. Summary The 2016 High Speed Rail business plan makes the case that a northern segment could provide service as soon as 2025, but the depends on federal funding for an attractive scenario. In order High Speed Rail’s plans to move forward, they will need approval by the legislature including extension of cap and trade, and dedicated funding for HSR. The business plan may also affect the outcome of litigation, whether a judge finds the authority’s case credible enough to tap Prop 1A bonds. For people on Peninsula corridor, we could see better transit service between Silicon Valley, the Central Valley, and Southern California. But important elements for the Peninsula corridor remain unfunded: grade separations, DTX, passing tracks, Caltrain capacity improvements. Before these investments in grade separations and passing tracks, there is a risk of degrading Caltrain service and cross-town connections. We’ll need to watch the planning process very carefully to demand that the blended system makes local service for the Caltrain corridor better and not worse. High-Speed Rail Authority: Connecting and Transforming California 770 L Street, Suite 620, Sacramento, CA 95814 • T: (916) 324-1541 • F: (916) 322-0827 • www.hsr.ca.gov Press Release February 18, 2016 High-Speed Rail Authority Releases Draft 2016 Business Plan, Solicits Public Comments SACRAMENTO, Calif. – The California High-Speed Rail Authority (Authority) today released the Draft 2016 Business Plan, a foundational document for implementing the California High-Speed Rail program that reflects the transition from planning to construction to providing passenger service. Overall capital costs are reduced from $67.6 billion to $64.2 billion. The plan also provides the path forward for the construction and operation of a section of the high-speed rail program, using existing funds, which will generate revenue within the next decade. “This Draft Business Plan presents a clear path forward within available funding to deliver the system as approved by California voters in 2008,” said the Authority’s Chief Executive Officer Jeff Morales. “By constructing the line between the Silicon Valley and the Central Valley, while also making significant investments in Southern California’s passenger rail systems, high-speed rail service will become a reality in this state in the next 10 years at a lower cost than previously estimated.” This draft plan, which is required by Assembly Bill 528 (Lowenthal, Chapter 237, Statutes of 2013), summarizes the progress made over the last two years, updates available funding and financing, forecasts ridership, and updates risk management information. In this plan, the Authority highlights three objectives to move the high-speed rail program forward. The first objective is to initiate high-speed rail passenger service as soon as possible in order to bring benefits to California and generate revenues to attract private sector participation. With existing funding and more than 100 miles of active construction in the Central Valley already underway, the Authority will complete the construction of the high-speed rail line between Silicon Valley and Central Valley by 2024, with operations beginning in 2025. The second objective is to make strategic, concurrent investments throughout the system that will be linked together over time. Investments that connect state, regional and local rail systems, will provide immediate mobility, environmental, economic and community benefits. For example, the Burbank to Anaheim corridor is of regional and statewide significance and is critical to supporting the economy of Southern California. Today’s plan proposes join with local partners to improve this corridor, including the highest priority grade separations in the state (Rosecrans Avenue/Marquardt Avenue, the Southern California Regional Interconnection Project) and improvements at Los Angeles Union Station. These and other investments identified in this Draft 2016 Business Plan will increase capacity, improve safety in this highly-congested travel corridor, and improve air quality. The third objective is to construct additional segments as funding becomes available. This requires completing the environmental analyses for every mile of the program and securing environmental approvals. The Authority will continue to move forward with clearing all project sections between San Francisco and the Los Angeles/Anaheim area by 2017. With the release of today’s draft plan, the Authority is now seeking public comment as part of a 60-day public comment period that will close on April 18, 2016. Comments may be made online, via USPS, and at regularly scheduled board meetings in March and April 2016. Timely comments become a permanent element of the published plan. The Authority Annie Parker (916) 403-6931 (w) (916) 203-2960 (c) Annie.Parker@hsr.ca.gov High-Speed Rail Authority: Connecting and Transforming California 770 L Street, Suite 1160, Sacramento, CA 95814 • T: (916) 324-1541 • F: (916) 322-0827 • www.hsr.ca.gov is required by Public Utilities Code Section 185033 to prepare, publish, adopt and submit an updated Business Plan to the Legislature on May 1, 2016. The Authority is providing five methods for submitting comments on this draft plan: 1. Online comment form through the Draft 2016 Business Plan website at: https://www.hsr.ca.gov/About/Business_Plans/Draft_2016_Business_Plan_Comments.html 2. By email at: 2016businessplancomments@hsr.ca.gov 3. By U.S. mail to the Authority: California High-Speed Rail Authority Attn: Draft 2016 Business Plan 770 L Street, Suite 620 MS-1, Sacramento, CA 95814 4. Voice mail comment at: (916) 384-9516 5. Provide public comment at the Authority’s Board of Directors Meeting on March 8 and April 12. The Draft 2016 Business Plan can be found online at: www.hsr.ca.gov/About/Business_Plans/Draft_2016_Business_Plan.html ##### City of Palo Alto (ID # 6466) City Council Staff Report Report Type: Action Items Meeting Date: 4/11/2016 City of Palo Alto Page 1 Summary Title: Ordinance Modifying Architectural Review Findings Title: PUBLIC HEARING: Adoption of an Ordinance to Amend Chapter 18.76 (Permits and Approvals) of the Palo Alto Municipal Code to Modify the Architectural Review Findings. The Planning and Transportation Commission and the Architectural Review Board Reviewed and Recommended the Proposed Draft Ordinance. The Proposed Amendments are Exempt From Further Environmental Review per CEQA Guideline Sections 15061(b) and 15301, 15302 and 15305 From: City Manager Lead Department: Planning and Community Environment Recommendation Staff recommends that the City Council adopt the attached draft ordinance (Attachment A), which is a continuation of the annual planning codes update discussed in December 2015 and contains amendments to the Architectural Review approval findings contained in Chapter 18.76 of the Palo Alto Municipal Code (PAMC) Title 18. Executive Summary Council is requested to discuss the Architectural Review approval findings in the attached draft ordinance. The Architectural Review approval findings were presented to Council during the ordinance hearing on December 7, 2015, but the Council deferred discussion and action on these findings until all members could be present. The changes proposed to the Architectural Review findings would replace 15 findings with six findings, and are intended to: • Facilitate easier review, reduce writing and reading fatigue, and improve analysis • Provide applicants a better understanding of how projects will be evaluated, and • Improve the standing of projects in court. The Discussion section of this report elaborates on these points. The revised findings have been recommended by the Architectural Review Board (ARB) and the Planning and Transportation Commission (PTC). City of Palo Alto Page 2 Background Zoning provisions in Title 18 of the Palo Alto Municipal Code are complex and contain any number of items that could be clearer, making the provisions easier for the public to use, and for the City to administer consistently. Even clarifying code changes with little or no inherent change in policy require adoption of an ordinance, however, and require careful consideration by the City Council following public input and review and recommendation by the PTC. On December 7, 2015, Council voted to adopt the First Annual Planning Codes Update ordinance with some modifications, and deferred consideration of proposed changes to the Architectural Review approval findings. Council meeting minutes from December 7, 2015 are provided as Attachment B to this report. On January 11, 2016, Council adopted the ordinance on second reading; these changes become effective on February 11, 2016. Planning and Transportation Commission Review The PTC reviewed the Architectural Review approval findings in the fall of 2015 and recommended that Council approve them. The PTC was aware the ARB had met in public hearings to publicly review and polish the revised findings, and the PTC did not provide input into the wording the findings, nor expand upon the merits of making changes to these findings as presented by staff. Architectural Review Board Review The ARB reviewed the revised findings in two public hearings. ARB reports and minutes are attached via links later in this report. The ARB supported staff’s efforts to reduce the number of findings and group the findings into similar categories; the ARB reports had reflected the grouping of findings for nearly a year by the time the ARB considered the revised findings. Prior to providing input into the revised findings, the ARB stated the positive aspects of the existing Architectural Review approval findings, including: short declarative sentences, concrete nouns, incorporation of phrasing about bicycle and pedestrian access, a sustainability finding to ensure green design is not an afterthought, and phrases found in the code-stated ‘Purpose’ of Architectural Review, about preserving natural features, desirability of living conditions, and enhancing the quality of life. During the October 1, 2015 meeting, the ARB provided final refinements that are reflected in the attached ordinance. Discussion The proposed ordinance in Attachment A shows in “strike out” format the existing Palo Alto Municipal Code Chapter 18.76 Architectural Review findings, and shows the proposed new findings as underlined text. City of Palo Alto Page 3 All projects that go before the Architectural Review Board (ARB) are recommended for approval, conditional approval, or denial to the Director of Planning & Community Environment (PCE). These recommendations and the Director’s determination (and City Council on appeal) are currently based on 16 required approval findings. In commercial and multiple family residential zoning districts, the 16 Architectural Review (AR) approval findings in the current code are supplemented by Context Based Design Criteria findings. (Most development projects reviewed by the ARB are subject to this additional Context Based Design Criteria evaluation.) Some projects also are evaluated with respect to Design Enhancement Exception findings if, for example, they propose a greater setback than allowed under the current “Built To Line” standard (which has been proposed for modification). Thus, it is not uncommon for a board- level Architectural Review application to be subject to 21 separate findings. Many of these existing findings address recurring concepts and some are unnecessary because the City has updated the code to address the issue via regulatory requirements since the finding was established. The ARB recognized these shortcomings and supported staff’s approach in the 2015 staff reports to group topically similar findings in order to facilitate an easier review of the staff prepared responses, reduce writing fatigue, and improve the qualitative analysis of those findings. Findings are legally required for quasi-judicial planning decisions. Findings establish how the City has evaluated a project, and document a project’s conformance to local plans, regulations and other criteria. Review of a project with respect to the findings enables staff and the ARB to recommend conditions of approval or project modifications. If a project is appealed, the City Council will review the project findings to affirm, modify or reject the Director’s conclusions. If legally challenged, the findings help bridge the analytic gap between the evidence and the ultimate decision and must be supported by substantial evidence in the record. For these reasons, project findings are very important when acting on a project. Increasingly, some community members and Councilmembers have asserted a need to improve the analysis provided for project findings. The proposed AR findings are designed to enhance the review process and achieve the following benefits: Improve qualitative analysis Focus project review on key issues Provide applicants a better understanding of how projects will be evaluated Reduce writing and reading fatigue (preparing and reviewing redundant findings) Strengthen the legal standing of projects challenged in court Help to address some of the recent criticisms related to the ARB process and more specifically the findings Eliminate redundant and superfluous findings. City of Palo Alto Page 4 ARB staff reports and minutes on this topic are viewable via the links below: https://www.cityofpaloalto.org/civicax/filebank/documents/48766 (9-3-15 ARB report) https://www.cityofpaloalto.org/civicax/filebank/documents/49026 (9-3-15 ARB minutes) https://www.cityofpaloalto.org/civicax/filebank/documents/49218 (10-1-15 ARB report) https://www.cityofpaloalto.org/civicax/filebank/documents/49410 (10-1-15 ARB minutes) The October 1, 2015 ARB staff report is provided as Attachment C. The six proposed Architectural Review findings ensure a project is/has: (1) compatible, (2) coherent design, (3) quality materials, (4) functional, (5) well-landscaped, and (6) sustainable. The ARB considered the proposed finding language, and recaptured the best wording of the existing findings and purpose section of Architectural Review, since one of the existing findings referenced the purpose of Architectural Review. The Architectural Review purpose is excerpted below: “The purpose of architectural review is to: (1) Promote orderly and harmonious development in the city; (2) Enhance the desirability of residence or investment in the city; (3) Encourage the attainment of the most desirable use of land and improvements; (4) Enhance the desirability of living conditions upon the immediate site or in adjacent areas; and (5) Promote visual environments which are of high aesthetic quality and variety and which, at the same time, are considerate of each other.” Below is a brief summary of how the six findings in the attached ordinance capture portions of the AR purpose and existing 16 findings: Revised AR finding #1 incorporates existing AR findings #1 (regarding consistency with the Comprehensive Plan) and adds consistency with Zoning, Context Based Design Criteria and Design Guides (to represent such existing guides for the Downtown, South El Camino Real, and the Baylands). Revised AR finding #2 incorporates portions of existing AR findings #2, 4, 5 and 11, and of the AR purpose (sense of order, harmonious transitions, adjacent land uses/designations, enhancing living conditions on the site and adjacent areas). Revised AR finding #3 incorporates portions of existing findings #6 and 12, and of the AR purpose (high aesthetic quality). Revised AR finding #4 incorporates portions of existing AR findings #3, 7, 8, 9, and 10. Revised AR finding #5 incorporates portions of existing AR findings #12, 13 and 14. Revised AR finding #6 incorporates the gist of existing AR finding #15. If the Council adopts the proposed changes and adopts the attached ordinance, projects requiring AR approvals would be assessed using the six new findings as well as the context based design criteria, as applicable. City of Palo Alto Page 5 All PTC and ARB hearings were noticed in the local newspaper (Palo Alto Weekly) for the code- prescribed period. Staff had reached out to several local architects and a Google group (Palo Alto Architects), who are interested in providing feedback and suggestions for additional code changes for upcoming code change efforts. Staff reached out to the ARB to discuss and refine the revised Architectural Review findings as described above. Policy Implications The proposed changes to the Architectural Review findings will not change the substantive review of projects, and the revised findings are in conformance with the City’s Comprehensive Plan. Resource Impact Other than staff time, no additional fiscal or economic impacts are anticipated. Environmental Review The intent of this modification is largely clerical; it will retain the existing architectural design goals, but streamline the findings by eliminating duplicate or unnecessary findings and better grouping and organizing remaining findings. Given that intent, staff has evaluated the changes with respect to the California Environmental Quality Act (CEQA), and determined the proposed amendments to the Architectural Review findings are exempt from further environmental review per CEQA Guideline sections 15061(b)(3) (Review for Exemption) and 15305 (Minor Alterations in Land Use Limitations), because: (1) the activity (rewording of Architectural Review findings) is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment, and it can be seen with certainty that there is no possibility that the activity in question may have a significantly effect on the environment, and (2) this ‘minor alteration in land use limitations’ does not result in any changes in land use or density. Attachments: Attachment A: Ordinance Amending AR Findings (PDF) Attachment B: Council 12/7/15 Action Minutes (PDF) Attachment C: Staff Report to ARB 10.1.15 (PDF) Not Yet Approved 160125 jb 0131503 January 25, 2016 Ordinance No. _____ Ordinance of the Council of the City of Palo Alto Amending Chapter 18.76 (Permits and Approvals) of Title 18 (Zoning) of the Palo Alto Municipal Code Pertaining to the Architectural Review Approval Findings The Council of the City of Palo Alto does ORDAIN as follows: SECTION 1. Section 18.76.020 of Chapter 18.76 (Permits and Approvals) of Title 18 (Zoning Code) of the Palo Alto Municipal Code is hereby amended to read as follows: 18.76.020 Architectural Review . . . (d) Findings Neither the director, nor the city council on appeal, shall grant architectural review approval, unless it is found that: (1) The design is consistent and compatible with applicable elements of the Palo Alto Comprehensive Plan; (2) The design is compatible with the immediate environment of the site; (3) The design is appropriate to the function of the project; (4) In areas considered by the board as having a unified design character or historical character, the design is compatible with such character; (5) The design promotes harmonious transitions in scale and character in areas between different designated land uses; (6) The design is compatible with approved improvements both on and off the site; (7) The planning and siting of the various functions and buildings on the site create an internal sense of order and provide a desirable environment for occupants, visitors and the general community; (8) The amount and arrangement of open space are appropriate to the design and the function of the structures; (9) Sufficient ancillary functions are provided to support the main functions of the project and the same are compatible with the project's design concept; (10) Access to the property and circulation thereon are safe and convenient for pedestrians, cyclists and vehicles; (11) Natural features are appropriately preserved and integrated with the project; ATTACHMENT A Not Yet Approved 160125 jb 0131503 January 25, 2016 (12) The materials, textures, colors and details of construction and plant material are appropriate expression to the design and function and whether the same are compatible with the adjacent and neighboring structures, landscape elements and functions; (13) The landscape design concept for the site, as shown by the relationship of plant masses, open space, scale, plant forms and foliage textures and colors create a desirable and functional environment and whether the landscape concept depicts an appropriate unity with the various buildings on the site; (14) Plant material is suitable and adaptable to the site, capable of being properly maintained on the site, and is of a variety which would tend to be drought-resistant and to reduce consumption of water in its installation and maintenance; (15) ITie project exhibits green building and sustainable design that is energy efficient, water conserving, durable and nontoxic, with high-quality spaces and high recycled content materials. The following considerations should be utilized in determining sustainable site and building design: (A) Optimize building orientation for heat gain, shading, daylighting, and natural ventilation; (B) Design of landscaping to create comfortable micro-climates and reduce heat island effects; (C) Design for easy pedestrian, bicycle and transit access; (D) Maximize on site stormwater management through landscaping and permeable paving; (E) Use sustainable building materials; (F) Design lighting, plumbing and equipment for efficient energy and water use; (G) Create healthy indoor environments; and (H) Use creativity and innovation to build more sustainable environments. (16) The design is consistent and compatible with the purpose of architectural review as set forth in subsection (a). 1. The design is consistent with applicable elements of the Palo Alto Comprehensive Plan, Zoning Code (including context-based design criteria, as applicable) and any relevant design guides. 