HomeMy WebLinkAbout2025-03-11 Policy & Services Committee Agenda PacketPOLICY AND SERVICES COMMITTEE
Special Meeting
Tuesday, March 11, 2025
Council Chambers & Hybrid
6:00 PM
Policy and Services Committee meetings will be held as “hybrid” meetings with the option to
attend by teleconference/video conference or in person. Information on how the public may
observe and participate in the meeting is located at the end of the agenda. The meeting will be
broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,
and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)
Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three
minutes or an amount of time determined by the Chair. General public comment will be heard
for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to
three minutes or an amount of time determined by the Chair. Requests to speak will be taken
until 5 minutes after the staff’s presentation or as determined by the Chair. Written public
comments can be submitted in advance to city.council@CityofPaloAlto.org and will be provided
to the Council and available for inspection on the City’s website. Please clearly indicate which
agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only
by email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,
the Clerk will have them shared at public comment for the specified item. To uphold strong
cybersecurity management practices, USB’s or other physical electronic storage devices are not
accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other types of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending on
number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at
the end of the agenda.
ACTION ITEMS
1.Nonprofit Partnership Workplan: Phased Approach (continued from February 11, 2025)
2.Presentation of the Office of the City Auditor Quarterly Report for the Period of October ‐
December 2024
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will
be accepted through the teleconference meeting. To address the Council, click on the link
below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number
listed below. When you wish to speak on an agenda item hit *9 on your phone so we
know that you wish to speak. You will be asked to provide your first and last name before
addressing the Council. You will be advised how long you have to speak. When called
please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $500 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures and have a value over $50,000. A “party” is a person who files an application for, or
is the subject of, a proceeding involving a license, permit, or other entitlement for use. A
“participant” is a person who actively supports or opposes a particular decision in a proceeding
involving a license, permit, or other entitlement for use, and has a financial interest in the
decision. The Levine Act incorporates the definition of “financial interest” in the Political
Reform Act, which encompasses interests in business entities, real property, sources of income,
sources of gifts, and personal finances that may be affected by the Council’s actions. If you
qualify as a “party” or “participant” to a proceeding, and you have made a campaign
contribution to a Council Member exceeding $500 made within the last 12 months, you must
disclose the campaign contribution before making your comments.
1 Regular Meeting March 11, 2025
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEESpecial MeetingTuesday, March 11, 2025Council Chambers & Hybrid6:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. Information on how the public mayobserve and participate in the meeting is located at the end of the agenda. The meeting will bebroadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,and streamed to Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heardfor 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.Public comments for agendized items will be accepted both in person and via Zoom for up tothree minutes or an amount of time determined by the Chair. Requests to speak will be takenuntil 5 minutes after the staff’s presentation or as determined by the Chair. Written publiccomments can be submitted in advance to city.council@CityofPaloAlto.org and will be providedto the Council and available for inspection on the City’s website. Please clearly indicate whichagenda item you are referencing in your subject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other types of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending on
number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at
the end of the agenda.
ACTION ITEMS
1.Nonprofit Partnership Workplan: Phased Approach (continued from February 11, 2025)
2.Presentation of the Office of the City Auditor Quarterly Report for the Period of October ‐
December 2024
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will
be accepted through the teleconference meeting. To address the Council, click on the link
below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number
listed below. When you wish to speak on an agenda item hit *9 on your phone so we
know that you wish to speak. You will be asked to provide your first and last name before
addressing the Council. You will be advised how long you have to speak. When called
please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $500 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures and have a value over $50,000. A “party” is a person who files an application for, or
is the subject of, a proceeding involving a license, permit, or other entitlement for use. A
“participant” is a person who actively supports or opposes a particular decision in a proceeding
involving a license, permit, or other entitlement for use, and has a financial interest in the
decision. The Levine Act incorporates the definition of “financial interest” in the Political
Reform Act, which encompasses interests in business entities, real property, sources of income,
sources of gifts, and personal finances that may be affected by the Council’s actions. If you
qualify as a “party” or “participant” to a proceeding, and you have made a campaign
contribution to a Council Member exceeding $500 made within the last 12 months, you must
disclose the campaign contribution before making your comments.