2. The project has a unified and coherent design that creates an internal sense of order and desirable environment for occupants, visitors, and the general community, preserves, respects and integrates natural features and the historic character of the area when appropriate, provides harmonious transitions in scale and character to adjacent land uses Not Yet Approved 160125 jb 0131503 January 25, 2016 and land use designations and enhances living conditions on the site (if it includes residential uses) and in adjacent residential areas. 3. The design is of high aesthetic quality, using high quality materials and appropriate construction techniques, and incorporating textures, colors, and other details that are compatible with and enhance the surrounding area. 4. The design is functional, allowing for ease and safety of pedestrian and bicycle access and providing for elements that support the building’s necessary operations (e.g. convenient vehicle access to property and utilities, appropriate arrangement and amount of open space and integrated signage, if applicable, etc.). 5. The landscape design is suitable, integrated and compatible with the building and the surrounding area, is appropriate to the site’s functions, and utilizes drought-resistant plant material that can be appropriately maintained. 6. The project incorporates design principles that achieve sustainability and green building requirements in areas related to energy efficiency, water conservation, building materials, landscaping, site planning and sensible design. . . . SECTION 2. Any provision of the Palo Alto Municipal Code or appendices thereto inconsistent with the provisions of this Ordinance, to the extent of such inconsistencies and no further, is hereby repealed or modified to that extent necessary to effect the provisions of this Ordinance. SECTION 3. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any portion of the ordinance would be subsequently declared invalid or unconstitutional. SECTION 4. The Council finds that the adoption of this ordinance is exempt from the provisions of the California Environmental Quality Act pursuant to CEQA Guideline sections 15061(b) and 15301, 15302 and 15305 because it simply provides a comprehensive permitting scheme. SECTION 5. This ordinance shall not apply to any planning or land use applications deemed complete as of the effective date of this ordinance. Not Yet Approved 160125 jb 0131503 January 25, 2016 SECTION 6. This ordinance shall be effective on the thirty-first date after the date of its adoption. INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: NOT PARTICIPATING: ATTEST: ____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Senior Assistant City Attorney City Manager ____________________________ Director of Planning & Community Environment CITY OF PALO ALTO CITY COUNCIL ACTION MINUTES Page 1 of 6 Special Meeting December 7, 2015 The City Council of the City of Palo Alto met on this date in the Council Chambers at 5:06 P.M. Present: Berman, DuBois, Filseth, Holman, Kniss, Scharff, Schmid, Wolbach Absent: Burt ATTACHMENT B .” Action Items 11. PUBLIC HEARING: Review and Adoption of an Ordinance to Amend Land Use Related Portions of Titles 16 and 18 of the Palo Alto ACTION MINUTES Page 3 of 6 City Council Meeting Action Minutes: 12/7/15 Municipal Code. The Purposes of the Code Amendments and Additions are to: (1) Improve the Use and Readability of the Code, (2) Clarify Certain Code Provisions, and (3) Align Regulations to Reflect Current Practice and Council Policy Direction. The Affected Chapters of Title 16 Include but are not Limited to Title 16 (Building Regulations), Chapters 16.20 (Signs), 16.24 (Fences), and 16.57 (In-Lieu Parking Fees for New Non-Residential Development in the Commercial Downtown (CD) Zoning District), and Title 18 (Zoning), Chapters 18.01 (Adoption, Purposes and Enforcement), 18.04 (Definitions), 18.08 (Designation and Establishment of Districts), 18.10 (Low Density Residential RE, R- 2 and RMD Districts), 18.12 (R-1, Single Family Residence District), 18.13 (Multiple Family Residential (RM-15, RM-30, RM-40) Districts), 18.14 (Below Market Rate Housing Program), 18.15 (Residential Density Bonus), 18.16 (Neighborhood, Community, and Service Commercial (CN,CC and CS) Districts), 18.18 (Downtown Commercial (CD) Districts)), 18.20 (Office, Research and Manufacturing (MOR, ROLM, RP and GM) Districts), 18.23 Performance Criteria for Multiple Family, Commercial, Manufacturing and Planned Community Districts), 18.31 (CEQA Review - a new Chapter), 18.34 (PTOD Combining District Regulations), 18.40 (General Standards and Exceptions), 18.52 (Parking and Loading Requirements), 18.70 (Non-conforming Uses and Non-complying Facilities), 18.76 (Permits and Approvals), and 18.77 (Processing of Permits and Approvals). Public Hearing opened at 7:14 P.M. Public Hearing closed at 7:26 P.M. MOTION: Council Member Scharff moved, seconded by Council Member Kniss to adopt Ordinance Sections 1-3, modifying Municipal Code Title 16 (Group 1 Interpretations of 16.20 (Signs)). MOTION PASSED: 8-0 Burt absent MOTION: Council Member DuBois moved, seconded by Council Member Wolbach to adopt Ordinance changes in Group 2 with Staff’s suggested changes to American’s with Disabilities Act (ADA) language, and with changes to Zoning Code Interpretation and Interpretation of Land Uses in order to include a process to bring changes to Council quarterly for approval. ACTION MINUTES Page 4 of 6 City Council Meeting Action Minutes: 12/7/15 INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to replace in the Motion, “bring changes to Council quarterly for approval” with “bring an Information Report to Council quarterly.” AMENDMENT: Mayor Holman moved, seconded by Council Member XX to add to the Motion, when a project Staff Report is written that requires a formal written interpretation as referenced in Municipal Code Section 18.01.025 the description of that determination shall be called out in the Staff Report. AMENDMENT WITHDRAWN BY THE MAKER MOTION AS AMENDED PASSED: 8-0 Burt absent MOTION: Council Member Scharff moved, seconded by Council Member Berman to adopt Ordinance Sections 10-13, modifying Municipal Code Chapters 18.13-18.15. INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add to the Motion, “replace in Municipal Code Sections 18.15.040(b), and 18.15.100(d)(iv), “59 years” with “55 years.” INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add to the Motion, “replace in Section 19 of the Ordinance, Municipal Code Section 18.34.040(e)(3) with “the provisions of this section are intended to address the density bonus requirements of state law within the PTOD District. The maximum bonus density available under this section shall be the greater of the bonus density allowed under this chapter or under the City’s density bonus provisions contained in Chapter 18.15.” AMENDMENT: Council Member Wolbach moved, seconded by Council Member XX to remove from Municipal Code Section 18.13.010(a), (b), and (c), “with no required minimum density.” AMENDMENT FAILED DUE TO THE LACK OF A SECOND MOTION AS AMENDED PASSED: 7-1 Wolbach no, Burt absent ACTION MINUTES Page 5 of 6 City Council Meeting Action Minutes: 12/7/15 MOTION: Council Member Scharff moved, seconded by Council Member Kniss to adopt Ordinance Sections 14-15, modifying Municipal Code Chapters 18.16 and 18.18 including Staff proposed changes to Municipal Code Section 18.18.120(a)(2)(C). INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add at the end of the Motion, “to replace ‘volume of space that is’ with ‘three dimensional shape and space.’” INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add to the Motion, “in Municipal Code Section 18.18.060(e), replace “minimum extent necessary” with “incremental square footage necessary.” MOTION AS AMENDED PASSED: 8-0 Burt absent MOTION: Council Member Wolbach moved, seconded by Council Member DuBois to approve Ordinance Sections 16-21, modifying Municipal Code Chapters 18.20-18.52. SUBSTITUTE MOTION: Mayor Holman moved, seconded by Council Member DuBois to continue discussion of the addition of Municipal Code Sections 18.31.010, 18.31.020, and 18.31.030. SUBSTITUTE MOTION FAILED: 3-5 DuBois, Holman, Schmid yes, Burt absent MOTION PASSED: 7-1 Holman no, Burt absent MOTION: Council Member Scharff moved, seconded by Council Member Berman to approve Ordinance Sections 22-24, modifying Municipal Code Chapters 18.70-18.77. INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add to the Motion, “to continue Municipal Code Section 18.76.020 to the next available meeting. MOTION RESTATED: Council Member Scharff moved, seconded by Council Member Berman to approve Ordinance Sections 22 and 24, modifying Municipal Code Chapters 18.70-18.77 with the exception of Municipal Code Section 18.76.020. ACTION MINUTES Page 6 of 6 City Council Meeting Action Minutes: 12/7/15 MOTION AS AMENDED PASSED: 8-0 Burt absent MOTION: Council Member Scharff moved, seconded by Council Member Kniss to continue Attachment E of the Staff Report to a date uncertain. SUBSTITUTE MOTION: Vice Mayor Schmid moved, seconded by Mayor Holman to set a hard stop of 11:00 P.M. SUBSTITUTE MOTION FAILED: 4-4 DuBois, Filseth, Holman, Schmid yes, Burt absent MOTION PASSED: 5-3 Filseth, Holman, DuBois no, Burt absent Adjournment: The meeting was adjourned at 10:33 P.M. City of Palo Alto (ID # 6158) Architectural Review Board Staff Report Report Type: Consent Meeting Date: 10/1/2015 City of Palo Alto Page 1 Summary Title: ARB Findings Title: Discussion and Recommendation to the City Council regarding a proposed changes to the ARB findings. From: City Manager Lead Department: Architectural Review Board Recommendation Staff recommends that the ARB review the revised draft findings (Attachment A) and forward a recommendation of support to the City Council. Background September 3, 2015 Discussion On September 3, 2015, the Architectural Review Board (ARB) considered a reduced number of Architectural Review (AR) approval findings. The current findings are provided as Attachment C and the 9/3/15 staff report (without attachments) is provided as Attachment D. The ARB supported staff’s efforts to reduce the number and group findings into similar categories, and discussed the positive aspects of the existing Architectural Review approval findings, such as: short declarative sentences, concrete nouns, incorporation of phrasing about bicycle and pedestrian access, a sustainability finding to ensure green design is not an afterthought, phrases found in the code-stated ‘Purpose’ of Architectural Review, about preserving natural features, desirability of living conditions, and enhancing the quality of life. The ARB was provided a copy of the existing AR findings and Context Based Design Criteria (CBDC). The ARB requested that staff: re-order the CBDC so #8 appears earlier in the sequence, and cite ‘sign integration’, to ensure signage is shown in conceptual designs. Staff noted it is staff’s intent to: minimize reference to other portions of the code, ATTACHMENT C City of Palo Alto Page 2 not reduce or minimize the ARB’s authority, but better focus its review authority through the revised findings, give maximum discretion to the ARB to require project modifications, provide enough specificity to allow ARB guidance of projects, consider placement of CDBC into one zoning code chapter, and update the current application checklist (Attachment B) as needed and carefully review submitted materials to ensure applicants are demonstrating how they are meeting the zoning standards, context based design criteria, and approval findings. Staff has revised the draft findings in this report and in Attachment A. Purpose of Architectural Review The ARB had noted that several phrases from the code-stated ‘Purpose’ of Architectural Review were important to include. In PAMC Chapter 18.76, Section 18.76.020 states “The purpose of architectural review is to: (1) Promote orderly and harmonious development in the city; (2) Enhance the desirability of residence or investment in the city; (3) Encourage the attainment of the most desirable use of land and improvements; (4) Enhance the desirability of living conditions upon the immediate site or in adjacent areas; and (5) Promote visual environments which are of high aesthetic quality and variety and which, at the same time, are considerate of each other.” Staff has incorporated the underlined text into the revised draft findings. Discussion The six proposed Architectural Review findings ensure a project is/has: (1) compatible, (2) coherent design, (3) quality materials, (4) functional, (5) well-landscaped, and (6) sustainable. Changes to the ARB findings will be presented to the City Council in the fall. Revisions made after the September 3, 2015 ARB public hearing are annotated in the proposed findings below: Proposed AR Findings 1. The design is compatible with applicable elements of the Palo Alto Comprehensive Plan and any relevant design guides and context-based design criteria, and enhances the desirability of the immediate site or in adjacent areas, with harmonious transitions in scale and character. In cases where context-based design criteria do not apply, the transitions and scale of the project are compatible with the neighborhood. [Incorporates Findings 1 and 5, and the phrase from AR purpose #4.] 2. The project has a unified and coherent design that creates an internal sense of order and desirable environment for occupants, visitors, and the general community, is compatible with considerate of the surrounding environment and preserves, respects and integrates natural City of Palo Alto Page 3 features and the historic character of the area when appropriate. [Incorporates Findings 2, 4, 6, and 11, and words from AR purpose #5 and AR Finding 11.] 3. The design uses high quality materials and appropriate construction techniques, and incorporates textures, colors, and other details that are compatible with, and enhance the surrounding environment. [Incorporates Findings 2, 4, 6 and 12.] 4. The design is functional, allowing for ease and safety of pedestrian and bicycle access and providing for elements that support the building’s necessary operations (e.g. convenient vehicle access to property and utilities, appropriate arrangement and amount of open space and integrated signage, if applicable, etc.). [Incorporates Findings 3, 7, 8, 9, and 10, a phrase from CBDC #8 and a mention of signage among the specific examples.] 5. The landscape design is suitable, integrated and compatible with the building and the surrounding area, is appropriate to the site’s functions, and utilizes drought-resistant plant material that can be appropriately maintained. [Incorporates Findings 12, 13 and 14.] 6. The project incorporates design principles that achieve sustainability and green building requirements in areas related to energy efficiency, water conservation, building materials, landscaping, site planning and sensible design. [Excerpted from Finding 15]. Prepared by: Amy French, Chief Planning Official Reviewed by: Jonathan Lait, Assistant Director Attachments: Attachment A: ARB findings revised for 10 1 15 (DOCX) Attachment B: Major ARB Submittal Checklist (DOC) Attachment C: Architectural Review Findings from PAMC Chapter 18 (DOCX) Attachment D: September 3, 2015 ARB Staff Report (PDF) Attachment A Palo Alto Municipal Code Chapter 18.76 Sections 18.76.020 Architectural Review Item (d) Findings “Neither the Director, nor the City Council on appeal, shall grant architectural review approval unless it is found that: 1. The design is compatible with the Palo Alto Comprehensive Plan and any relevant design guides and context-based design criteria, and enhances the desirability of the immediate site or in adjacent areas, with harmonious transitions in scale and character. In cases where context- based design criteria do not apply, the transitions and scale of the project are compatible with the neighborhood. 2. The project has a unified and coherent design that creates an internal sense of order and desirable environment for occupants, visitors, and the general community, is considerate of the surrounding environment and preserves, respects and integrates natural features and the historic character of the area when appropriate. 3. The design uses high quality materials and appropriate construction techniques, and incorporates textures, colors, and other details that are compatible with, and enhance the surrounding environment. 4. The design is functional, allowing for ease and safety of pedestrian and bicycle access and providing for elements that support the building’s necessary operations (e.g. convenient vehicle access to property and utilities, appropriate arrangement and amount of open space and integrated signage, if applicable, etc.). 5. The landscape design is suitable, integrated and compatible with the building and the surrounding area, is appropriate to the site’s functions, and utilizes drought-resistant plant material that can be appropriately maintained. 6. The project incorporates design principles that achieve sustainability and green building requirements in areas related to energy efficiency, water conservation, building materials, landscaping, site planning and sensible design. Attachment B CHECKLIST ARB Submittal for MAJOR PROJECT Please provide the following items for the City of Palo Alto to review. Incomplete application packages may not be accepted and will not be scheduled for public hearing 1. An appointment is required to submit all applications. Appointments can be made in person at the Development Center, 285 Hamilton Avenue, or by calling the Planning Division at (650) 329-2441. 2. Final project approval from Stanford University if project is located on Stanford land ___ Signed approval form from Stanford Management Company ___ Plans stamped and approved by Stanford 3. Planning Application Form ___ Items 1-5 on the application form completed ___ Property owner’s signature 4. Written project description: 14 copies of a summary of the project proposal, which shall include: ___ The scope of work to be done ___ The existing and proposed uses ___ An explanation of the design concept ___ Relationship to existing conditions on site ___ Materials, colors, and construction methods to be used (The proposal will be reviewed by City department representatives and others who have not had the benefit of meeting with the applicant. Therefore, be thorough in your description and submission) 5. Public Outreach Images: USB flash drive or CD-ROM containing proposed site plan, elevations and perspectives. The plans shall be PDF format for posting on the City’s website. The file should be generally 4-6 pages in total, and optimized for printing to 11 inch by 17 inch paper. Revised and final electronic plan sets shall be provided as needed. 6. Photographic display: Photographs showing the relationship of the proposed project to adjacent buildings and to the neighborhood. 7. Plans: Minimum legible size needed, bound and folded to 8 ½” x 11”. Fold-out pages are allowed. Information must be consistent on all sheets. A. Plan sets: ___ 16 sets for ARB review (2 full-size (24” x 36” max.) + 14 reduced-size sets (18” x 24” max.)) ___ 10 additional reduced size sets for HRB review if site is on the City’s Historic Inventory B. Vicinity map: ___ Small schematic map showing the location of the site within the City C. Neighborhood context: show project in the context to its surrounding by providing: ___ Dated, aerial photograph of the site and adjacent properties (available at the Development Center) ___ Streetscape elevations, photographs and/or sections showing the proposed project and adjacent properties on each side of the property, including street trees. The drawing should be three times the width of the site (if site frontage is 50', the context elevation must include 50' on each side of the site). ___ Site plan showing the adjacent streets and buildings (see E below for other site plan items) D. Project data: provide the following project data on the cover sheet and site plan ___ Lot area ___ Lot coverage ___ Floor area ___ Required parking For Residential projects only: ___ Common usable open space area (total area calculated and percentage of site area indicated) ___ Private usable open space area (total balcony and/or private patio areas) E. Site Plan: show existing conditions and proposed changes ___ Scale ___ North arrow (orient all sheets in the same directions) ___ Dimensioned property lines ___ Any underlining lot lines ___ Footprint of all buildings and structures on the site ___ Footprint of adjacent buildings and structures ___ Surface parking area, driveways, paths and sidewalks ___ Zoning setback lines (including Stanford setback lines if applicable) ___ Site contours ___ Existing and proposed signs ___ Light fixtures, bicycle parking, trash and recycling (including proposed containers or related equipment) enclosures, fences ___ Improvements in the public right-of-way, including streets, curbs, sidewalks and street trees within 30 feet of the property ___ Underground utilities (sewer, gas, electric, water) ____Location of backflow preventers, above-ground electrical utilities, boxes, transformers, meter mains, fire standpipes, etc ___ Any easements or encumbrances across the property ___ Creeks or waterways on or adjacent to the property Indicate ‘top of bank’. ___ Tree location, species, size, dripline area, including trees located on neighboring property that overhang the project site, consistent with the City Tree Technical Manual, Section 1.28 F. Building Elevations: show existing conditions to remain and proposed changes ___ Elevations of all sides of the buildings ___ Outlines of adjacent buildings ___ Height limit, daylight plane ___ All window, door, eaves, skylights, chimneys, rain water leaders, roof equipment and screens, and other appurtenances on the building exterior ___ Type, finish, material, and color of all surfaces ___ All signs and lighting on the building G. Floor Plans: Submit sufficient floor plans to indicate how the interior of the building affects the exterior design, particularly window and door placement, required emergency exists, space usage, stairs, elevators, etc. ___ Dimensioned floor plans showing how floor area was calculated ___ Fully dimensioned parking garage plans H. Roof Plans: ___ Heating Ventilation Air Conditioning (HVAC) Units shall be shown ___ HVAC equipment screens ___ Photo-voltaic panels, if proposed I. Parking Layout and Circulation: ___ Fully dimensioned parking plan and required number of vehicular and bicycle parking spaces ___ Handicapped parking, loading signage ___ Main points of entry and exit and traffic flow J. Sections: ___ Provide illustrative wall section from parapet to foundation showing foundation, wall, windows, and doors, parapet, cornice, eave, roof (drawing should be at a minimum ½” = 1’ scale) ___ Provide building site sections showing roof and floor heights, site slope, automobile or pedestrian ramps, basements, underground garages, penthouses, etc. ___ Provide section(s) at adjacent property lines indicating any grade differentials, showing fence height, retaining walls, ground slope, etc. (drawing should be 1” = 10’ scale) K. Landscape Plan: ___ Statement of design intent: written statement outlining the concept of the landscape design ___ Show common usable open space and private open space dimensioned ___ Schematic Landscape Plan a. Trees and vegetation to be removed, retained, and planted b. Location, species, quantities, and size of all proposed plant materials (plant list) ___ Fences trellises, pots, street furniture, and other amenities ___ Trash enclosures, bicycle enclosures, etc. ___ Location of backflow preventors, above-ground electrical utilities, boxes, transformers, meter mains, fire standpipes, etc ___ Drainage plan to conform with the Storm Water Pollution Prevention Plan (SWPPP) and C-3 Requirements where required (contact Public Works Engineering (650) 329-2151 for requirements) (The final planting and irrigation plan must be approved by Planning and Utilities Marketing prior to building permit approval) L. Lighting Plan: ___ Photometric drawing including foot-candle numbers ___ Catalog cuts of proposed exterior fixtures M. Schematic details: Appropriate architectural details to indicate the quality and nature of the design, including: ___ Details showing how adjacent, dissimilar materials connect. Examples include: siding to windows, siding to roofs and parapets, eaves, railings, corners, connections to existing structures ___ Details showing attachments to buildings, when these occur (such as railings and awnings) 8. Green Building program: A list of sustainable aspects of the proposed design beyond the minimum code requirements. Consult the City’s Green Building webpage for more information. 9. 3-Dimensional images: massing model, axonometric or perspective drawings from the most visible locations. 3D images may be physical models, hand drawings, or computer generated. 10. Colors and materials: ___ Samples of actual colors and materials mounted on 8” x 14” foam board to be retained by the city as part of the permanent file ___ Colored rendering for presentation in the public hearing to show accurately how color will be placed on the building (duplicate copies not needed) 11. Environmental Information Assessment Worksheet (14 copies) 12. Tree Protection Plan Sheet T-1 13. Arborist assessment and report for protected and designated trees: shall be consistent with the City Tree Technical Manual, Section 2.10 14. Hazardous Materials Disclosure Checklist: if use or storage of hazardous materials on site, see Fire Department for hazardous material permit 15. Fee Schedule If there are any questions regarding submittal requirements, please contact city staff. http://www.cityofpaloalto.org/arb, Development Center, 285 Hamilton Ave., Palo Alto, Ca 94301 Planning: (650) 329-2441 Building: (650) 329-2496 Fire: (650) 329-2135 Public Works: (650) 329-2151 This Checklist was Revised 6-11-13 Attachment C Architectural Review Findings from PAMC Chapter 18.76 Section 18.76.050 (d) Findings Neither the director, nor the city council on appeal, shall grant architectural review approval, unless it is found that: (1) The design is consistent and compatible with applicable elements of the Palo Alto Comprehensive Plan; (2) The design is compatible with the immediate environment of the site; (3) The design is appropriate to the function of the project; (4) In areas considered by the board as having a unified design character or historical character, the design is compatible with such character; (5) The design promotes harmonious transitions in scale and character in areas between different designated land uses; (6) The design is compatible with approved improvements both on and off the site; (7) The planning and siting of the various functions and buildings on the site create an internal sense of order and provide a desirable environment for occupants, visitors and the general community; (8) The amount and arrangement of open space are appropriate to the design and the function of the structures; (9) Sufficient ancillary functions are provided to support the main functions of the project and the same are compatible with the project's design concept; (10) Access to the property and circulation thereon are safe and convenient for pedestrians, cyclists and vehicles; (11) Natural features are appropriately preserved and integrated with the project; (12) The materials, textures, colors and details of construction and plant material are appropriate expression to the design and function and whether the same are compatible with the adjacent and neighboring structures, landscape elements and functions; (13) The landscape design concept for the site, as shown by the relationship of plant masses, open space, scale, plant forms and foliage textures and colors create a desirable and functional environment and whether the landscape concept depicts an appropriate unity with the various buildings on the site; (14) Plant material is suitable and adaptable to the site, capable of being properly maintained on the site, and is of a variety which would tend to be drought- resistant and to reduce consumption of water in its installation and maintenance; (15) The project exhibits green building and sustainable design that is energy efficient, water conserving, durable and nontoxic, with high-quality spaces and high recycled content materials. The following considerations should be utilized in determining sustainable site and building design: (A) Optimize building orientation for heat gain, shading, daylighting, and natural ventilation; (B) Design of landscaping to create comfortable micro-climates and reduce heat island effects; (C) Design for easy pedestrian, bicycle and transit access; (D) Maximize on site stormwater management through landscaping and permeable paving; (E) Use sustainable building materials; (F) Design lighting, plumbing and equipment for efficient energy and water use; (G) Create healthy indoor environments; and (H) Use creativity and innovation to build more sustainable environments. (16) The design is consistent and compatible with the purpose of architectural review as set forth in subsection (a). City of Palo Alto (ID # 6087) Architectural Review Board Staff Report Report Type: Study Session Meeting Date: 9/3/2015 City of Palo Alto Page 1 Summary Title: Architectural Review Findings Title: Discussion of Revision to Architectural Review Approval Findings From: City Manager Lead Department: Architectural Review Board Recommendation Staff recommends the Architectural Review Board (ARB) discuss the proposed wording and benefits of a reduction in the number of findings for approval of ARB applications, and recommend any modifications to the draft revised findings. Background The Planning and Community Environment Department (PCE) is embarking on an effort to make annual zoning code amendments to address outmoded regulations, align codes with current policies, correct inaccurate references and typographical errors, and introduce changes to improve department efficiency, the quality of work and enhance transparency to the public. The first round of amendments is intended to be non-controversial, though some recommendations will require more consideration than others. The Planning and Transportation Commission will be responsible for forwarding a recommendation to the City Council on zoning code amendments. However, one of the proposed changes directly relates to the Architectural Review Board (ARB), which is the reason for this discussion topic. It is anticipated that the ARB will review the proposed change, offer modifications if needed, and forward a recommendation to the City Council reflecting the ARB’s position. Discussion All projects that go before the ARB are recommended for approval, conditional approval, or denial to the PCE Director. These recommendations and the Director’s determination (and City Council on appeal), are based on required findings. Findings detail how the local agency evaluated the project and documented its conformance to local plans, regulations and other criteria. Review of a project to the findings enables the Board to make recommended conditions of approval or project modifications. If a project is challenged, the appellant body (City Council) will review the project findings to affirm, modify City of Palo Alto Page 2 or reject the Director conclusions. A similar review is conducted by a judge if a project is challenged in court. For these reasons, project findings are very important when acting on a project. Increasingly, some community members and Councilmembers have asserted a need to improve the analysis provided for project findings. Staff agrees. Palo Alto has a minimum 16 findings that are reviewed for each project that goes before the ARB. Additional findings are required for any Design Enhancement Exception and several other findings must be made if a project is subject to Context Based Design Criteria (PAMC 18.16.090). It is not uncommon for a project to be subject to 21 findings. Many of the existing findings are redundant. Some are unnecessary because city has updated the code since the finding was established, or do not need to be evaluated at the conceptual design phase and are checked during plan review for a building permit. The ARB has recognized these shortcomings too. Recently, staff reports to the ARB now group similar findings to facilitate an easier review by the Board and public, and improve the qualitative analysis of those findings. Now is an opportunity to take this practice one step further. Staff has reviewed the 16 ARB findings and is proposing to formally codify similar findings, eliminate unnecessary findings, and strengthen others to give the ARB the tools it needs to evaluate projects and recommend approval of those that strengthen the urban environment. The proposed findings have been drafted to retain all the important criteria that exist today. It is requested that the ARB review and offer suggestions ensure this objective. It is anticipated that updating the ARB findings will achieve the following benefits: Improve qualitative responses Focus project review on key criteria Provide applicants a better understanding of how projects will be evaluated Reduce writing and reading fatigue (preparing and reviewing redundant findings) Strengthen the legal standing of projects challenged in court Help to address some of the criticisms related to the ARB process and more specifically the findings Reduce, to some degree, the amount of paper generated to print reports The proposed modification to the ARB findings will enhance the review process and make it more efficient. Moreover, many projects will remain subject to the Context Based Design Criteria, which imposes significant standards that will be reviewed and evaluated in the staff report and findings. City of Palo Alto Page 3 The proposed and existing findings are provided in Attachment A. The Context Based Design Criteria are there too. With regard to the annual zoning code effort, at least for the first round, any items that require a sufficient amount of discussion or turn out to be too controversial will be dropped and revisited next year. As it relates to the ARB, staff will also be reexamining in the near term, the ARB application, the staff report template and process to officially document final actions. Staff can schedule a future discussion on these items and welcomes ARB member comments to help improve the quality of the application material the Board receives and staff efficiency. Prepared by: Amy French, AICP, Chief Planning Official Reviewed by: Jonathan Lait, AICP, Assistant Director Cara Silver, Senior Assistant City Attorney Attachments: Attachment A: ARB Findings (Proposed / Existing) (DOCX) City of Palo Alto (ID # 6585) City Council Staff Report Report Type: Action Items Meeting Date: 4/11/2016 City of Palo Alto Page 1 Summary Title: Downtown Parking Wayfinding and Parking Guidance Systems Title: Direction to Staff Regarding Downtown Palo Alto Parking Wayfinding and Parking Guidance Systems Design From: City Manager Lead Department: Planning and Community Environment Recommendation Staff recommends that Council: 1) Direct staff to solicit bids for construction for the Downtown Parking Wayfinding design in the blue color scheme, and 2) Direct staff to prepare plans and estimates for construction and installation of Automated Parking Guidance System (APGS) with preference for single-space monitoring in the Downtown Palo Alto parking garages and solicit bids when funding becomes available. Executive Summary In early 2014, the City began efforts to address the significant parking and transportation challenges in Downtown Palo Alto through several related initiatives. This strategy involves projects to increase parking supply, improve parking management, and reduce overall demand. As part of this comprehensive parking strategy, staff has been working with a wayfinding consultant, Hunt Design, and a parking technology consultant, Walker Parking Consultants. Together, the consultants have worked on concepts for a new parking brand to be utilized in parking wayfinding signage and designs for parking technology that will provide real-time parking availability at garage entrances and at locations Downtown. Together, the implementation of these projects will enhance the visitor perception of Downtown Palo Alto by improving the ease with which visitors can find available parking spaces. The staff recommendation would proceed with bidding and constructing parking wayfinding signage in a way that anticipates future funding and implementation of the parking guidance system technologies. Background and Discussion City of Palo Alto Page 2 Parking Wayfinding Hunt Design was tasked with a review of existing parking wayfinding signage in Downtown Palo Alto, designing a new “parking brand” for the City, and developing a wayfinding plan. The new wayfinding signage would incorporate the proposed parking brand and replace the existing parking signage to improve parking visibility in Downtown Palo Alto. This work was done in collaboration with Walker Parking Consultants’ parking technology work, and several types of proposed signage include real-time parking availability displays. Hunt worked extensively with Staff, local resident and business stakeholders to develop proposed branding concepts and signage, including creating mockups of several design options installed in the field for ARB member, stakeholder, staff, and public feedback (Attachment A). This work is detailed in the October 2015 report to the Architectural Review Board (Attachment B). The ARB study session resulted in unanimous direction to move forward with the proposed signage in the blue color scheme, with the green color scheme as an alternative approach, although no formal recommendation was formulated. The ARB felt that the blue color was more visible than the green against many streets’ tree canopies. As a result of the ARB feedback, Hunt Design created full parking wayfinding designs for the blue color scheme, with the green color scheme as an alternative (Attachment C). This design includes the following sign types: Directional Sign – directs customers toward parking facilities Lot ID Banner – Identifies a particular Lot via a banner attached to an existing light pole Garage ID – identifies a particular garage via a sign mounted to the exterior of the garage Pylons – visible/architectural markers that show parking facility info Rules/Regulation Signs – depicts hours, permit/hourly parking regulation info Included in this analysis and recommendation is a revised naming structure for the Downtown garages and lots. The revised nomenclature is an alphanumeric system, with garage structures named alphabetically from east to west, and lots numerically from east to west. This naming structure is supported by stakeholders and the ARB. As part of this scope, Hunt Design recommended locations for installation of each signage type throughout Downtown Palo Alto (Attachments D and E). This installation recommendation assumes removal of existing parking wayfinding signage and installation of new signage at key intersections and locations for each Downtown lot and garage. The combination of the visually appealing parking brand with an improved, comprehensive approach to wayfinding placement will help guide visitors, residents, and employees more easily to off-street parking and the real-time occupancy will help to reduce congestion and circling by efficiently delineating where parking is available. City of Palo Alto Page 3 Automatic Parking Guidance Systems (APGS) The City engaged Walker Parking Consultants to assess potential Automated Parking Guidance Systems (APGS) for Downtown Palo Alto that would provide real-time occupancy information regarding parking availability. Following an assessment of existing conditions and parking garage configuration, Walker’s staff described three types of APGS for consideration at a Stakeholder committee meeting: Facility Count APGS: The lowest cost option, this system uses sensors at garage or parking lot entrances and displays either total count of vehicles in the facility or a simple ‘Open/Full’ status. This system is approximately 70-80% accurate, and is similar to the system currently installed in the City of San Jose that displays facility counts at garage entrances and on some road signs. Level and Zone Count APGS: This system builds on to the Facility Count system and uses additional sensors to provide counts by garage level. This system does not guide parkers to available spaces, and does not indicate where the available spaces are, so drivers may perceive a level as full when it reaches 90-95% occupied even when some spaces remain available. This system requires some manual counts to maintain accuracy. Similar systems are currently in place at the Winchester garage at Santana Row in San Jose and the Fifth and Mission parking garage in San Francisco. Single Space Detection APGS with Individual Indicator Lights: This system provides the highest level of customer service, and track occupancy by space using ceiling mounted detection sensors in conjunction with LED lights mounted above each space that indicate type of space (available, occupied, permit, public, handicapped, valet, etc.). The single space approach is adaptive, enabling the allocation of the space to be changed manually or automatically, to best utilize the available parking. This system is the most accurate, and does not require additional manual counts to maintain accuracy. This type of system is currently installed at the Westfield Valley Fair mall in San Jose. Costs for the aforementioned systems vary based on the level of accuracy and information. The basic system, a facility count system that simply indicates total estimate of vehicles parked, or indicates when the facility is open or full, is the least expensive (roughly $400,000 for the four Downtown Palo Alto garages). The level count system and single space systems are more complex, with installation estimated at $1.26 million and $2.0 million, respectively, for the Downtown garages. These costs reflect the estimates to retrofit existing garages for this equipment. Operations and maintenance costs are typically captured in the warranty for the system. For any system selected, hardwire connections to the City’s Downtown fiber network would be the preferred option for data transmission and internet connectivity. Staff has confirmed with the Utilities department that these connections can be made by a third-party, as is currently done for Downtown businesses. Estimates for these connections and to retrofit the existing Downtown garages for this equipment are included in the consultant evaluation and recommendation as a planning level estimate (Attachment F). The next phase of this project will include evaluation of infrastructure and system requirements to integrate with the City of Palo Alto Page 4 outcome of the paid parking study currently underway, and will provide a more detailed construction-level estimate. After evaluating the existing parking configuration in Downtown, the consultant recommended a Single Space APGS with LED space indicator lights in all four Downtown garages if funding is available. This alternative would provide the highest level of accuracy and flexibility in the parking system to achieve the following results: Increases the effective parking supply: During peak periods the utilization of the garages can be increased by 5-10% by guiding customers to all available spaces in the garage. Lacking this type of system that identifies available spaces, customers perceive a facility to be full when it approaches 90-95% occupancy as the remaining spaces become difficult to locate. Supports reduction in greenhouse gas emissions: A single space APGS with space indicator lights allows drivers to quickly identify available spaces thus reducing circulation and idling time, and thereby reducing vehicle emissions. Provides accurate parking data: Single space APGS systems can support a comprehensive parking management system by providing data including