2 Regular Meeting March 11, 2025
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEESpecial MeetingTuesday, March 11, 2025Council Chambers & Hybrid6:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. Information on how the public mayobserve and participate in the meeting is located at the end of the agenda. The meeting will bebroadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,and streamed to Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heardfor 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.Public comments for agendized items will be accepted both in person and via Zoom for up tothree minutes or an amount of time determined by the Chair. Requests to speak will be takenuntil 5 minutes after the staff’s presentation or as determined by the Chair. Written publiccomments can be submitted in advance to city.council@CityofPaloAlto.org and will be providedto the Council and available for inspection on the City’s website. Please clearly indicate whichagenda item you are referencing in your subject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other types of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.CALL TO ORDERPUBLIC COMMENT Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending onnumber of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard atthe end of the agenda.ACTION ITEMS1.Nonprofit Partnership Workplan: Phased Approach (continued from February 11, 2025)2.Presentation of the Office of the City Auditor Quarterly Report for the Period of October ‐December 2024FUTURE MEETINGS AND AGENDASMembers of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will
be accepted through the teleconference meeting. To address the Council, click on the link
below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number
listed below. When you wish to speak on an agenda item hit *9 on your phone so we
know that you wish to speak. You will be asked to provide your first and last name before
addressing the Council. You will be advised how long you have to speak. When called
please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $500 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures and have a value over $50,000. A “party” is a person who files an application for, or
is the subject of, a proceeding involving a license, permit, or other entitlement for use. A
“participant” is a person who actively supports or opposes a particular decision in a proceeding
involving a license, permit, or other entitlement for use, and has a financial interest in the
decision. The Levine Act incorporates the definition of “financial interest” in the Political
Reform Act, which encompasses interests in business entities, real property, sources of income,
sources of gifts, and personal finances that may be affected by the Council’s actions. If you
qualify as a “party” or “participant” to a proceeding, and you have made a campaign
contribution to a Council Member exceeding $500 made within the last 12 months, you must
disclose the campaign contribution before making your comments.
3 Regular Meeting March 11, 2025
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEESpecial MeetingTuesday, March 11, 2025Council Chambers & Hybrid6:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. Information on how the public mayobserve and participate in the meeting is located at the end of the agenda. The meeting will bebroadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,and streamed to Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heardfor 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.Public comments for agendized items will be accepted both in person and via Zoom for up tothree minutes or an amount of time determined by the Chair. Requests to speak will be takenuntil 5 minutes after the staff’s presentation or as determined by the Chair. Written publiccomments can be submitted in advance to city.council@CityofPaloAlto.org and will be providedto the Council and available for inspection on the City’s website. Please clearly indicate whichagenda item you are referencing in your subject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other types of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.CALL TO ORDERPUBLIC COMMENT Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending onnumber of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard atthe end of the agenda.ACTION ITEMS1.Nonprofit Partnership Workplan: Phased Approach (continued from February 11, 2025)2.Presentation of the Office of the City Auditor Quarterly Report for the Period of October ‐December 2024FUTURE MEETINGS AND AGENDASMembers of the public may not speak to the item(s)ADJOURNMENTPUBLIC COMMENT INSTRUCTIONSMembers of the Public may provide public comments to teleconference meetings via email,teleconference, or by phone.1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.2. For in person public comments please complete a speaker request card located on thetable at the entrance to the Council Chambers and deliver it to the Clerk prior todiscussion of the item.3. Spoken public comments for agendized items using a computer or smart phone willbe accepted through the teleconference meeting. To address the Council, click on the linkbelow to access a Zoom‐based meeting. Please read the following instructions carefully.You may download the Zoom client or connect to the meeting in‐ browser. If usingyour browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled inolder browsers including Internet Explorer. Or download the Zoom application ontoyour smart phone from the Apple App Store or Google Play Store and enter in theMeeting ID below.You may be asked to enter an email address and name. We request that youidentify yourself by name as this will be visible online and will be used to notify youthat it is your turn to speak.When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk willactivate and unmute speakers in turn. Speakers will be notified shortly before theyare called to speak.When called, please limit your remarks to the time limit allotted. A timer will beshown on the computer to help keep track of your comments.4. Spoken public comments for agendized items using a phone use the telephone numberlisted below. When you wish to speak on an agenda item hit *9 on your phone so weknow that you wish to speak. You will be asked to provide your first and last name beforeaddressing the Council. You will be advised how long you have to speak. When calledplease limit your remarks to the agenda item and time limit allotted.CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its publicprograms, services and meetings in a manner that is readily accessible to all. Persons withdisabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $500 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures and have a value over $50,000. A “party” is a person who files an application for, or
is the subject of, a proceeding involving a license, permit, or other entitlement for use. A
“participant” is a person who actively supports or opposes a particular decision in a proceeding
involving a license, permit, or other entitlement for use, and has a financial interest in the
decision. The Levine Act incorporates the definition of “financial interest” in the Political
Reform Act, which encompasses interests in business entities, real property, sources of income,
sources of gifts, and personal finances that may be affected by the Council’s actions. If you
qualify as a “party” or “participant” to a proceeding, and you have made a campaign
contribution to a Council Member exceeding $500 made within the last 12 months, you must
disclose the campaign contribution before making your comments.
4 Regular Meeting March 11, 2025
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: March 11, 2025
Report #:2502-4179
TITLE
Nonprofit Partnership Workplan: Phased Approach (continued from February 11, 2025)
RECOMMENDATION
Staff recommends the Policy & Services Committee review and recommend City Council
approval of a phased approach to enhancing nonprofit partnerships, beginning with process
improvements for nonprofit requests for funding through the FY2026 City Budget that fall
outside currently established funding processes.
BACKGROUND
On February 11, the Policy & Services Committee discussed the proposed Phase 1 Nonprofit
Partnership Workplan, establishing a means of handling nonprofit funding requests that fall
outside established funding processes. The Committee discussed and provided feedback on
funding availability, eligibility and criteria, application and evaluation process and timeframe, as
well as monitoring and reporting components.
The Policy & Services Committee directed staff to further engage nonprofit partners on their
preference regarding two options relating to application and grant award timelines.
This report shares feedback received from nonprofits as well as a draft application process
reflecting the Committee‘s feedback on the various program elements.
ANALYSIS
On February 26, 2025, staff held a drop-in session for nonprofits to share feedback on the two
program implementation timeframes:
Option 1 (39-day nonprofit application period, grant awards approved on June 16)
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 1 Packet Pg. 5 of 13
Action Date
P&S recommendation to proceed with NPW Phase 1 March 11
City Council approval to proceed with NPW Phase 1 March 17
City release of a Notice of Funding Availability to local Nonprofits April 1
Proposals for funding due from Nonprofits May 9
P&S review and recommend awards June 10
City Council budget adoption includes funding appropriation and grantees June 16
Option 2 (90-day application period, grant awards on August 25)
Action Date
P&S recommendation to proceed with NPW Phase 1 March 11
City Council approval to proceed with NPW Phase 1 April 14
City release of a Notice of Funding Availability to local Nonprofits (90 days)May 1
Budget adoption includes funding allocation for NPW Phase 1
implementation
June 16
Proposals for funding due from Nonprofits July 30
P&S review and recommend awards August 12
City Council reviews and approves funding awards August 25
These timelines reflect the suggestion of a Policy and Services Committee meeting to review
and recommend grant awards to the City Council.
At the time of the publishing of this report, the five nonprofits who attended the meeting or
sent their preference via email voted for Option 1, which included a vote from the Chamber of
Nonprofits who represents about 30 nonprofits. Staff received an email from one nonprofit
who preferred Option 2. Staff will note any additional responses received and update the
Committee during the March 11, 2025 meeting.
Attachment A includes a draft program application that reflects the Policy & Services
Committee’s feedback on the various application elements and the Nonprofit Partnership
Guiding Principles. These are:
Impact-oriented Focus and Accountability
Service Alignment
Fairness, Open Access, Equity, and Inclusion
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 2 Packet Pg. 6 of 13
Flexibility for Special Circumstances
The application and reporting requirements will be scaled to match the proposed thresholds:
> $5,000
$6,000-$25,000
$26,000-$99,000
$100,000+
Evaluation
As an option to assist the Policy & Services Committee in evaluating applications, staff could use
a rubric to screen and score applications, while providing the Committee final discretion over
decisions. In the first year of implementation, the scoring would be relative to other requests.
In the second year of the program, with a better sense of application requests, staff could
recommend improvements to the rubric.
Suggested categories could include:
Criterion Description Weight
1. Community Reach Measures the number of Palo Alto residents served
and the significance of the services.
30%
2. Equity Impact Assesses whether the organization serves
underserved or underrepresented groups.
30%
3. Alignment with Goals Evaluates alignment with the Council’s Priorities 20%
4. Program Sustainability Assesses the nonprofit’s capacity to deliver and
sustain its programs effectively.
20%
Staff requests Committee feedback on program application and evaluation proposal; and
recommend that Council implement the Nonprofit Partnership Phase 1 approach.
FISCAL/RESOURCE IMPACT
No resources are required to support the discussion outlined in this report. Subject to City
Council approval to fund the proposed NPW Phase 1 in the FY 2026 budget, the Citywide Events
and Programming appropriation established by Council would be involved. Specifically, the FY
2025 Adopted Budget provided $246,000 in funding for the following citywide events and
programming: United Nations Association Film Festival ($45,000), 3rd Thursdays ($40,000),
Magical Bridge ($150,000), and Environmental Volunteers Foothills Nature Preserve ($11,000).
Ongoing, $235,000 would be budgeted annually to fund citywide events and programming, and
staff was tasked with developing a process in FY 2025 to evaluate and allocate the ongoing
funding for citywide events and programming. As part of the FY 2025 budget wrap-up meeting
with the Finance Committee, discussion occurred regarding the administrative responsibilities
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for developing a funding process for these cultural events, including reviewing applications,
invoices, receipts, and processing payments, which could be managed by staff within the
Community Services Department. No additional resources were added for FY 2025; however, if
the program expanded in future years, additional staff resources may be required to sustain the
increased workload, assuming 1.0 Administrative Associate III at a cost of approximately
$125,000 annually.