average duration of stay, peak occupancy times, and total garage occupancies by time of day. Automatic notifications: In a single space APGS system, time restricted spaces (i.e. spaces that have a certain time limit) can be configured to send automatic notifications via text, email, or via the APGS system dashboard to aid in enforcement. Allows for flexible space allocations: Downtown Palo Alto garages have multiple user groups, including the public, permit parkers, ADA, valet, etc. A single space APGS with space indicator lights is nimble and can allow space allocation to be changed automatically or on demand, making space usage more flexible and responsive. Most accurate of APGS options: This option is 99% accurate, thus requiring the least amount of staff time and maintenance. No loss in parking spaces: Other options would require lane delineation which may result in a loss of parking spaces. The primary recommendation includes: Ceiling-mounted detection sensors on covered levels able to differentiate between vehicles and other objects LED indicator lights to display current space status Wireless surface-mounted vehicle detection sensors on roof levels Monument signs at each garage entry plaza with level-by-level availability (in coordination with parking wayfinding design) Ability to provide real-time parking occupancy to City’s websites, phone applications, etc. The stakeholders unanimously supported this recommendation. A detailed evaluation of each alternative and recommendation is contained in Attachment F. City of Palo Alto Page 5 Timeline The staff recommendation would result in bidding final design and construction of the Downtown Parking Wayfinding project, which is expected to take approximately 6-8 weeks to finalize design and 4 to 5 months for fabrication and installation. Implementation of the Automated Parking Guidance System (APGS ) projects will take an estimated 2 to 3 months for completion of design after Notice to Proceed, and procurement and implementation thereafter would take approximately 9-12 months, depending on the type of system selected. APGS is not currently funded, and would not be able to proceed until a funding strategy is identified (see below). Resource Impact Engineer’s estimates for the final designs will be developed once the direction has been determined. Preliminary estimates for each of the programs as recommended by Staff are as follows: Downtown Parking Wayfinding: $600K for signage at garages, lots and along key streets in Downtown, per the locations shown in Attachments E and F. Automated Parking Guidance System (APGS): $2.0 million for implementation of sensors and LED-indicators in four garages (Lot CW, Lot R, Lot CC and Lot S) with real-time data collection capability, red-light/green-light/blue-light functionality and locally-hosted or cloud-hosted central management application, including signage at key intersections Downtown and estimates for the hardwire connection to a Downtown fiber network (Council direction to pursue a different system, such as a single space APGS without LED-indicators or a facility level APGS, would be a lower expenditure, estimated at approximately $1.26 million and $400,000 respectively. There is currently no funding identified in the five-year Capital Improvement Project to design and construct the Downtown Parking Wayfinding or the Automated Parking Guidance System projects. However, Staff is proposing use of revenues from the University Avenue Parking Permit Fund be identified in the FY17 Capital Budget to complete final design and construction of the Downtown Parking Wayfinding project. If the Parking Permit fund has insufficient funding for these systems, implementation of the program may need to occur over the span of 2-3 years. There is currently no funding identified for the Automated Parking Guidance System project, and unless there are other sources of funds available, Staff believes the City could fund this project with future parking revenues, which will be evaluated as part of a paid parking study that is now underway. Using this funding source (if feasible) would mean that APGS would not be implemented for several years. Additionally, staff could evaluate increasing garage permit fees to help pay for guidance systems after the parking management study is completed. City of Palo Alto Page 6 Policy Implications The implementation of wayfinding and parking technology is consistent with the Council’s comprehensive parking and transportation strategy. The program is also consistent with the following existing comprehensive plan policies: Goal T-8: Attractive, convenient public and private parking facilities Policy T-45: Provide sufficient parking in the University Avenue/Downtown and California Avenue business districts to address long-range needs. Environmental Review Environmental review will be completed as part of the final design phase. It is expected this project will be categorically exempt under the California Environmental Quality Act Attachments: Attachment A: September 28, 2015 Wayfinding Field Mockups (PDF) Attachment B: September 4, 2015 ARB Wayfinding (PDF) Attachment C: March 1, 2016 Design Drawings DRAFT (PDF) Attachment D: January 29, 2016 Sign Locations (PDF) Attachment E: Janury 27, 2016 Palo Alto Sign Count (PDF) Attachment F: Palo Alto APGS Recommendations FINAL 01262016 (PDF) Blue Concept 1 ATTACHMENT A Green Concept 1 Green Concept 2 City of Palo Alto (ID # 6113) Architectural Review Board ARB Staff Report Report Type: New Business Meeting Date: 10/1/2015 City of Palo Alto Page 1 Summary Title: Downtown Palo Alto Parking Wayfinding Title: Downtown Palo Alto Parking Wayfinding Design Selection From: Jonathan Lait Lead Department: Architectural Review Board Recommendations Staff recommends that the Board review the mockups for Downtown parking wayfinding and direct staff to move forward with final design and layouts for new parking wayfinding signage. Executive Summary As part of a comprehensive and integrated parking strategy for the Downtown commercial core, staff has been working with a wayfinding consultant, Hunt Design, on concepts for a new parking and branding program, including directional and wayfinding signage, for Downtown. The intent of the new signage is to replace existing signage with a consistent look and provide clear directional cues to existing parking facilities. The project is being developed in tandem with Automatic Parking Guidance Systems (APGS), which will provide real-time parking occupancy data for the garages at garage entrances and at locations Downtown. Together, the implementation of these projects will enhance the visitor perception of the Downtown and improve the overall parking experience. Background and Discussion As part of their scope of work, Hunt reviewed the locations of existing wayfinding signage in Downtown Palo Alto, which consists of green directional signage at intersections, banners in parking lots ands and signage at the individual lots and garages. Hunt identified several deficiencies with the existing signage, including directional signage that didn’t provide clear cues for drivers, inconsistent branding and lack of clarity between public and private lots. Hunt developed a replacement wayfinding plan which would eliminate redundant signage and improve the legibility of the existing parking lots and garages. The proposed wayfinding plan is presented in Attachment A. In addition, working with a group of Downtown resident and business stakeholders, Hunt came up with a variety of branding concepts and created several sign typologies which would replace existing parking wayfinding signage, including directional signage, ID banners and pylons. The group met several times and deliberated on the designs; the examples chosen for mock-up are presented in Attachment A. Item #3 ATTACHMENT B City of Palo Alto Page 2 Staff brought the preliminary concepts to an ARB study session on June 18th, and the Board provided direction on style and preferred color of the designs. Staff also presented the preliminary ideas to City Council on August 17th. The designs presented at this (October 1) meeting take into account the feedback from these sessions, including to increase the wayfinding signage on Lytton and to explore the blue color in another design. Other comments related to the visibility of the green color against the sky, height and shape of the banners and compatibility to the new wayfinding signage at Civic Center. Timeline In conjunction with the release of the staff report, the mockups will be installed in the last week of September for viewing by the public. Staff hopes to make a final decision on the design direction by the first week of October. Resource Impact Engineer’s estimates for the final design will be developed once the direction has been determined; however, preliminary estimates in the range of $300-400K. The consultant fees for the work are $104,600. Environmental Review (If Applicable) Staff anticipates the project will replace and adjust existing signage and may be exempt from environmental review; however, if environmental review is required based on the wayfinding design and recommendations, staff will perform this review concurrent with the Hunt Design scope prior to bidding for construction. Policy Considerations The implementation of wayfinding is consistent with the Council’s 3-pronged parking strategy. In addition, data from the recent Comp Plan summit suggests public opinion is very supportive of moving forward with improving public transportation options and the parking experience in Downtown. The program is consistent with the following existing comp plan policies: Goal T-8: Attractive, Convenient Public and Private Parking Facilities Policy T-45: Provide sufficient parking in the University Avenue/Downtown and California Avenue business districts to address long-range needs Prepared by: Jessica Sullivan, Planning and Transportation Manager Sue-Ellen Atkinson, Parking Lead Reviewed by: Jodie Gerhardt, Interim Current Manager Jonathan Lait, Assistant Director Attachments: Attachment A: MockUpConcepts (PDF) SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106 626.793.7847 Mock up test designs 1.0 1 6 PROJECT CLIENT DATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 09/04/15 P LOTD P LOTD SIGN TYPE 40 LOT ID PYLON SIDE A SIGN TYPE 10 DIRECTIONAL SIGN SIGN TYPE 20 LOT ID BANNER ELEVATION SCALE: ½”=1’-0” P Concept 1 Attachment A SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106 626.793.7847 Mock up test designs 2.0 2 6 PROJECT CLIENT DATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 09/04/15 ELEVATION SCALE: ½”=1’-0” LOT ELOT G LOT ELOT G SIGN TYPE 40 LOT ID PYLON SIDE A COLOR OPTION SIDE A COLOR OPTION COLOR OPTION SIGN TYPE 10 DIRECTIONAL SIGN SIGN TYPE 20 LOT ID BANNER Concept 3 Two color options SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106 626.793.7847 Mock up test designs/location 3.0 3 6 PROJECT CLIENT DATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 09/04/15 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Preliminary Sign Locations 1.0 1 1 PROJECT CLIENT DATE 2882_City of Palo Alto Parking Wayfinding City of Palo Alto 08/19/15 N200 ft Sign Type 20Lot ID Banner Sign Type 30Garage ID StaticSign Type 10Directional Sign Sign Type 40Garage ID Blade with Count Display Sign Type 50 Lot ID Pylon Sign Type 70 Freestanding Rules/Regulations Sign Sign Type 90 Rules/Regulations Secondary Sign Sign Type 95 Rules/Regulations Secondary Wall-mounted Sign Sign Type 80 Rules/Regulations Wall-mounted Sign Sign Type 60 Garage ID Pylonwith Count Display A 1 26 3 4 5 C D 8 10 9 12 11 F E B 7 DEXISTING EEXISTING GEXISTING mock up test mock up test mock up test SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106 626.793.7847 Possible mockup location 4.0 4 6 PROJECT CLIENT DATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 09/04/15 P LOTD P P LOTD Current: Lot D Future: Lot 3 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106 626.793.7847 Possible mockup location 5.0 5 6 PROJECT CLIENT DATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 09/04/15 LOT G Current: Lot G Future: Lot 4 LOT G SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106 626.793.7847 Possible mockup location 6.0 6 6 PROJECT CLIENT DATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 09/04/15 LOT E LOT E Current: Lot E Future: Lot 5 CITY OF PALO ALTO | 03.01.16 25 North Mentor Ave, Pasadena, CA 91106 626.793.7847 PARKING WAYFINDING DESIGN DRAWINGS DRAFT Attachment C SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 10 - Directional Sign 1.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 1/8” THICK ALUMINUM SIGN PANEL WITH PAINTED SATIN FINISH ON ALL SURFACES; MASK & SPRAY “TREE” GRAPHIC IMAGE;ATTACH TO SIGN POST WITH BRACKETS AND STAINLESS STEEL STRAPS SIGN POST GRAPHICS TO BE APPLIED 3M REFLECTIVE WHITE VINYL ON SIGN FACE LOCATION ELEVATION SCALE: 1/4" = 1'-0" ELEVATION SCALE: 1/2”=1’-0” SIDE VIEW SCALE: 1/2”=1’-0” SITELOCATION SCALE: N.T.S. “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 1'-3" 3'- 6 " 9' - 5 " Sign Type 10 Directional Sign PROJECT CLIENT DATE SHEET TITLE SHEET #2.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 202 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 10 - Directional Sign 2.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 P OPTION “A”OPTION “B” ALTERNATELAYOUTS SCALE: 1/2”=1’-0”“I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 Sign Type 10 Directional Sign PROJECT CLIENT DATE SHEET TITLE SHEET #3.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 203 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 20 - Lot ID Banner 1.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 LOT 12 LOT 12 LOT 12 DOUBLE SIDED EXTERIOR GRADE FABRIC BANNER; ATTACH TO SIGN POST WITH SUPPORT ARMS AND “COLLAR” BRACKETS COPY & GRAPHIC IMAGES TO BE DIGITALLY PRINTED WITH UV INKS SUPPORT ARM AND BRACKET ELEVATION SCALE: 1/2”=1’-0” SIDE VIEW SCALE: 1/2”=1’-0” LOCATION ELEVATION SCALE: 1/4" = 1'-0" SITELOCATION SCALE: N.T.S. “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 1'-8" 6'- 0 " 12 ' - 0 " Sign Type 20 Lot ID Banner PROJECT CLIENT DATE SHEET TITLE SHEET #4.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 204 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 20 - Lot ID Banner 2.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 LOT 12 P LOT12 OPTION “A”OPTION “B” ALTERNATELAYOUTS SCALE: 1/2”=1’-0”“I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 Sign Type 20 Lot ID Banner PROJECT CLIENT DATE SHEET TITLE SHEET #5.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 205 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 30 - Garage ID (Static)1.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 CLEARANCE 8’–2”OTHER LEVELS 7’–0” EXIT ONLY PUBLIC PARKING CLEARANCE 8’–2”OTHER LEVELS 7’–0” EXIT ONLY PUBLIC PARKING CLEARANCE 8’–2”OTHER LEVELS 7’–0” EXIT ONLY PUBLIC PARKING LOCATION ELEVATION SCALE: 1/4" = 1'-0" SITELOCATION SCALE: N.T.S. ELEVATION SCALE: 1/2”=1’-0” SIDE VIEW SCALE: 1/2”=1’-0” NOTE: DISCUSS WHETHER TO MOVE BIKE ICON ON EXISTING SIGNAGE TO NEW SIGN ON POSTAT THIS GARAGE LOCATION “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 FABRICATED ALUMINUM SIGN PANEL WITH STRUCTURAL SUPPORT AND PAINTED SATIN FINISH ON ALL SURFACES MASK & SPRAY “LOGO” GRAPHIC IMAGE; APPLY SATIN CLEARCOAT (TWO COATS) FOR DURABILTY “SYMBOLS” TO BE SCREEN PRINTED WITH TRANSLUCENT U.V. INKS COPY/GRAPHIC IMAGES TO BE APPLIED COMPUTER CUT 3M REFLECTIVE WHITE VINYL ATTACH TO WALL WITH CONCEALED ANGLE BRACKETS, WALL ANCHORS AND FASTENERS1' - 6 " 5" 22'-0" 1'-0"1'-0" 6" TY P . 1" 3" 11'-0" Sign Type 30 Garage ID (Static) PROJECT CLIENT DATE SHEET TITLE SHEET #6.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 206 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 30 - Garage ID (Static)2.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 CLEARANCE 8’–2”OTHER LEVELS 7’–0” EXIT ONLY PUBLIC PARKING CLEARANCE 8’–2”OTHER LEVELS 7’–0” EXIT ONLY P PUBLIC PARKING OPTION “A” OPTION “B” ALTERNATELAYOUTS SCALE: 1/2”=1’-0”“I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 Sign Type 30 Garage ID (Static) PROJECT CLIENT DATE SHEET TITLE SHEET #7.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 207 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 35 - Garage ID Blade (with Display)1.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 A 0148 EGARAGE SPACES PU B L I C P A R K I N G A 0148 EGARAGE SPACES ELEVATION SCALE: 3/4”=1’-0” TOP VIEW SCALE: 3/4”=1’-0” SIDE VIEW SCALE: 3/4”=1’-0” DOUBLE SIDED FABRICATED ALUMINUM SIGN CABINET WITH INTERNAL STRUCTURAL SUPPORT AND PAINTED SATIN FINISH ON ALL SURFACES; PROVIDE L.E.D. LIGHTING FOR INTERNAL ILLUMINATION OF “PUSH-THRU” GRAPHICS; TYP. ON BOTH SIDES MASK & SPRAY “LOGO” GRAPHIC IMAGE; APPLY SATIN CLEARCOAT (TWO COATS)FOR DURABILTY APPLIED COMPUTER CUT OPAQUE WHITE VINYL COPY; APPLY SATIN CLEARCOAT (TWO COATS) FOR DURABILTY ATTACH TO WALL WITH CONCEALED BRACKETS, WALL ANCHORS AND FASTENERS L.E.D. MESSAGE DISPLAY UNIT (WITH ±7” CHARACTER HEIGHT); ATTACH TO SIGN CABINET WITH CONCEALED BRACKETS AND FASTENERS EXISTING GARAGE 1/16” “PUSH-THRU” TRANSLUCENT WHITE ACRYLIC LETTERS WITH TRANSLUCENT ACRYLIC DIFFUSER BACKER PANEL; ATTACH TO SIGN CABINET WITH CONCEALED Z-CLIPS AND SILICONE ADHESIVE; TYP. ON BOTH SIDES 1/2” “PUSH-THRU” TRANSLUCENT WHITE ACRYLIC “DISC” WITH APPLIED TRANSLUCENT BLUE VINYL BACKGROUND (LETTER “P” TO BE EXPOSED ACRYLIC) AND HALO ILLUMINATION; PROVIDE TRANSLUCENT ACRYLIC DIFFUSER BACKER PANEL; ATTACH TO SIGN CABINET WITH CONCEALED Z-CLIPS AND SILICONE ADHESIVE; TYP. ON BOTH SIDES LOCATION ELEVATION SCALE: 1/4" = 1'-0" SITELOCATION SCALE: N.T.S. “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 5"2'-6" 2'-0" 2'- 6 " 6' - 4 1 / 2 " 1'- 4 1 1 / 1 6 " 7'- 0 " 2 3 / 4 " 3 1 / 2 " 1'- 1 3 / 4 " 3 1/2" 1'-0" 8" FI E L D V E R I F Y Sign Type 35 Garage ID Blade (with display) PROJECT CLIENT DATE SHEET TITLE SHEET #8.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 208 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 35 - Garage ID Blade (with Display)2.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 A 0148 EGARAGE PU B L I C P A R K I N G SPACES 0148 SPACES P EGARAGE OPTION “A”OPTION “B” ALTERNATELAYOUTS SCALE: 1/2”=1’-0”“I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 Sign Type 35 Garage ID Blade (with display) PROJECT CLIENT DATE SHEET TITLE SHEET #9.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 209 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 40 - Lot ID Pylon (Static)1.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 LOT 7 LOT 7 A C DB LOT 7 LOT 7 LOT 7 ELEVATION SCALE: 1/2”=1’-0” PLAN VIEW SCALE: 1/2”=1’-0” SIDE VIEWS SCALE: 1/2”=1’-0” SIDE BSIDE A SIDE D SIDE C LOCATION ELEVATION SCALE: 1/4" = 1'-0" SITELOCATION SCALE: N.T.S. FABRICATED ALUMINUM “PYLON” SIGN CABINETWITH INTERNAL STRUCTURAL SUPPORT AND PAINTED SATIN FINISH ON ALL SURFACES; PROVIDE L.E.D. LIGHTING FOR INTERNAL ILLUMINATION OF “PUSH-THRU” GRAPHICS 1/16” “PUSH-THRU” TRANSLUCENT WHITE ACRYLIC LETTERS WITH TRANSLUCENT ACRYLIC DIFFUSER BACKER PANEL; ATTACH TO SIGN CABINET WITH CONCEALED Z-CLIPS AND SILICONE ADHESIVE; TYP. ON ALL SIDES ATTACH WITH CONCEALED FASTENERSAND ANCHORS 1/2” “PUSH-THRU” TRANSLUCENT WHITE ACRYLIC “DISC” WITH APPLIED TRANSLUCENT BLUE VINYLBACKGROUND (LETTER “P” TO BE EXPOSED ACRYLIC) AND HALO ILLUMINATION; PROVIDE TRANSLUCENT ACRYLIC DIFFUSER BACKER PANEL; ATTACH TO SIGN CABINET WITH CONCEALED Z-CLIPS AND SILICONE ADHESIVE; TYP. ON ALL SIDES CONCRETE FOOTING AS PERSIGN CONTRACTOR’S ENGINEERING MASK & SPRAY “LOGO” GRAPHIC IMAGE; APPLY SATIN CLEARCOAT (TWO COATS) FOR DURABILTY APPLIED COMPUTER CUT OPAQUE VINYL LETTERS; APPLY SATIN CLEARCOAT (TWO COATS) FOR DURABILTY “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 1'-2"1'-2" 10 ' - 0 ” 11 1/4" 1'- 2 " 7 3 / 4 " 6 3 / 4 " 4'- 8 " 3 1 / 4 " Sign Type 40 Lot ID Pylon (Static) PROJECT CLIENT DATE SHEET TITLE SHEET #10.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2010 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 40 - Lot ID Pylon (Static)2.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 LOT 7 P LOT7 P LOT7 LOT 7 LOT 7 LOT 7 SIDE A SIDES A/C SIDES B/DSIDE B SIDE C SIDE DOPTION “A”OPTION “B” ALTERNATELAYOUTS SCALE: 1/2”=1’-0”“I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 Sign Type 40 Lot ID Pylon (Static) PROJECT CLIENT DATE SHEET TITLE SHEET #11.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2011 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 45 - Garage ID Pylon (with Display)1.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 AGARAGE 0148 SPACES AGARAGE 0148 SPACES AGARAGE AGARAGE 0148SPACES STREET SIDE A A BB SIDE BSIDE A ELEVATION SCALE: 1/2”=1’-0” PLAN VIEW SCALE: 1/2”=1’-0” SIDE VIEW SCALE: 1/2”=1’-0” LOCATION ELEVATION SCALE: 1/4" = 1'-0" FABRICATED ALUMINUM “PYLON” SIGN CABINET WITH INTERNAL STRUCTURAL SUPPORT AND PAINTED SATIN FINISH ON ALL SURFACES; PROVIDE L.E.D. LIGHTING FOR INTERNAL ILLUMINATION OF “PUSH-THRU” GRAPHICS 1/2” “PUSH-THRU” TRANSLUCENT WHITE ACRYLIC LETTERS WITH HALO ILLUMINATION; PROVIDE TRANSLUCENT ACRYLIC DIFFUSER BACKER PANEL; ATTACH TO SIGN CABINET WITH CONCEALED CLIPS AND SILICONE ADHESIVE; TYP. ON ALL SIDES ATTACH WITH CONCEALED FASTENERSAND ANCHORS L.E.D. MESSAGE DISPLAY UNIT (WITH ±5” CHARACTER HEIGHT); ATTACH TO SIGN CABINET WITH CONCEALED BRACKETS AND FASTENERS 1/2” “PUSH-THRU” TRANSLUCENT WHITE ACRYLIC “DISC” WITH APPLIED TRANSLUCENT BLUE VINYLBACKGROUND (LETTER “P” TO BE EXPOSED ACRYLIC) AND HALO ILLUMINATION; PROVIDE TRANSLUCENT ACRYLIC DIFFUSER BACKER PANEL; ATTACH TO SIGN CABINET WITH CONCEALED CLIPS AND SILICONE ADHESIVE; TYP. ON ALL SIDES CONCRETE FOOTING AS PERSIGN CONTRACTOR’S ENGINEERING MASK & SPRAY “LOGO” GRAPHIC IMAGE; APPLY SATIN CLEARCOAT (TWO COATS) FOR DURABILTY APPLIED COMPUTER CUT OPAQUE VINYL LETTERS; APPLY SATIN CLEARCOAT (TWO COATS) FOR DURABILTY SITELOCATION SCALE: N.T.S. “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 10 ' - 0 ” 2'-0"1'-0" 11" 2 1 / 2 " 3" 6 3 / 4 " 6 3 / 4 " 11 " 1'- 2 " 4'- 8 " 9 1 / 2 " 9 1/2" 1 1/2" 7 5 / 8 " Sign Type 45 Garage ID Pylon (with display) PROJECT CLIENT DATE SHEET TITLE SHEET #12.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2012 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 45 - Garage ID Pylon (with Display)2.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 P GARAGEA A P 0148 GARAGE SPACES AGARAGE 0148 SPACES AGARAGE OPTION “A”OPTION “B” ALTERNATELAYOUTS SCALE: 1/2”=1’-0” SIDE BSIDE A SIDE BSIDE A “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 10 ' - 0 ” 2'-0"1'-0" 10 ' - 0 ” 2'-0"1'-0" Sign Type 45 Garage ID Pylon (with display) PROJECT CLIENT DATE SHEET TITLE SHEET #13.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2013 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 48 - Garage ID Pylon (with Level Display)1.0 1 1PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 02/25/16 L5 L4 L3 L2 L1 0148 0148 0148 0148 0148 SPACES 0148 L5 0148 L4 0148 L30148L2 0148 L1 SPACES L5 L4 L3 L2 L1 0148 0148 0148 0148 0148 SPACES ELEVATION SCALE: 1/2”=1’-0” PLAN VIEW SCALE: 1/2”=1’-0” SIDE VIEW SCALE: 1/2”=1’-0” LOCATION ELEVATION SCALE: 1/4" = 1'-0" CONCRETE FOOTING AS PERSIGN CONTRACTOR’S ENGINEERING SITELOCATION SCALE: N.T.S. “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 LOCATION ELEVATION SCALE: 1/4" = 1'-0" SITELOCATION SCALE: N.T.S. FABRICATED ALUMINUM “PYLON” SIGN CABINETWITH INTERNAL STRUCTURAL SUPPORT AND PAINTED SATIN FINISH ON ALL SURFACES;PROVIDE CUT OUT OPENINGS FOR DISPLAY UNITS ATTACH WITH CONCEALED FASTENERSAND ANCHORS L.E.D. MESSAGE DISPLAY UNIT (WITH ±4” CHARACTER HEIGHT); ATTACH TO SIGN CABINET WITH CONCEALED BRACKETS AND FASTENERS COPY TO BE APPLIED COMPUTER CUT3M REFLECTIVE WHITE VINYL 2'-3" 3'- 9 " 3'- 1 " 6'- 1 0 " 5" Sign Type 48 Garage ID Pylon (with level display) PROJECT CLIENT DATE SHEET TITLE SHEET #14.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2014 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 48 - Garage ID Pylon (with Level Display - Wall Mounted)2.0 1 1PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 02/25/16 0148 L5 0148 L4 0148 L30148L2 0148 L1 SPACES L5 L4 L3 L2 L1 0148 0148 0148 0148 0148 SPACES L5 L4 L3 L2 L1 0148 0148 0148 0148 0148 SPACES ELEVATION SCALE: 1/2”=1’-0” PLAN VIEW SCALE: 1/2”=1’-0” SIDE VIEW SCALE: 1/2”=1’-0” LOCATION ELEVATION SCALE: 1/4" = 1'-0" SITELOCATION SCALE: N.T.S. “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 LOCATION ELEVATION SCALE: 1/4" = 1'-0" SITELOCATION SCALE: N.T.S. FABRICATED ALUMINUM “PYLON” SIGN CABINETWITH INTERNAL STRUCTURAL SUPPORT AND PAINTED SATIN FINISH ON ALL SURFACES;PROVIDE CUT OUT OPENINGS FOR DISPLAY UNITS L.E.D. MESSAGE DISPLAY UNIT (WITH ±4” CHARACTER HEIGHT); ATTACH TO SIGN CABINET WITH CONCEALED BRACKETS AND FASTENERS COPY TO BE APPLIED COMPUTER CUT3M REFLECTIVE WHITE VINYL 2'-3" 3'- 9 " 5'- 0 " C 4" Sign Type 48 Garage ID Pylon (with level display) PROJECT CLIENT DATE SHEET TITLE SHEET #15.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2015 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 48 - Garage ID Pylon (with Level Display)2.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 L5 L4 L3 L2 L1 0148 0148 0148 0148 0148 SPACES L5 L4 L3 L2 L1 0148 0148 0148 0148 0148 SPACES OPTION “A” AND “B” FREESTANDING OPTION “A” AND “B” WALL MOUNTED ALTERNATELAYOUTS SCALE: 1/2”=1’-0”“I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 2'-3" 6'- 1 0 " 2'-3" 3'- 9 " Sign Type 48 Garage ID Pylon (with level display) PROJECT CLIENT DATE SHEET TITLE SHEET #16.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2016 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 50 - Rules/Regulation Sign (Freestanding)1.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 FABRICATED ALUMINUM “PYLON” SIGN CABINET WITH INTERNAL STRUCTURAL SUPPORT AND PAINTED SATIN FINISH ON ALL SURFACES; PROVIDE L.E.D. LIGHTING FOR INTERNAL ILLUMINATION OF “PUSH-THRU” GRAPHICS COPY TO BE APPLIED COMPUTER CUT 3M REFLECTIVE WHITE VINYL ATTACH WITH CONCEALED FASTENERS AND ANCHORS COPY/GRAPHIC IMAGES TO BE APPLIED COMPUTER CUT OPAQUE WHITE VINYL; APPLY SATIN CLEARCOAT (TWO COATS)FOR DURABILTY CONCRETE FOOTING AS PERSIGN CONTRACTOR’S ENGINEERING MASK & SPRAY “LOGO” GRAPHIC IMAGE;APPLY SATIN CLEARCOAT (TWO COATS) FOR DURABILTY SIDE BSIDE A SIDE D SIDE C LOCATION ELEVATION SCALE: 1/4" = 1'-0" SITELOCATION SCALE: N.T.S. ELEVATION SCALE: 1/2”=1’-0” SIDE VIEW SCALE: 1/2”=1’-0”“I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 NOTE: FINAL TEXT AND CONTENT TO BE DETERMINEDAND APPROVED PRIOR TO FABRICATION 2'-0" 5' - 9 " 6' - 7 " 5" Sign Type 50 Rules/Regulation Sign (Freestanding) PROJECT CLIENT DATE SHEET TITLE SHEET #17.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2017 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 50 - Rules/Regulation Sign (Freestanding)2.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 Permit & 3 Hour Free Parking Monday–Friday8am–5pm Need to park longer than 3 hours? One day permits can be purchased at: City of Palo Alto Revenue Collections, 1st floor, 250 Hamilton Ave. No overnight parking unless specified on sign. Unauthorized vehicles will be cited or towed at owners expense. User assumes all risk. NO skateboards, skates, or alcoholic beverages. NO trespassing 11pm–7am Parking information 1-800-555-1234 Unauthorized vehicles parked in designated accessible spaces not displaying distinguishing placards or special license plates issued for persons with disabilities will be towed at owner’s expense. Towed vehicles may be reclaimed at ABC Company or by calling 1-800-555-1234 SIDE BSIDE A SIDE D SIDE C SIDE BSIDE A SIDE D SIDE C SITELOCATIONS SCALE: N.T.S. OPTION “A”OPTION “B” ALTERNATELAYOUTS SCALE: 1/2”=1’-0”“I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 Sign Type 50 Rules/Regulation Sign (Freestanding) PROJECT CLIENT DATE SHEET TITLE SHEET #18.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2018 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 55 - Rules/Regulation Sign (Wall Mounted)1.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 SITELOCATION SCALE: N.T.S. LOCATION ELEVATION SCALE: 1/4" = 1'-0" SITELOCATION SCALE: N.T.S. ELEVATION SCALE: 1”=1’-0” SIDE VIEW SCALE: 1”=1’-0” 1/8” THICK ALUMINUM SIGN PANEL WITH PAINTED SATIN FINISH ON ALL SURFACES; ATTACH TO WALL SURFACE WITH V.H.B. TAPE, WELDED THREADED STUDS AND EPOXY ADHESIVE COPY/GRAPHIC IMAGES TO BE APPLIED COMPUTER CUT OPAQUE WHITE VINYL;APPLY SATIN CLEARCOAT (TWO COATS) FOR DURABILTY COPY TO BE APPLIED COMPUTER CUT 3M REFLECTIVE WHITE VINYL MASK & SPRAY “LOGO” GRAPHIC IMAGE; APPLY SATIN CLEARCOAT (TWO COATS)FOR DURABILTY “I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 NOTE: FINAL TEXT AND CONTENT TO BE DETERMINEDAND APPROVED PRIOR TO FABRICATION 2'-0" 3' - 0 3 / 8 " 5'- 0 " C Sign Type 55 Rules/Regulation Sign (Wall Mounted) PROJECT CLIENT DATE SHEET TITLE SHEET #19.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2019 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106626.793.7847 Sign Type 55 - Rules/Regulation Sign (Wall Mounted)2.0 0 0PROJECTCLIENTDATE 2882 Palo Alto Parking Wayfinding City of Palo Alto 00/00/16 Parking information 1-800-555-1234 Unauthorized vehicles parked in designated accessible spaces not displaying distinguishing placards or special license plates issued for persons with disabilities will be towed at owner’s expense. Towed vehicles may be reclaimed at ABC Company or by calling 1-800-555-1234 Permit & 3 Hour Free Parking Monday–Friday 8am–5pm SITELOCATIONS SCALE: N.T.S. OPTION “A”OPTION “B” ALTERNATELAYOUTS SCALE: 1/2”=1’-0”“I N P R O G R E S S ” - 0 3 / 0 1 / 1 6 Sign Type 55 Rules/Regulation Sign (Wall Mounted) PROJECT CLIENT DATE SHEET TITLE SHEET #20.025 North Mentor Ave, Pasadena, CA 91106626.793.7847 OF 2882_Parking Wayfinding City of Palo Alto 03/01/16 2020 SHEET TITLE SHEET #25 North Mentor Ave, Pasadena, CA 91106 626.793.7847 Sign Locations 1.0PROJECTCLIENTDATE 2882_City of Palo Alto Parking Wayfinding City of Palo Alto 01/29/16 N200 ft Sign Type 20 Lot ID Banner Sign Type 30 Garage ID (Static) Sign Type 10 Directional Sign Sign Type 35 Garage ID Blade (with Display) Sign Type 32 Garage ID Blade (Static) Sign Type 40 Lot ID Pylon (Static) Sign Type 50 Rules/Regulations Sign (Freestanding) Sign Type 57 Rules/Regulations Secondary Sign (Freestanding) Sign Type 59 Rules/Regulations Secondary (Wall-mounted Sign) Sign Type 55 Rules/Regulations (Wall-mounted Sign) Sign Type 45 Garage ID Pylon (with Display) A 1 2 6 3 4 5 C D 8 10 9 12 11 F Q O P R N A C B CC E D F T H WC SL K G E B 7 10-1-038 10-1-037 10-1-036 10-1-035 10-1-034 10-1-033 10-1-032 10-1-031 10-1-030 10-1-029 10-1-028 10-1-027 10-1-026 10-1-025 10-1-014 10-1-013 10-1-016 10-1-015 10-1-018 10-1-017 10-1-020 10-1-019 10-1-022 10-1-021 10-1-024 10-1-023 10-1-012 10-1-011 10-1-01010-1-008 10-1-00910-1-007 10-1-006 10-1-005 10-1-00410-1-002 10-1-00310-1-001 20-1-022 20-1-023 20-1-024 20-1-025 20-1-018 20-1-019 20-1-020 20-1-021 20-1-026 20-1-028 20-1-027 20-1-029 20-1-013 20-1-012 20-1-009 20-1-008 20-1-007 20-1-010 20-1-011 20-1-005 20-1-006 20-1-003 20-1-004 20-1-00220-1-001 20-1-014 20-1-015 20-1-016 20-1-017 30-1-005 30-1-006 30-1-003 30-1-001 30-1-002 30-1-004 35-1-001 40-1-01640-1-014 40-1-015 40-1-012 40-1-013 40-1-011 40-1-010 40-1-001 40-1-003 40-1-004 40-1-005 40-1-006 40-1-002 40-1-017 40-1-007 40-1-008 40-1-009 45-1-009 45-1-008 45-1-00745-1-006 45-1-004 45-1-002 45-1-003 45-1-005 45-1-001 50-1-021 50-1-022 50-1-020 50-1-019 50-1-018 50-1-017 50-1-016 50-1-015 50-1-013 50-1-014 50-1-002 50-1-005 50-1-003 50-1-006 50-1-007 50-1-010 50-1-009 50-1-008 50-1-011 50-1-023 50-1-024 50-1-01250-1-004 50-1-001 55-1-006 55-1-007 55-1-003 55-1-001 55-1-002 55-1-004 55-1-005 "55"$).&/5D Palo Alto Parking Wayfinding - Sign Count - 1/27/16 Sign Type No.Sign Type Site-wide Garage A Garage B Garage C Garage D Garage E Garage F Overall Quantities 10 Directional Sign 38 ST10 38 20 Lot ID Banner ST20 29 30 Garage ID (Static)2 2 2 ST30 6 32 Garage ID Blade (Static)ST32 0 35 Garage ID Blade (with Display)1 ST35 1 40 Lot ID Pylon (Static)ST40 17 45 Garage ID Pylon (with Display)2 2 2 1 1 1 ST45 9 50 Rules/Regulation Sign (Freestanding)2 1 ST50 24 55 Rules/Regulation Sign (Wall-mounted Sign)2 2 1 2 ST55 7 57 Rules/Regulation Secondary Sign (Freestanding)ST57 0 59 Rules/Regulation Secondary Sign (Wall-mounted Sign)ST59 0 *Sign Types 57 and 59 quantities and locations TBD Sign Type No.Sign Type Lot 1 Lot 2 Lot 3 Lot 4 Lot 5 Lot 6 Lot 7 Lot 8 Lot 9 Lot 10 Lot 11 Lot 12 10 Directional Sign 20 Lot ID Banner 4 2 4 2 2 2 3 2 2 2 2 2 30 Garage ID (Static) 32 Garage ID Blade (Static) 35 Garage ID Blade (with Display) 40 Lot ID Pylon (Static)2 2 2 1 1 1 2 1 1 1 2 1 45 Garage ID Pylon (with Display) 50 Rules/Regulation Sign (Freestanding)2 2 2 1 1 1 2 2 2 2 2 2 55 Rules/Regulation Sign (Wall-mounted Sign) 57 Rules/Regulation Secondary Sign (Freestanding) 59 Rules/Regulation Secondary Sign (Wall-mounted Sign) ATTACHMENT E Automated Parking Guidance System (APGS) Evaluation and Recommendations Report Final Report January 26, 2016 ATTACHMENT F CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 i TABLE OF CONTENTS EXECUTIVE SUMMARY ................................................................................................................................ II PARKING FACILITY OVERVIEW ................................................................................................................. 1 High/Alma South Garage (R) 2 Civic Center Garage (CC) 3 Bryant/Lytton Garage (SL) 4 Cowper/Webster Garage (CW) 5 AVAILABLE TYPES OF APGS ...................................................................................................................... 6 Facility Count APGS 6 Level and Zone Count APGS 7 Single Space Detection APGS 8 AVAILABLE APGS TECHNOLOGY ............................................................................................................ 9 Inductive Loops 9 Ultrasonic Sensors 10 Camera Sensors 11 LED Space Status Lights 12 APGS RECOMMENDATIONS .................................................................................................................. 13 Primary Recommendation 13 Alternate APGS 15 Alternate 1 – Single Space APGS, Sensors Only ....................................................................... 15 Alternate 2 – Facility Count APGS ............................................................................................. 15 APGS OPINION OF PROBABLE COST .................................................................................................... 16 Opinion of Probable Cost – Recommended APGS 16 Opinion of Probable Cost – Alternate 1 24 Opinion of Probable Cost – Alternate 2 32 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 ii EXECUTIVE SUMMARY Walker Parking Consultants (“Walker”) has been engaged by the City of Palo Alto (“City”) to assist in the recommendation, specification, selection and implementation of a Parking Access and Revenue Control System (PARCS) as well as an Automated Parking Guidance System (APGS) to facilitate the City’s parking operation in the downtown core business district. This report addresses the evaluation and recommendations for the initial APGS implementation in four downtown Palo Alto parking garages: High/Alma South Garage, Civic Center Garage, Bryant/Lytton Garage, and Cowper/Webster Garage. Prior to the development of this report Walker reviewed the City’s documented goals (as referenced in City Council Staff Reports #4374, 4375 and 4376). In addition, Walker and City staff conducted community stakeholder meetings to gather insight from the downtown community related to parking concerns and challenges as well as considerations and desirable outcomes for this project. The following goals and objectives were used in the analysis of the available solutions and technologies in the parking industry in order to define the APGS recommendations. • Improve the customer experience for downtown parking patrons • Collect real-time data for parking garage occupancy • Provide off-street parking space availability information to shoppers, visitors and employees • Reduce traffic congestion from vehicles searching for parking • Reduce vehicle emissions and fuels consumption of circulating vehicles • Increase the utilization of the City’s off-street parking supply to maintain a thriving downtown • Contribute to a positive perception of the City through enhanced parking information We performed site visits at each of the garages to document the characteristics of each parking facility to assist in developing our recommendations of the most appropriate APGS technology to be implemented. Consideration was given to the following types of APGS for the parking garages: • Facility Count APGS – system that tracks the occupancy of a garage as a whole. • Level Count APGS – system that tracks occupancy of a garage by individual level and as a whole. • Zone Count APGS – system that tracks occupancy of a garage by individual levels, pre- defined zones within the levels, and as a whole. • Single Space APGS – system that monitors each individual space within a garage and tracks occupancy by space, level, zone, as a whole, or any other user defined parameters. CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 iii After taking the City’s goals for the APGS into consideration, listening to stakeholder feedback, and comparing the advantages and challenges of the available APGS technologies, we recommend the City implement a Single Space APGS in all four parking garages for the following reasons: • Provides the highest level of customer service • Increases the effective parking supply of each garage during peak periods by 5% to 10% with the ability to fill every space • Supports the greatest decrease in emissions through reduction in circulation time within the garages • Provides greater statistical information for more effective management of the garages • Ability to provide automatic notifications for violations in time restricted spaces • Supports flexible space assignments for garages with multiple user groups • Most accurate of all the APGS options • Reduced labor costs compared to other APGS solutions since single space APGS does not require regular manual counts of the parking garages • No loss of parking spaces The following report presents a description of the parking garages, currently available APGS types, vehicle detection technologies, our recommendation for the City’s APGS, APGS alternates, and our Opinion of Probable Cost (OPC) for the APGS. CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 1 PARKING FACILITY OVERVIEW In this section we present a brief overview of the four parking facilities identified by the City for inclusion in the initial implementation of the APGS. High/Alma South Garage (R) • 4 Above Grade Levels • 211 Total Spaces • 134 Permit Spaces • 77 Hourly Spaces Civic Center Garage (CC) • 3 Below Grade Levels • 692 Total Spaces • 509 Permit Spaces • 183 Hourly Spaces Bryant/Lytton Garage (SL) • 5 Above Grade Levels • 688 Total Spaces • 381 Permit Spaces • 307 Hourly Spaces Cowper/Webster (CW) • 6 Above Grade Levels • 1 Below Grade Level • 589 Total Spaces • 388 Permit Spaces • 201 Hourly Spaces CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 2 High/Alma South Garage (R) Address: • 528 High Street Capacity: • 211 parking spaces • 4 above-grade levels Visitor Parking: • 77 hourly visitor parking spaces are located on levels 1 and 2 • Purple color zone • 3 hours free parking • Enforced M-F, 8 A.M. – 5 P.M. • $17.50 daily permit • Permits must be purchased at the Civic Center, 250 Hamilton Avenue on the first floor at Revenue Collections Permit Parking • 134 quarterly and annual permit parking spaces located on levels 3 and 4 • One day permit parking allowed on all levels • Permit parking is managed by a valet parking program, operated by Standard Parking • Valet operations, M-F, 8 A.M. – 5 P.M. Access: • 1 entry/exit on Alma Street • 1 entry/exit on High Street CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 3 Civic Center Garage (CC) Address: • 520 Hamilton Avenue Capacity: • 692 parking spaces • 3 below-grade levels Visitor Parking: • 183 hourly visitor parking spaces are located on levels A and B • Coral color zone • 3 hours free parking • Enforced M-F, 8 A.M. – 5 P.M. • $17.50 daily permit • Permits must be purchased at the Civic Center, 250 Hamilton Avenue on the first floor at Revenue Collections Permit Parking • 509 quarterly and anuual permit parking spaces located on levels B and C • One day permit parking allowed on all levels • Permit parking is managed by a decal display program • Enforced M-F, 8 A.M. – 5 P.M. Access: • 1 entry/exit on Ramona Street • 1 entry/exit on Bryant Street CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 4 Bryant/Lytton Garage (SL) Address: • 445 Bryant Street Capacity: • 688 parking spaces • 5 above-grade levels • 2 below-grade levels Visitor Parking: • 307 hourly visitor parking spaces are located on levels 1 through 3 • Lime color zone • 3 hours free parking • Enforced M-F, 8 A.M. – 5 P.M. • $17.50 daily permit • Permits may be purchased via credit card payment at a pay-and-display meter adjacent to the street level elevator bank • Permits may also be purchased at the Civic Center, 250 Hamilton Avenue on the first floor at Revenue Collections Permit Parking • 381 quarterly and annual permit parking spaces located on levels A, B, 4 and 5 • One day permit parking allowed on all levels • Permit parking is managed by a decal display program • Enforced M-F, 8 A.M. – 5 P.M. Access: • 1 entry/exit on Bryant Street • 1 entry/exit on Florence Street CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 5 Cowper/Webster Garage (CW) Address: • Bound on the north by University and Webster • Bound on the south by Hamilton and Cowper Streets Capacity: • 589 parking spaces • 6 above-grade levels • 1 below-grade level Visitor Parking: • 201 hourly visitor parking spaces are located on levels B, 1 and 2 • Blue color zone • 3 hours free parking • Enforced M-F, 8 A.M. – 5 P.M. • $17.50 daily permit • Permits may be purchased via credit card payment at a pay-and-display meter adjacent to the street level elevator bank at the Cowper Street entry/exit • Permits may also be purchased at the Civic Center, 250 Hamilton Avenue on the first floor at Revenue Collections Permit Parking • 388 quarterly and annual permit parking spaces located on levels B and 3 through 6 • One day permit parking allowed on all levels • Permit parking is managed by a decal display program • Enforced M-F, 8 A.M. – 5 P.M. Access: • 1 entry/exit on Webster Street • 1 entry/exit on Cowper Street CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 6 AVAILABLE TYPES OF APGS Facility Count APGS Facility Count Advantages • Lowest capital and maintenance cost • Informs the patron if the facility is at or near capacity • Options to display the number of available spaces, percentage of occupancy, green/yellow/orange/red occupancy levels or “OPEN”/”FULL” • Distributed facility occupancy data reduces patron circulation time to find a facility with available parking in a downtown environment which positively impacts vehicle emissions and fuel consumption • Facilities that empty completely at night can be programmed to automatically reset the occupancy to zero each night • Able to consume occupancy information from PARCS eliminating need for separate counting devices • Can track occupancy of different user groups if integrated with PARCS Facility Count Challenges • Doesn’t guide patrons to open spaces within the facility • Does not reduce vehicle search time within the facility having no positive impact on emissions and fuel consumption. The only positive impact would be the reduced circulation on the city streets when occupancy information is incorporated on roadway signs. • Lower utilization of parking spaces as facilities reach their “effective” capacity which typically occurs when a facility’s occupancy is at 90% to 95% • Inherently inaccurate over time, requires regular manual counting of the garages and updating the counts in the system • Potential to distribute inaccurate facility status, especially during peak times • Cannot distinguish between transient and contract parkers without PARCS integration • Cannot distinguish between standard and ADA parkers • Differentiating between user groups not possible without gating the facilities and implementing a PARCS integration CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 7 Level and Zone Count APGS Level Count Advantages • Builds onto a Facility Count APGS • Level and zone occupancy information given to patrons resulting in faster parking and reduced vehicle emissions and fuel consumption • Less vehicular emissions than a Facility Count APGS Level Count Challenges • Doesn’t guide patrons to open spaces within the level • Counting on park-able ramps and at ends of zones requires lane delineation which results in 2-6 lost spaces per count location • Lower utilization of parking spaces as levels reach their “effective” capacity which is when the level or zone is perceived to be full by customers (typically when actual occupancy is at 90% to 95%) • Cannot distinguish between transient and contract parkers • Cannot distinguish between standard and ADA parkers • Inherently inaccurate over time, requires more frequent manual counts of the garages and updating the counts in the system than Facility Count APGS CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 8 Single Space Detection APGS Single Space APGS Advantages • Highest level of customer service • Self-maintains >99% accuracy • Flexible space assignments using different LED indicator light colors • Distinguishes between standard and ADA parkers • Can track occupancy of different user groups based on space assignments or license plates • “Greenest” of all options from a vehicular emissions standpoint reducing the time to park within a facility between 25% and 40% during peak times • Distributed facility occupancy data reduces patron circulation time to find a facility with available parking in a downtown environment which positively impacts vehicle emissions and fuel consumption • Distribution of accurate data grows confidence in users which breeds customer satisfaction • Assists with monitoring and enforcement • Provides highly accurate reporting and statistical information • Enables a facility to efficiently use 100% of its actual capacity, not limited to “effective” capacity which is when customers perceive a facility to be full (typically when actual occupancy is at 90% to 95%) • Reduced labor demands since there is not a need to manually count the garages and update the counts in the system • Can track occupancy of different user groups based on space assignments or license plates Single Space APGS Challenges • Higher capital cost than other APGS options • Reduced impact on time to park within the garage during non-peak times when parking is readily available • Conduit required to distribute power and communication to each sign and sensor • Wireless sensors required for roof parking become a maintenance issue when batteries begin to expire CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 9 AVAILABLE APGS TECHNOLOGY Inductive Loops Inductive loops are a common vehicle detection technology that is typically used for counting vehicles in facility count APGS and level/zone count APGS. Inductive loops detect the fluctuations in the magnetic field created within the footprint of the loop. As the vehicle passes over the loop the change in magnetic field is registered and a signal is sent to the APGS to register the appropriate count. Inductive Loop Advantages • Most common counting technology • Readily available from multiple vendors • Low Cost: $200 - $500 per loop Inductive Loop Challenges • Low intelligence • Requires lane delineation and multiple loops to attain directional logic • Pre-formed loops cannot be easily replaced once they fail • Saw-cut loops can lead to cracking and water intrusion in slabs • Prone to locking up & false counts • Have to find “happy medium” calibration to accommodate different vehicle types while ignoring objects that may cause false counts such as: Pedestrians Bicycles Security Golf Carts CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 10 Ultrasonic Sensors Ultrasonic sensors are a common vehicle detection technology that is typically used for counting vehicles in facility count APGS and level/zone count APGS. Ultrasonic sensors are also used in many single space APGS to detect the occupancy of individual spaces. Ultrasonic sensors are mounted above a count zone, or individual space, and measure the time differential from a sound wave reflected off of a surface or object below the detector. As the vehicle passes under the sensor the vehicles profile is detected and a signal is sent to the APGS to register the appropriate count. Ultrasonic sensors are typically more accurate than loops for vehicle counts as they can use multiple sensors to detect the shape of the object passing through the count zone so they are able to distinguish between vehicles and other objects that may otherwise create false counts. Ultrasonic Sensor Advantages • Proven counting technology readily used by the automotive industry for object detection • Readily available from multiple vendors • Directional logic (may require multiple sensors) • Profile detection intelligence (certain sensors) • Overhead installation Ultrasonic Sensor Challenges • Cost: $350 - $2,000 each depending on the sensor • Requires conduit and cabling to individual sensors • Certain systems require lane delineation at count points for facility and level count APGS CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 11 Camera Sensors Camera-based systems use cameras to monitor individual spaces or count zones and utilize computer algorithms to detect qualifying changes to the count zone. Each count zone is calibrated with a base line when no objects are present and then the recognition system is programed to recognize when a vehicle enters a count zone. Camera Sensor Advantages • Readily available from multiple vendors • Possess directional intelligence • Capable of monitoring multiple spaces with a single sensor • License Plate Recognition (LPR) enabled (some systems) • Ability to differentiate between vehicles and other objects • Can control contract parking and time enforcement through LPR Camera Sensor Challenges • Cost: $500 - $3,500 each depending on the camera/sensor • Can have difficultly detecting certain vehicle colors • Can have difficulty functioning consistently in locations with varying lighting or surface conditions • Certain solutions on the market require expensive service contracts to continually update algorithms to maintain acceptable accuracy CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 12 LED Space Status Lights For Single Space APGS individual LED indicator lights are associated with each vehicle detection sensor to display the current status of each parking space. Single-space sensors are offered in several different configurations and mounting options including one-piece units mounted over the center of the drive aisle; one-piece units mounted over the center of the parking stall; one- piece units mounted at the front of the stall; and separate sensor and indicator for greater flexibility of indicator placement. Most of the occupancy detectors now use RGB LEDs instead of individual LEDs that are only capable of a single color. The RGB LEDs are capable of producing any one of over 15,000,000 colors by combining different hues of the red, green, and blue color spectrum. LED Status Light Advantages • Clearly indicate available parking spaces at a glance down an aisle allowing patrons to avoid driving down full aisles • Some systems feature full RGB LEDs that can change to any color for different space use assignments Red = Occupied Green = Transient Vacant Blue = ADA Vacant Other = Reserved, Contract, Valet, etc. • Can blink to alert enforcement officers of time violations • Decreases time to park even in scenarios where patrons must circulate by all of the spaces to ascend the garage LED Status Light Challenges • Cost: Contributes $25 – $75 to the per space cost of single space APGS, depending on the space configuration • Less cost impact on sensors with internal LED indicators • Greater cost impact on sensors with external LED indicators • Reduced justification for facilities where patrons must circulate by all of the spaces to ascend the garage • Some systems cannot offer an option to remove the LED indicator from their sensors which could limit RFP competition and eliminate potential best in class APGS providers CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 13 APGS RECOMMENDATIONS Primary Recommendation The APGS is intended to be an enhancement to downtown Palo Alto that improves the customer experience for parking patrons, reduces traffic congestion from vehicles searching for parking, reduces vehicle emissions from circulating vehicles, contributes to a positive perception of the City through enhanced parking information, and maximizes the utilization of the City’s parking supply to maintain a thriving downtown. The APGS that best meets these City established goals is a Single Space APGS. Walker’s recommendation is to implement a Single Space APGS in all four parking garages based on the following benefits: • Provides the highest level of customer service – The downtown parking experience is improved by providing parking information from the roadways at key decision points to inform them of available parking options, to the garage entrances where they are informed of the levels with the most available parking, and within the garages at the end of drive aisles and at the individual space with an LED indicator for each space. • Increases the effective parking supply - During peak periods the utilization of the garages can be increased by 5% to 10%. A Single Space APGS has the ability to guide customers to the last available space in a garage. Without the assistance of a Single Space APGS most customers perceive a facility to be full when it approaches 90% to 95% occupancy as the last available spaces become more difficult to locate. • Supports the greatest decrease in emissions – Vehicles will spend less time circulating throughout the garages searching for available spaces resulting in reduced emissions. Even for those garages requiring customers to drive by every space there is a benefit to having indicators for each parking stall. They’re able to more quickly identify available spaces even if their view of the space may be obstructed by large vehicles parked in adjacent spaces. • Provides robust statistical information – Single Space detection facilitates the reporting of statistical information including average duration of stay, peak occupancy times, and heat maps which show the garage utilization by area. This statistical information provides tools that can be used to more effectively manage the parking supply and drive parking policies. • Ability to provide automatic notifications – Time restricted spaces can be configured to send automatic notification for violations via text, email or on the APGS dashboard which aids in enforcement. Notifications can also be configured for other events such as equipment malfunctions or when a garage reaches a certain occupancy threshold. • Supports flexible space assignments - For those garages with multiple user groups the spaces can be configured to have different color indicators for different uses such as valet, reserved, contract, ADA, etc. and these can be changed automatically on a predetermined schedule (Contract parking from 8am to 5pm, open to public at other times) or on demand. • Most accurate of all the APGS options – Single Space APGS is the only option that is capable of self-maintaining >99% accuracy CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 14 • Minimal labor burden – Single Space APGS does not require a manual count of the garages to be done on a regular basis to maintain the system accuracy. Labor requirements for the APGS would be for staff to monitor the APGS for any City-defined notifications and provide periodic preventative maintenance. Other APGS options would require regular, and in some cases frequent, manual counts of the garages to keep the occupancy information displayed to customers accurate. • No loss of parking spaces – There would not be a need to permanently lose any parking space when implementing a Single Space APGS whereas other options require lane delineation in the count zones which may result in the loss of a significant number of parking spaces. As part of the Single Space APGS we recommend the following: • Open specification to allow various detection technologies to be proposed • Hardwired ceiling-mounted detection sensors on covered levels • LED indicator lights that display the current space status on covered levels red = occupied green = visitor vacant blue = ADA vacant Other color options = employee/reserved vacant • Wireless surface-mounted vehicle detection sensors on roof levels • Level status and decision point signs within facilities, where applicable • Monument signs at each garage entry plaza with level-by-level availability • Coordinate with Hunt Design signage package to implement dynamic components into sign housings Facility total availability on garage face signs Facility total availability on exterior street-side pylon signs • Broadcast real-time parking occupancy data to the City’s website • Utilize open APIs to allow parking availability data to be consumed by third party parking availability mobile applications • Implement a local-hosted or cloud-hosted central management application Gather and compile occupancy data from all facilities Browser-based application accessible from any web-enabled device Provide data analytics tools for historical analysis and utilization projections CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 15 Alternate APGS Below are two alternates to the recommended PARCS. Alternate 1 – Single Space APGS, Sensors Only Alternate 1 would be to implement single space sensors in all the garages without LED indicators for the individual spaces. The impacts of this alternate are a reduced cost but also the loss of several benefits including reducing the time it takes customers to park in the garage, reducing the associated emissions associated with excessive circulation, ability to have flexible space assignments, and the ability to increase the effective parking supply by 5% to 10%. Alternate 2 – Facility Count APGS Alternate 2 would be to implement only facility counts for the four garages by obtaining counts from the PARCS, once it is implemented. The impacts of this alternate are a significant reduction in cost but also the loss of most of the primary benefits including a high level of accuracy, ability to display level by level counts at the garage entrances, reducing the time it takes customers to park in the garage, reducing the associated emissions associated with excessive circulation, ability to have flexible space assignments, and the ability to increase the effective parking supply by 5% to 10%. This option would also impose a higher operational burden since the garages would need to be manual counted on a regular basis to maintain an acceptable level of accuracy. CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 16 APGS OPINION OF PROBABLE COST The following section details our Opinion of Probable Cost for the recommended APGS, Alternate 1, and Alternate 2. Opinion of Probable Cost – Recommended APGS A detailed breakout of the estimated costs for the recommended APGS is provided on the following pages. CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 17 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 18 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 19 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 20 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 21 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 22 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 23 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 24 Opinion of Probable Cost – Alternate 1 A detailed breakout of the estimated costs for Alternate 1 is provided on the following pages. CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 25 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 26 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 27 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 28 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 29 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 30 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 31 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 32 Opinion of Probable Cost – Alternate 2 A detailed breakout of the estimated costs for Alternate 2 is provided on the following pages. CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 33 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 34 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 35 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 36 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 37 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 38 CITY OF PALO ALTO APGS EVALUATION AND RECOMMENDATIONS JANUARY 2016 39 City of Palo Alto (ID # 6572) City Council Staff Report Report Type: Informational Report Meeting Date: 4/11/2016 City of Palo Alto Page 1 Summary Title: Downtown Monitoring Report 2013-2015 Title: Palo Alto Downtown Monitoring Report 2013-2015 From: City Manager Lead Department: Planning and Community Environment Recommendation This is an informational report and no Council action is required. Executive Summary The annual Commercial Downtown (CD) Monitoring Report tracks total non-residential growth, office and retail vacancy rates and parking deficits in the Downtown Palo Alto (CD zone). This report contains data for two cycles: “2013-2014 Development Cycle” and “2014-2015 Development Cycle,” with data valid through August 31, 2015. The non-residential square feet development includes all commercial projects approved in the CD zone in the above mentioned time frame. The vacancy rates were determined through field work and data search done in February 2016. At that time, the overall CD zone vacancy was 2.1% and CD-C (GF)(P) vacancy rate was 2.8%. About 19,000 square feet of commercial square footage was added in the CD zone in the 2013-2014 reporting cycle while no commercial square footage was added in 2014- 2015 cycle. Background Due to traffic and parking concerns in the 1980s, the City conducted a Downtown Study in 1984. As a result of that study, two years later, the City implemented a series of new regulations for the Downtown district. The City rezoned the Downtown district with a new designation, Commercial Downtown (CD). In the CD zoning district, the City implemented more restrictive development regulations, limits to project size, and special development regulations for sites adjacent to residential zones. Additionally, parking regulations were adjusted. As part of these new regulations, the City also implemented a Development Cap to limit future non-residential development in the CD district to a total of 350,000 square feet beyond what existed or was approved in May 1986. The Comprehensive Plan (Program L-8) stipulated that this growth limit be re-evaluated once the City approved 235,000 square feet of new development in the Downtown. This milestone was reached in 2013 and a study began in 2014. City of Palo Alto Page 2 Both the Municipal Code and Comprehensive Plan Programs L-8 and L-9 require annual monitoring of available space in the Commercial Downtown (CD) zoning area. These programs also require yearly reporting of non-residential development activity and trends within the CD zone district. Planning Department staff compiles this report annually using a variety of sources. The sources include: Planning Department’s non-residential development data of projects with Entitlements approved, Office and retail vacancy data collected from local real estate leasing agents, internet websites and field work, and Office and retail rental rates from local real estate leasing agents. Discussion The below table summarizes the additional non-residential development in the CD zone since the last reporting period: Table 1. Summary of Non-Residential Development in the CD Zone as of August 31, 2015 Gross sq. ft. Commercial Downtown Zoning Districts Growth CAP 350,000 sq. ft. Net non-residential SQFT added through August 31, 2015 277,200 sq. ft. Total SQFT development proposal in the pipeline 26,700 sq. ft. Total SQFT development remaining to reach the CAP 46,100 sq. ft. Source: Palo Alto Planning & Community Environment, 2015 In addition, the attached report provides information on commercial vacancy rates of the entire CD zone, including sub districts of CD-C (Community), CD-S (Service) and CD-N (Neighborhood). The CD zone includes the entire downtown business area, accommodating a wide range of commercial activities serving regional, city-wide, neighborhood as well as local needs. The report tracks commercial vacancy of CD-C (GF) zone. This Ground Floor (GF) combining disrtict includes all parcels fronting University Avenue between High Street and Cowper Street. The GF combining district aims at preserving and promoting ground-floor retail activities like personal services, restaurants, hotels and other retail uses that encourages foot traffic and enhances pedestrian activities. This report also includes information on non-residential square footage added in Downtown CD zone and maintains the count of cumulative parking deficict resulting from all the added commercial square footage. The report also tracks the current parking deficit in the CD district, as shown in Table 2, below. City of Palo Alto Page 3 Table 2. Summary of Calculated Parking Deficit Downtown from 1986 to the Present Parking Spaces 1986 Deficit 1601 1986-1990 Spaces Required/Added 162/354 1990 Cumulative Deficit 1409 1991-2000 Spaces Required/Added 334/318 2000 Cumulative Deficit 1425 2001-2010 Spaces Required/Added 190/931 2010 Cumulative Deficit 684 2011-August 2015 Spaces Required/Added 448/355 2015 Cumulative Deficit 777 Source: Palo Alto Planning & Community Environment, 2015 Timeline As noted earlier, the downtown development cap limits non-residential development in the CD district to a total of 350,000 square feet beyond what existed or was approved in May 1986. Comprehensive Plan Program L-8 stipulates that this growth limit be re-evaluated once the City approved 235,000 square feet of new development in the Downtown and Municipal Code section 18.18.040 provides for a development moratorium when the 350,000 cap is reached. The 235,000 milestone was reached in 2013 and a study began in 2014 to provide information and analysis necessary for the City Council to consider potential modifications to the cap and to the CD district zoning controls. Supplemental information is currently being gathered, and staff expects to seek further direction from the City Council sometime this year. Resource Impact This report has no impact on resources. Policy Implications This report on the Commercial Downtown (CD) zoning area is mandated by Comprehensive Plan Programs L-8 and L-9 and by the Downtown Study approved by the City Council on July 14, 1986. Environmental Review This is an informational report only and is exempted from CEQA review. Attachments: Attachment A: Downtown Monitoring Report, 2013-2015 (PDF) Attachment B: CD Zone Non-Residential Square Feet Table (PDF) Attachment C: Parking Deficit Table (PDF) PA L O A L T O D O W N T O W N M O N I T O R I N G R E P O R T 20 1 3 -20 1 5 ATTACHMENT A PALO ALTO DOWNTOWN MONITORING REPORT Downtown Palo Alto is the dynamic retail and commercial business hub of the City. It serves not only the City, but also the wider Silicon Valley region. Despite substantial development pressure, the Palo Alto Downtown has retained its unique pedestrian-scale ambiance and charm, with its many landmark historic buildings as well as new mixed use office buildings. Downtown Palo Alto has a charming combination of small-town accessibility and urban ambience. Outdoor cafes, coffee shops, bookstores, mom-and- pop specialty stores, art galleries, two movie theaters and numerous restaurants attract shoppers, eaters and entertainment-seekers of all ages. Downtown Palo Alto is served by a transportation network that includes the regional Caltrain system which operates frequent trains up and down the Peninsula between San Francisco and San Jose, the free Stanford Marguerite shuttle bus service, Santa Clara Valley Transportation Authority buses, local taxis and an extensive network of pedestrian and bike paths. Downtown Palo Alto has several large public garages, but parking along University Avenue can be difficult during the peak hours. Table: 1 STATUS OF DOWNTOWN NON RESIDENTIAL GROWTH CAP Source: City of Palo Alto, Planning Department. Data through August 31, 2015. Commercial Downtown Zoning Districts Growth CAP 350,000 sq. ft. Net non-residential SQFT added through August 31, 2015 277,200 sq. ft. Total SQFT development proposal in the pipeline 26,700 sq. ft. Total SQFT development remaining to reach the CAP 46,100 sq. ft. Table: 2 EXISTING DOWNTOWN COMMERCIAL SPACE (Total Building SQFT) Source: Dyett & Bhatia, Economic & Planning Systems, and City of Palo Alto, 2015 Table: 3 NON – RESIDENTAIL SQFT ADDED IN CD ZONE, 1986 - 2015 Source: City of Palo Alto Planning Department (Excludes SOFA I & II and PC Zones) Office 1,317,600 47% Retail 763,000 27% Commercial Mixed Use 424,000 15% Total Downtown Non-Residential SQFT % of Increase Prior 1986 3,313,200 1986-1990 3,347,890 1% 1991-1995 3,360,390 1% 1996-2000 3,412,897 3% 2001-2005 3,409,909 3% 2006-2010 3,455,996 4% 2011- Present* 3,590,400 8% DO W N T O W N D E V E L O P M E N T T R E N D Non-Residential Development Activity The 1986 Downtown Study incorporated a growth limit of 350,000 square feet beyond what existed or was approved in 1986. This restricted future non-residential development to a total of 350,000 square feet in the CD area (Palo Alto Municipal Code Section 18.18.040 and Comprehensive Plan Program L-8). The 1986 study required City staff to monitor and submit an annual report to the City Council monitoring the development activity. The study also required a re-evaluation of CD regulations when net new development reaches a threshold of 235,000 square feet. This threshold was reached in 2013 and a study was initiated in 2014. Since 1986, a total of 277,200 square feet of non-residential uses have been added in the Downtown CD zoned area. Another 26,700 square feet of development is approved for construction. As of August 31st 2015, a remainder of 46,100 square feet is left to reach the 350,000 square feet cap. In the last two reporting cycles from September 1st of 2013 to August 31st 2015, approximately 19,000 square feet of net new commercial floor area was added to the downtown CD zone. Only one project, 500 University Avenue approved in December 2013 added greater than 10,000 square feet of non-residential square feet in this period. Downtown Studies A Downtown Development Cap Study (Phase 1) evaluating existing conditions, developmental trends, parking and traffic needs was completed in 2014. The Study included two detailed reports, a Background Report describing research and analysis of existing land use and development trends, parking, and economic conditions of the Downtown area, and a Downtown Development Cap Evaluation Report assessing current and future non-residential development capacity. Since publication, staff has identified some errors in the reporting of transferred development rights, and this section is being corrected. In addition, last year City Council directed staff to explore strategies on retail preservation, particularly in the downtown CD-C (GF) core and outlying areas. Staff initiated a study that will include an evaluation of the GF overlay district boundaries, development controls, as well as calculate buildout potential for retail use. The study also includes identifying and characterizing existing basements in the downtown area and past conversion to office use. Residential uses were not included in the original Downtown Development Cap Phase 1 study; the City Council also requested similar type of analysis work to understand the potential of the Downtown area to accommodate more residential development. This analysis is underway. Projects Demonstrating Special Public Benefits The 1986 Downtown Study reserved 100,000 square feet of the 350,000 square foot growth limit to be used for projects demonstrating special public benefits. Since 1986, eleven projects in the Downtown area have been developed under the Planned Community zoning that requires a finding of public benefit. Five of the projects exceeded the non-residential floor area that would otherwise be allowed under zoning by a total of 44,078 square feet. The total changes in square footage of these projects are shown in the fourth column of Table 6. The remaining five projects were mixed-use projects that did not exceed allowable non-residential floor areas. No projects in this current cycle were approved using public benefit findings. Projects Qualifying for Seismic, Historic or Minor Expansion Exemptions The Downtown Study designated 75,000 square feet of the 350,000 square foot cap for projects that qualify for seismic, historic or minor expansion exemptions in order to encourage these upgrades. Since 1986, 131,175 square feet have been added in this category. Two projects (240 Hamilton Avenue and 500 University Avenue) have used approximately 14,590 square feet of Transfer development Rights (TDR) square footage in the 2013-2014 reporting cycle. These projects are shown in the fifth column of Table 6. Total Commercial Vacancy Rates Staff surveyed downtown CD and CD-C (GF) (P) zoned areas to assess commercial vacancies in February of 2015 and 2016. This data includes all properties available in the market for office or retail use. Staff consulted several local real-estate agents and website databases to compile a list of properties in CD-C (GF) (P) area, which met the requirements for vacancy. In February of 2015, total commercial Downtown CD vacancy was 45,750 square feet including 11,200 square feet in CD-C (GF) (P) zone. The overall CD vacancy was 1.4 percent and CD-C (GF) (P) vacancy was 1.9 percent. The overall CD vacancy was significantly less than the 2012-2013 cycle but the CD-C (GF) (P) zone vacancy remained the same. In February 2016, the total CD downtown commercial vacancy was 69,500 square feet (2.1 percent) including CD-C (GF) (P) vacancy of 16,850 square feet (2.8 percent). The overall CD vacancy rate continues to be low for whole the downtown area indicating strong demand for both office and retail spaces. Figure: 1 COMMERCIAL VACANCY RATE SINCE 2006 Source: City of Palo Alto Planning Department Table: 4 TOTAL COMMERCIALVACANCY IN CD &CD-C (GF) (P) ZONES Reporting Cycle Total CD Vacant SQFT Total CD-C (GF) (P) Vacant SQFT 2013-2014 45,760 (1.4%) 11,200 (1.9%) 2014-2015 69,500 (2.1%) 16,850 (2.8%) Source: City of Palo Alto Planning Department. Data collected in February of 2015 and 2016. 0.0 2.0 4.0 6.0 8.0 10.0 % Overall CD Vacancy % of CD-C(GF)(P) Vacancy DO W N T O W N V A C A N C Y Commercial Vacancy Rate for Ground Floor (GF) Combining District The Ground Floor Combining District (GF) was created to encourage active pedestrian uses in the Downtown area such as retail, eating and drinking and personal services. Rezoning efforts were made in 2009 and 2013, to adjust the GF boundaries. The rezoning resulted in a decrease in total ground floor area reserved for retail from 624,330 square feet to 601,785 square feet. Continuous increase in office rental rates and low office vacancies in Downtown for the past few years has created financial incentives to replace retail use with office use. To prevent such conversion, in May of 2015 the City Council adopted an interim ordinance establishing a moratorium on the conversion of any ground floor retail use to office use. The adopted interim ordinance applies citywide and will remain effective for two years or until permanent adjustments to the City’s zoning standards are developed and adopted. There were approximately five vacant retail properties noted in the CD-C (GF)(P) zone during the field survey done in February 2016, with little over 6,000 square feet. Additionally two retail properties; 217 Alma (North Face store) and 999 Alma (Anthropology store) accounting for 18,500 square feet of retail square footage are scheduled to relocate in April and November of 2016 respectively. So far the City has not received any formal redevelopment proposals for these two sites. Rest of CD Zone Commercial Vacancy Rate The entire CD area has approximately 3,850,000 gross square feet of floor area, including approximately 330,000 square feet within the SOFA CAP Phase 2 area. About 525,000 square feet is used for religious or residential purposes or is vacant and not available for occupancy. Thus, the square footage of available commercial space is approximately 3,325,000 square feet. In this monitoring cycle, there was a total vacancy of 52,625 square feet in rest of the CD zone. This includes total square feet of CD-C (GF) (P) second, third and fourth floor vacancies in addition to the CD zone. This vacancy equals a rate of 1.6 percent compared to 1 percent of 2013-2014 year’s number. The overall CD-C vacancy rate has reduced considerably from its peak in the 2008-2009 period from 6.6 percent to 2.1 percent this year. About two thirds of the total vacant square foot is listed for office use. Retail Rental Rates Overall commercial rental rates have increased significantly from 2013 to 2015. Though retail rates are considerably lower than office rents, February 2016 survey of Downtown retail rates showed an increase from the February 2015 rates. In February 2015 the retail rental rate ranged from $5.00 to $8.25. The 2016 staff survey showed the lower range increased to a minimum of $6.50 per square foot triple net (i.e. rent plus tenant assumption of insurance, janitorial services and taxes). The lower end of this range is generally for spaces in older buildings and away from University Avenue. For some vacant properties outside the downtown core, rental rates have been listed as negotiable. Office Rental Rates Based on the information gathered from the commercial real estate agents listing properties for lease in Downtown, rents for Class A Downtown office space (i.e. newer and/or larger buildings on University Avenue and Lytton Avenues) and Class B office space (i.e. older and/or smaller buildings further from University Avenue) are ranging from $6.50 to $12.00 per square foot triple net, in 2016. This was an increase from the 2015 office rental range of $5.50 to $9.50. RE N T A L R A T E S Parking Inventory The 1986 Downtown Study set performance measures that established that new commercial development in downtown should not increase the total parking deficit beyond that was existing or approved through May 1986. The term "parking deficit" was first created as part of the 1986 Downtown Study. Since 1986, Downtown commercial developments that have not provided the required parking because of parking exceptions have "added" to the deficit, while new parking garages, street parking and net reductions in existing floor area have reduced the deficit. The chart below summarizes, the net deficit created since 1986. As of August 31, 2015 the cumulative deficit stands at 777. See Table 7 for project details. Table: 5 PARKING ADDED, AND PARKING DEFICIT CREATED 1986-PRESENT Parking Required for Non- Residential SQFT Added Net Added Parking Space for Non- Residential SQFT Parking Exemptions per 18.52.060 of PAMC Parking Required less Parking Added Total Cumulative Deficit Prior to 1986 -1601 1986-1990 162 354* 51 192 -1409 1991-1995 136 255** 73 119 -1290 1996-2000 198 63 88 -135 -1425 2001-2005 -22 784*** 43 806 -619 2006-2010 212 147 65 -65 -684 2011-Present 448 355 172 -93 -777 Source: City of Palo Alto 2015. (-) numbers mean project is adding to the parking deficit whereas (+) numbers mean project is decreasing the parking deficit. * Through Assessment District project provided additional 64 public parking spaces as part of public benefit and Addition of 2 levels of parking to Cowper/Webster garage ** Extensive restriping of on and off street parking ***Construction of 2 city parking garages. 528 High completed on Aug. 2003 and 445 Bryant completed on Nov. 2003 The July 1986 Downtown Study established performance measures that specified that new development in the Downtown should not increase the total parking deficit beyond that was existing or approved through May, 1986 (1600 spaces). The study calls for re-evaluation of the parking exemption regulations when the unmet parking demand, resulting from exemptions, reaches one half (225 parking spaces) of the minimum 450 parking spaces deemed necessary for construction of a new public parking structure. PA R K I N G I N V E N T O R Y MAP: 1 DOWNTOWN COMMERCIAL ZONING DISTRICT INCLUDING GROUND FLOOR OVERLAY DISTRICT Page 1 Project Address Zoning Planning Approved Public Benefit Bonus Non Residential Square Footage Seismic, Historic, or Minor Bonus Square Footage Net change in Non- Residential Floor Area 520 Ramona Street A CDCGFP 11/20/1984 -400 400 220 University Avenue CDCGFP 2/5/1987 -65 65 151 Homer Avenue CDSP 3/17/1988 ---9,750 314 Lytton Avenue CDCP 5/5/1988 ---713 247-275 Alma Street CDNP 8/4/1988 --1,150 700 Emerson Street CDSP 9/15/1988 --4,000 431 Florence Street CDCP 9/15/1988 -2,500 2,500 156 University Avenue CDCGFP 12/15/1988 -4,958 4,958 401 Florence Street CDCP 3/2/1989 -2,407 2,407 619 Cowper Street CDCP 5/6/1989 --2,208 250 University Avenue PC-3872 5/15/1989 11,000B 300 20,300 550 University Avenue CDCP 6/1/1989 ---371 529 Bryant Street PC-3974 5/3/1990 2,491C 2,491 2,491 520 Webster PC-3499 0 305 Lytton Avenue CDCP 9/28/1990 200 200 550 Lytton AvenueDE CDCP 10/22/1990 --4,845 531 Cowper Street PC-4052 5/21/1991 9,000 475 9,475 540 Bryant Street CDCGFP 3/24/1992 -404 404 530/534 Bryant Street CDCGFP 4/15/1993 -432 432 555 Waverley Street/425 Hamilton AvenueE CDCP 9/21/1993 --2,064 201 University Avenue CDCGFP 11/18/1993 -2,450 2,450 Table:6 CD ZONE NON-RESIDENTIAL SQUARE FOOT ADDED 09/01/86 TO 08/31/15 Prior to 1986 1986-1990 1991-1995 Attachment B Page 2 Project Address Zoning Planning Approved Public Benefit Bonus Non Residential Square Footage Seismic, Historic, or Minor Bonus Square Footage Net change in Non- Residential Floor Area 518 Bryant Street CDCGFP 3/3/1994 -180 180 245 Lytton Avenue CDCP 7/21/1994 ---21,320 400 Emerson StreetEF PC-4238 9/19/1994 200 4,715 443 Emerson Street CDCGFP 1/5/1995 -26 26 420 Emerson Street CDCP 3/16/1995 -125 125 340 University Avenue CDCGFP 4/6/1995 -402 281 University Avenue CDCGFP 4/20/1995 -2,500 456 University Avenue CDCGFP 5/18/1995 -7,486 7,486 536 Ramona Street CDCGFP 7/11/1995 -134 134 725/753 Alma Street PC-4283 7/17/1995 --1,038 552 Emerson Street CDCGFP 7/18/1995 -177 177 483 University Avenue G PC-4296 10/2/1995 3,467C 2,789 7,289 424 University Avenue CDCGFP 9/21/1995 -2,803 2,803 901/909 Alma Street EF PC-4389 8/1/1996 --4,425 171 University Avenue CD-C(GF)(P)9/19/1996 -1,853 1,853 401 High Street CD-C(P)10/3/1996 -350 350 430 Kipling Street DH CD-C(P)10/22/1996 -200 1,412 460-476 University Avenue CD-C(GF)(P)3/20/1997 -1,775 1,775 400 Emerson Street D PC-4238 3/21/1997 --2,227 275 Alma Street CD-N(P)7/8/1997 -200 3,207 390 Lytton Avenue PC-4436 7/14/1997 8,420C 689 17,815 411 High Street H CDCP 12/18/1997 -2,771 2,771 530 Ramona CDCGFP 5/20/1999 -2,852 2,852 705 Alma St CDSP 9/21/1999 -2,814 2,814 200 Hamilton Ave CDCP 10/21/1999 -10,913 10,913 550 Lytton Ave CDCP 8/11/2000 --93 528 HighG PF 0 2001-2005 1996-2000 Page 3 Project Address Zoning Planning Approved Public Benefit Bonus Non Residential Square Footage Seismic, Historic, or Minor Bonus Square Footage Net change in Non- Residential Floor Area 445 BryantG PF 0 437 Kipling St CDCGFP 2/1/2001 --945 701 Emerson St CDSP 5/29/2001 --434 723 Emerson St CDSP 5/29/2001 --400 880 - 884 Emerson St CDSP 5/29/2001 --312 539 Alma St CDCGFP 10/23/2001 -2,500 2,500 270 University Ave CDCGFP 11/1/2001 -2,642 2,642 800 High St. I PC-4779 2/3/2003 ---15,700 164 Hamilton Ave CDCP 1/13/2005 ---2,799 335 University Ave CDCGFP 8/10/2005 -4,500J 5,249 657 Alma St. (101 Forest Ave) I RT-50; CD-C(P)11/10/2005 3,029 820 Ramona CD-S (P)3/21/2006 2,936 382 University Ave CDCGFP 7/27/2006 -194 194 102 University Ave CDCGFP 10/10/2006 --8 325 Lytton Ave CDCP 5/1/2006 --17,515 310 University Ave CDCGFP 7/31/2008 -7,481 7,481 317-323 University Ave CDCGFP 1/1/2008 -2,500 3,290 564 University Ave CDCP 7/1/2008 -2,500 4,475 278 University CDCGFP 11/1/2008 --137 801-849 Alma St. I RT-50 11/9/2009 -9,740 265 Lytton CDCP 7/1/2010 -3,712 21,151 340 University CDCP 12/1/2010 ---1,360 524 Hamilton CDCP 2/1/2011 -5,200 9,345 630 Ramona CDCP 6/1/2011 -437 437 668 Ramona CDCP 7/1/2011 -4,940 4,940 661 Bryant CDCP 2/1/2011 -1,906 0 180 Hamilton CDCP 7/23/2012 0 2006-2010 2011-2015 Page 4 Project Address Zoning Planning Approved Public Benefit Bonus Non Residential Square Footage Seismic, Historic, or Minor Bonus Square Footage Net change in Non- Residential Floor Area 335-355 Alma CDCP 6/1/2012 9,700 -49,863 135 Hamilton CDCP 2/1/2013 9,939 19,960 537 Hamilton CDCP 5/1/2013 5,775 9,979 611 Cowper CDCP 8/1/2013 6,938 20,506 651 Emerson CDCGFP 10/8/2013 346 301 High CDNP 12/2/2013 200 636 Waverley CDCP 12/16/2013 3,394 240-248 Hamilton CDCGFP 12/31/2013 5,000 4,527 500 University CDCGFP 12/31/2013 9,592 10,907 261 Hamilton Ave CDCGFP 3/25/2015 0 Totals 1986-2015 44,078 131,175 277,200 I: Part of the SOFA 2 CAP B: Through Assessment District project provided additional 64 public parking spaces as part of public benefit instead of required 44 private spaces Source : City of Palo Alto Planning Department, August 2015 A: Project approved during the Downtown Moratorium (9/84 to 9/86), but was not included in the Downtown EIR’s “pipeline projects.” As a result, the project is counted among the CD District’s nonresidential development approvals since the enactment of the Downtown Study Policies in 1986 F: Project was approved pursuant to PAMC Sections 18.83.120 or 18.83.130 which allow for a reduction in the number required parking spaces for shared parking facilities, joint use parking facilities, or substitution of 8 bike parking spaces for one vehicle space. G. In addition, project paid in-lieu fee for loss of 2 on-site parking spaces H: In addition, projects paid in-lieu fee for loss of 4 on-site spaces Notes: 08/13 Removed 12,063 non-res square feet previously approved 901 High St project. Project approved 12/2002 but not built. 08/13 Added Projects 657 Alma St. (101 Forest), 820 Ramona, and 801-849 Alma St. C: Project exceeded square footage otherwise allowed by zoning E: Project included covered parking that counts as floor area but not counted 350,000 square foot limit D: Project converted residential space to non-residential space. Net non-residential space counts toward the 350,000 square foot limit Page 1 Project Address Zoning Net Change in Non- Residential Floor Area (SQFT) Parking Required for New Non- Residential SQFT Net Added Parking Space for New Non- Residential SQFT Parking Exemptions per 18.52.060 of PAMC Parking Required less Parking Added Total Cumulative Deficit -1601 520 RamonaA CDCGFP 400 2 0 0 -2 -1603 220 University CDCGFP 65 0 0 0 0 -1603 151 Homer CDSP -9,750 -39 11 0 50 -1553 314 Lytton CDCP -713 -3 0 0 3 -1550 247-275 Alma CDNP 1,150 5 5 0 0 -1550 700 Emerson CDSP 4,000 16 16 0 0 -1550 431 Florence CDCP 2,500 10 0 10 -10 -1560 156 University CDCGFP 4,958 20 0 20 -20 -1580 401 Florence CDCP 2,407 10 0 10 -10 -1590 619 Cowper CDCP 2,208 9 9 0 0 -1590 250 UniversityB PC-3872 20,300 103 131 0 28 -1562 550 University CDCP -371 -1 0 0 1 -1561 529 Bryant PC-3974 2,491 10 0 10 -10 -1571 520 WebsterC PC-3499 0 0 163 0 163 -1408 305 Lytton CDCP 200 1 0 1 -1 -1409 550 Lytton CDCP 4,845 19 19 0 0 -1409 162 354 51 192 -1409 Downtown 96 -1313 531 Cowper PC-4052 9,475 38 0 2 -38 -1351 540 Bryant CDCGFP 404 2 0 2 -2 -1353 530/534 Bryant CDCGFP 432 2 0 2 -2 -1355 555 Waverley /425 HamiltonD CDCP 2,064 8 0 0 -8 -1363 201 University CDCGFP 2,450 10 0 10 -10 -1373 518 Bryant CDCGFP 180 1 0 1 -1 -1374 245 Lytton CDCP -21,320 0 149 0 149 -1225 400 Emerson PC-4238 4,715 18 5 1 -13 -1238 443 Emerson CDCGFP 26 0 0 0 0 -1238 420 Emerson CDCP 125 1 0 1 -1 -1239 340 University CDCGFP -402 -2 0 0 2 -1237 Table: 7 CD ZONE PROJECT PARKING REQUIREMENT AND DEFICIT CREATED 9/1/86 to 8/31/2015 Prior to 1986 Deficit Extensive restriping by Transportation Division of on and off/street parking 1986-1990 Attachment C Page 2 Project Address Zoning Net Change in Non- Residential Floor Area (SQFT) Parking Required for New Non- Residential SQFT Net Added Parking Space for New Non- Residential SQFT Parking Exemptions per 18.52.060 of PAMC Parking Required less Parking Added Total Cumulative Deficit 281 University CDCGFP -2,500 -10 0 0 10 -1227 456 University CDCGFP 7,486 30 0 30 -30 -1257 536 Ramona CDCGFP 134 1 0 1 -1 -1258 725-753 Alma PC-4283 -1,038 -4 7 0 11 -1247 552 Emerson CDCGFP 177 1 0 1 -1 -1248 483 UniversityE PC-4296 7,289 29 -2 11 -31 -1279 424 University CDCGFP 2,803 11 0 11 -11 -1290 136 255 73 119 -1290 901/909 AlmaD PC-4389 4,425 18 18 0 0 -1290 171 University CDCGFP 1,853 7 0 7 -7 -1297 401 High CDCP 350 1 0 1 -1 -1298 430 KiplingE CDCP 1,412 5 -4 1 -9 -1307 460/476 University CDCGFP 1,775 7 0 7 -7 -1314 400 Emerson PC-4238 2,227 9 0 0 -9 -1323 275 AlmaF CDNP 3,207 0 0 1 0 -1323 390 Lytton PC-4436 17,815 74 50 3 -24 -1347 411 HighE CDCP 2,771 11 -4 11 -15 -1362 530 Ramona CDCGFP 2,852 11 0 11 -11 -1373 705 Alma CDSP 2,814 11 0 11 -11 -1384 200 HamiltonE CDCP 10,913 44 3 35 -41 -1425 550 Lytton CDCP 93 0 0 0 0 -1425 198 63 88 -135 -1425 528 HighG PF 0 0 138 0 138 -1287 445 BryantG PF 0 0 575 0 575 -712 437 KiplingE CDCGFP 945 4 0 2 -4 -716 701 Emerson CDSP 434 2 1 1 -1 -717 723 Emerson CDSP 400 2 2 0 0 -717 880 / 884 Emerson CDSP 312 2 5 0 3 -714 539 Alma St CDCGFP 2,500 10 0 10 -10 -724 270 UniversityE CDCGFP 2,642 11 0 11 -11 -735 800 HighH PC-4779 -15,700 -63 63 0 126 -609 164 Hamilton CDCP -2,799 -11 0 0 11 -598 1991-1995 1996-2000 Page 3 Project Address Zoning Net Change in Non- Residential Floor Area (SQFT) Parking Required for New Non- Residential SQFT Net Added Parking Space for New Non- Residential SQFT Parking Exemptions per 18.52.060 of PAMC Parking Required less Parking Added Total Cumulative Deficit 335 UniversityI CDCGFP 5,249 21 0 18 -21 -619 382 University CDCGFP 194 0 0 1 0 -619 -22 784 43 806 -619 102 University CDCGFP 8 0 0 0 0 -619 310 University CDCGFP 7,481 30 0 30 -30 -649 317-323 University CDCGFP 3,290 13 0 10 -13 -662 564 University CDCP 4,475 18 -2 10 -20 -682 325 Lytton CDCP 17,515 70 118 0 48 -634 265 Lytton CDCP 21,151 85 31 14 -54 -688 278 University CDCGFP 137 1 0 1 -1 -689 340 University CDCP -1,360 -5 0 0 5 -684 212 147 65 -65 -684 524 Hamilton CDCP 9,345 37 8 21 -29 -713 630 Ramona CDCP 437 2 0 2 -2 -715 668 RamonaJ CDCP 4,940 20 0 20 -20 -735 661 Bryant CDCP 0 0 0 8 0 -735 Downtown 32 -703 180 Hamilton CDCP 0 0 -5 0 -5 -708 335-355 Alma/101 LyttonK CDCP 49,150 101 123 0 22 -686 135 Hamilton CDCP 19,960 80 23 20 -57 -743 537 Hamilton CDCP 9,997 40 19 21 -21 -764 611 Cowper CDCP 19,419 78 62 42 -16 -780 651 Emerson CDCGFP 346 0 0 0 0 -780 301 High CDCNP 200 0 0 0 0 -780 240-248 Hamilton CDCGFP 4,527 23 4 18 -19 -799 500 University CDCGFP 10,907 44 65 20 21 -778 636 Waverley CDCP 3,394 23 20 0 -3 -781 261 HamiltonLM CDCGFP 0 0 4 0 4 -777 448 355 172 -93 -777 Extensive restriping by Transportation Division of on and off Street parking 2001-2005 2006-2010 Source: Palo Alto Planning and Community Environment Department, Data through August 2015 2011-Present Page 4 Project Address Zoning Net Change in Non- Residential Floor Area (SQFT) Parking Required for New Non- Residential SQFT Net Added Parking Space for New Non- Residential SQFT Parking Exemptions per 18.52.060 of PAMC Parking Required less Parking Added Total Cumulative Deficit M: Shared Parking Facilities Reduction 13% with Residential use Note:Total Cumulative Parking Deficit number changed from the 2012-2013 Downtown Monitoring cycle reporting based on extensive staff research. A: Project approved during the Downtown Moratorium (9/84 to 9/86, but was not included in the Downtown EIR’s “pipeline projects.”) As a result, the project is counted among the CD District’s nonresidential development approvals since the enactment of the Downtown Study Policies in 1986 B: Through Assessment District project provided additional 64 public parking spaces as part of public benefit C: Addition of 2 levels of parking to Cowper/Webster garage (-) numbers mean project is adding to the parking deficit whereas (+) numbers mean project is decreasing the parking deficit. I: As per PAMC 18.87.055, the TDR area transferred to the site does not increase the number of automobile parking spaces required for the additional floor area. J: Project used Historic and Seismic Bonuses K: Total Commercial SQFT subject to parking requirement is 31,593 SQFT. Received exemptions from being near transit, TOD, TDM (PAMC 18:52) L: Determination was made that the building area shown on the 2001 downtown parking assessment rolls was not consistent (it was less) with what the current project FAR. The applicant was required to park the difference, and added 4 spaces within the below grade garage D: Project was approved pursuant to PAMC Sections 18.83.120 or 18.83.130 which allow for a reduction in the number required parking spaces for shared parking facilities, joint use parking facilities, or substitution of 8 bike parking spaces for one vehicle space. E. Projects removed existing on-site spaces or met required parking by paying in-lieu fee F: Site had existing parking sufficient to allow expansion G: Construction of 2 city parking lots. 528 High completed on Aug. 2003 and 445 Bryant completed on Nov. 2003 H: Part of the SOFA 2 CAP City of Palo Alto (ID # 6700) City Council Staff Report Report Type: Informational Report Meeting Date: 4/11/2016 City of Palo Alto Page 1 Summary Title: Update on Recycled Water Planning Efforts and Groundwater Studies Title: Update on Recycled Water Planning Efforts and Groundwater Studies in partnership with Santa Clara Valley Water District From: City Manager Lead Department: Public Works Recommendation: This report is provided for information only and requires no Council action. Executive Summary The purpose of this report is to provide Council an overview of the advances being made to develop alternative water supplies, both regionally and in Palo Alto. Alternative water supplies include: Recycled Water from wastewater plants like Palo Alto’s; Purified Water from reverse osmosis plants like San Jose’s; Increased groundwater use coupled with groundwater recharge; Local rainwater/storm drain system harvesting; Sub-regional wastewater “scalping” plants for small communities/districts; and Individual building use of graywater and treated blackwater. Palo Alto is working through a variety of groups and committees to conduct planning for alternative water supplies. Key collaborators include Palo Alto’s five Partners in its Regional Water Quality Control Plant (RWQCP), the other recipients of San Francisco PUC (Hetch-Hetchy) water, and other agencies in Santa Clara and San Mateo Counties. An important next step is the execution of several contracts to explore the potential use of key alternative supplies. City of Palo Alto Page 2 The first such contract is a feasibility study on the installation of an advanced water purification system, such as reverse osmosis, at the RWQCP. The second would update the 1992 Recycled Water Master Plan by studying groundwater recharge potential for indirect potable reuse, further utilization of recycled water by more RWQCP Partners, connections with the Sunnyvale distribution system, and other potential recycled water activities. The Santa Clara Valley Water District would provide much of the funding for this work and help manage the various tasks. Background The RWQCP produces high quality recycled water which is a drought-proof, locally controlled, non-potable water supply. Recycled water will help reduce Palo Alto’s reliance on imported water supplies. The RWQCP currently produces recycled water in excess of the current demand; therefore staff is working to expand the recycled water demand and distribution system. As such, the City of Palo Alto certified an Environmental Impact Report on September 28, 2015, to expand recycled water through South Palo Alto to Stanford Research Park (CMR# 5962). This proposed expansion project is phase III of the 1992 Recycled Water Master Plan. Additionally, the Santa Clara Valley Water District is seeking alternative water supplies from local wastewater treatment plants. There are three wastewater treatment plants that discharge into San Francisco Bay within Santa Clara County: (1) San Jose/Santa Clara Regional Wastewater Facility (San Jose RWF), (2) City of Sunnyvale and (3) the RWQCP. The Water District already has partner agreements with San Jose RWF and the City of Sunnyvale. Recently the Water District approved a partner arrangement with the City of Palo Alto to fund eighty percent of the Advanced Water Purification System Feasibility Study Contract. The Feasibility Study will evaluate alternatives including treatment to reduce improve recycled water quality. As part of the effort to expand uses of recycled water, the City and Water District are developing a further understanding of the northwest county groundwater system to identify opportunities for enhanced groundwater recharge. Discussion For the past year staff have been working with the Santa Clara Valley Water District and the RWQCP partner agencies to research expanding recycled water use opportunities in Northwest Santa Clara County. The City is working on City of Palo Alto Page 3 updating the Recycled Water Master Plan to produce a strategic plan that will include the following information: Advanced Water Purification System Feasibility Study White paper on initial description of all water sources White paper on satellite and onsite treatment and reuse of black water, grey water, and stormwater Ongoing Palo Alto Potable Water Supply Resource Planning Mountain View Recycled Water Distribution Expansion and potential Sunnyvale Tie-In Palo Alto Recycled Water Phase III Expansion Project business plan development, preliminary design, and securing of outside funding Northwest Santa Clara County Groundwater Study for Indirect Potable Reuse (IPR) Potential Palo Alto RWQCP Partner Agencies Recycled Water Expansion In addition to the upcoming Recycled Water Strategic Plan, staff has been working on the following Recycled Water planning projects. Advanced Water Purification System Feasibility Study (contract in process) To expand the use of recycled water to include cooling towers and the irrigation of salt-sensitive landscaping, staff is working to reduce the total dissolved solids (TDS) concentration. Consequently, the City has partnered with the City of Mountain View and the Santa Clara Valley Water District to jointly fund a feasibility study for installation of an advanced water purification system (AWPS) at the RWQCP (CMR #6458). The AWPS would produce virtually TDS-free water which could be blended with the current recycled water to achieve a TDS concentration of 450 ± 50 parts per million (ppm). White Paper on Initial Description of all Water Sources At the 2015 Council Meeting approving of the Environmental Impact Report (EIR) for the Phase III Recycled Water Expansion, Council requested further information on water sources as they pertain to the City of Palo Alto. Attached is an initial description of all water sources (potable and non-potable) potentially available to the City of Palo Alto (Attachment A). Potable water refers to water that meets drinking water standards and is considered safe to drink; while non-potable water refers to water that does not meet drinking water standards and is considered City of Palo Alto Page 4 unsafe to drink. White Paper on Satellite and Onsite Treatment and Reuse City staff has been tracking satellite and onsite treatment systems and reuse. Staff will be collecting information on similar efforts regionally and nationally, including the development of standardized design criteria and regulations. Currently, in the RWQCP service area, there are a few facilities that have reused gray water and stormwater for irrigation purposes. Stanford is currently researching an onsite treatment system. Ongoing Palo Alto Potable Water Supply Resource Planning City staff is currently working on the Water Integrated Resources Plan (WIRP) that will discuss the variety of potable water supply resources and planning. The WIRP will include an assessment of alternative potable water supplies including the City’s current water supply source from the San Francisco Public Utilities Commission’s Region Water Supply System, groundwater, and treated water from the Santa Clara Valley Water District as well as demand-side management. Recycled water will be assessed both as a tool to reduce potable water demand and as a potential potable water supply through IPR and Direct Potable Reuse (DPR). The results of the groundwater study discussed below will be an important part of this analysis. All of these resources will be evaluated based on availability, cost, water quality, environmental impact and robustness in water emergencies and with respect to potential state regulations. Mountain View Recycled Water Distribution Expansion and Sunnyvale Tie-in Mountain View currently receives the majority of the recycled water produced at the RWQCP. Mountain View has hired a consultant to research expanding the recycled water distribution system within its city limits and is working with Sunnyvale for a potential recycled water intertie. The City of Sunnyvale is rebuilding their wastewater treatment plant and plans on treating the majority of their flow to purified water for future IPR. Therefore, their existing recycled water customers will need a new source of recycled water which will potentially be provided by the RWQCP via the Mountain View—Sunnyvale intertie. Palo Alto Recycled Water Phase III Expansion (RFP in process) The City is seeking a consultant to develop a business plan, preliminary design, and aid in securing funding for the Phase III Expansion project. This evaluation City of Palo Alto Page 5 will help Council decide on pursuing Phase III Expansion of the recycled water pipeline. The City has drafted interim Recycled Water Guidelines to help facilitate new recycled water customers who are on the existing recycled water line near the RWQCP. Northwest Santa Clara County Groundwater Study for Potential Indirect Potable Reuse (RFP in process) The purpose of the groundwater study is to compile baseline information on the current condition of aquifers in northwestern Santa Clara County and adjacent areas, including sources and quantities of recharge, groundwater pumping, and water quality. This information will be used to evaluate the feasibility of IPR of advanced treated recycled water and identify opportunities for increased groundwater utilization of recycled water. This study will also evaluate impacts to groundwater resources from potential pumping or recharge projects to ensure continued sustainable groundwater management. Palo Alto RWQCP Partner Agencies Recycled Water Expansion (RFP in process) City staff is seeking opportunities to expand recycled water within the RWQCP service area: East Palo Alto, Los Altos, Los Altos Hills, Mountain View, Stanford, and Palo Alto. The RWQCP’s NPDES permit requires the treatment plant to have a recycled water program. Current recycled water demands and distribution systems were identified in the Recycled Water Master Plan that was completed in 1992. Since 1992, prolonged drought and increased economic activity has opened up new potential demand for recycled water in partner cities, including potential groundwater recharge opportunities. Consequently, staff is pursuing a consultant to re-evaluate the current and projected recycled water demand in the RWQCP service area. Timeline Below is a tentative timeline for the recycled water projects: Cost sharing agreements with the Santa Clara Valley Water District and City of Mountain View for the Advanced Water Purification System Feasibility Study – April 2016 Recycled waterpipeline expansion within East Palo Alto, Palo Alto and Mountain View – Construction expected to begin in 2016 Advanced Water Purification System Feasibility Study expected to be City of Palo Alto Page 6 completed by end of 2016 Recycled Water Strategic Planning and Groundwater Assessment contract expected to be approved in summer 2016; the following deliverables will be completed by December 2018: o Phase III Recycled Water Expansion Business Plan, Preliminary Design & Secured Funding Effort Report o IPR Feasibility Evaluation o Conceptual Groundwater Model o Northwest Santa Clara County Groundwater Study for Potential IPR Report o Recycled Water Strategic Plan Report o Funding Identification & Application(s) o Public Outreach Resource Impact The current recycled water program consists of five hard-piped City facilities and more than 60 permitted users of the recycled water truck fill station. The RWQCP is the wholesaler of recycled water within its service area. The City is currently negotiating private hard-piped recycled water customers along the existing distribution line,expanding recycled water into East Palo Alto and in South Palo Alto including Stanford Research Park.. City staff anticipate construction of the East Palo Alto recycled water expansion to commence in 2016; therefore, staff is needed to help manage future contractors. As mentioned previously the City is planning on managing larger recycled water planning contracts to improve the water quality, update recycled water strategic plan, and investigate the possibilty of indirect potable reuse to recharge groundwater. The City is currently negotiating with the Santa Clara Valley Water District that they will fund eighty percent of the Advanced Water Feasibilty Contract and the City is still negotiating how much the SCVWD will fund of the second contract that will update the recycled water strategic plan. The City currently does not have a dedicated staff person who works on recycled water. In order to expand the City’s Recycled Water Program, a new Senior Engineer is required for future tasks including: Initiate and manage recycled water and water re-use consultant contracts Prepare a new Strategic Recycled Water Plan to complement the 1992 Recycled Water Master Plan City of Palo Alto Page 7 Determine the need and timing for appropriate groundwater recharge and storage of purified water, based on modelling of the San Francisquito Creek cone Determine best method of brine disposal and management to allow for the addition of advanced recycled water treatment processes to the RWQCP’s current treatment plant Develop RWQCP regulations and guidelines for the use and management of recycled water and purified water Serve as the principal point-of-contact for Partner Agencies to secure new or modified Recyled Water Service and determine amounts and timing of needs Serve as Public Health and Water Board Compliance Officer for water re- use programs, including inspection programs and cross-connection prevention programs Develop and manage Infrastrucutre Management System (IMS) for the Recycled Water wholesale water treatment and distribution system; track and manage system repairs and upgrades Develop Nutrient Credits and Offsets for Recycled Water Program Coordinate expanded water use and water quality reporting and monitoring with regulatory agencies, partner agencies, users, site supervisors, and customers. Manage expanded recycled water system maintenance and utility locating services.The new Senior Engineer position would be funded partially by the partner agences to the RWQCP, since it is a requirement in our discharge permit to have a recycled water program. Therefore Palo Alto will only fund one third of the Senior Engineer Position which costs approximately $220,000. The projects that the Senior Engineer will manage will also be funded through cost-sharing agreements with the SCVWD, grants and state revolving funds. Policy Implications Continuing the exploration of expanding recycled water is consistent with Council policy. The Recycled Water Program is consistent with the Council-adopted Water Integrated Resource Plan Guideline 3: “Actively participate in development of cost effective regional recycled water plans.” The project is consistent with Council direction to reduce imported water supplies and limit or reduce diversions from the Tuolomne River. City of Palo Alto Page 8 Council’s Sustainability Policy supports the development of recycled water, specifically in the Policy’s statement to “reduce resource use and pollution in a cost-effective manner while striving to protect and enhance the quality of the air, water, land and other natural resources.” The City’s Comprehensive Plan contains Natural Environment Goal N-4: Water resources are prudently managed to sustain plant and animal life, support urban activities and protect public health and safety. Specifically, Program N-26 addresses the use of recycled water: implement incentives for the use of drought- tolerant landscaping and recycled water for landscape irrigation. Environmental Review Environmental Impact Report for Phase III of the recycled water pipeline project was approved in September 2015. Future Environmental Review will be required if the expanded recycled water pipeline is constructed.