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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Nonprofit Partnership Phase 1 Grant Application
ORGANIZATION INFORMATION
Are you a 501 (c)(3) nonprofit organization? Yes
No
Organization Name Year Funded EIN (Tax ID#)
Contact Person Title
Email Address Phone Number
Mailing Address Website
ABOUT YOUR ORGANIZATION
What is the mission of your organization?
Number of Employees Full-Time Staff____
Part-Time Staff___
Volunteers___
In the last two years, have you been awarded a grant or other direct funding by the City? If so, explain.
Are you qualified to apply for the Human Services Resource Allocation Program (HSRAP), Community Development
Block Grant (CDBG), or Emerging Needs grant programs? If so, did you apply? Explain why or why not.
PROGRAM & COMMUNITY IMPACT
Total Number of people estimated to be served by this
program:
Total number of Palo Alto residents estimated to be served by
this program:
Total number of Palo Alto residents estimated to be served by
your agency:
Total number of unduplicated Palo Alto residents estimated
to be served by the requested funding amount:
EQUITY IMPACT
Does your organization serve historically underrepresented or underserved populations? If yes, please describe. (ex.
Number or percent of demographic populations)
What measures does your organization take to promote services to underserved populations?
Social Media Website
Location of program/services Direct mail
Other: (Please describe)
ALIGNMENT WITH CITY COUNCIL PRIORITIES
Briefly describe how your request supports one or more of the City Council Priorities (2-3 sentences). If not relevant
indicate with “N/A.”
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Climate Action and Adaptation & Natural Environment Protection:
Economic Development and Retail Vibrancy:
Implementing Housing Strategies for Social & Economic Balance:
Public Safety, Wellness & Belonging:
PROGRAM GOALS
Please use the template below to list up to 3 goals related to the program(s) you are proposing with requested funding.
For each goal identify 1-3 strategies your organization will implement to achieve this goal. For each strategy, provide
an objective and an outcome. Attach your Program Goals.
Example:
Goal: A general statement about the desired long-term impact.
Example: "Enhance STEM education access for underrepresented middle school girls in underserved areas.”
Strategy: The overall approach or method used to achieve the goal.
Example: "Partner with local schools to develop and deliver hands-on STEM workshops led by female science
professionals.”
Objective: Specific, measurable actions that need to be completed to reach the goal. Example: "Train 20 female
STEM professionals to facilitate workshops reaching 100 middle school girls per year.”
Outcome: The positive change or result that occurs as a direct consequence of the project activities. How will
you know that the strategy is successful?
Example: "An increase in the number of girls expressing interest in pursuing STEM careers post-workshop
participation.”
PROGRAM SUSTAINABILITY
What % of your organization’s budget is currently funded by the following:
Government Grants_____
Private Donations______
Fundraising ______
Membership Fees_____
Fees for service_____
Other_____
What percentage of your organization’s annual budget does the grant request represent?
•Annual Budget: $____
•Grant Request Amount: $____
•Percent of Budget: (Grant request/Annual Budget) x100 = ___%
If awarded, will the contribution be used to leverage other funding opportunities? Explain (1-2 sentences).
REQUIRED ATTACHMENTS
•Program Goals •IRS Determination Letter (501 (c)(3) status proof
REPORTING REQUIREMENTS – (Section in development)
Requests of up to $5,000- brief annual report (1-2 pages) summarizing key activities and basic financial and community
impact highlights. Financia reporting will consist of a self-certification of compliance with grant terms.
Requests <$25,000-
-Annual report on service outcomes
and performance metrics.
-Independently prepared compilation
report or CPA reviewed financial
statements or
-IRS Form 990
Requests $25,000-$100,000-
-Semi-annual reports on service
outcomes and performance metrics.
- Independently prepared compilation
report or CPA reviewed financial
statements
Requests $100,000+ TBD
-quarterly service outcomes and
performance metrics, and a year-end
community impact report.
-independently prepared compilation
report or CPA reviewed financial
statements.
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Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Auditor
Meeting Date: March 11, 2025
Report #:2502-4230
TITLE
Presentation of the Office of the City Auditor Quarterly Report for the Period of October -
December 2024
RECOMMENDATION
The City Auditor recommends that the Policy and Services Committee reviews and recommend
that City Council accept the Office of the City Auditor’s Quarterly Status Report covering
October – December 2024.
BACKGROUND
Task 5 of the six required internal audit tasks in the agreement between the City of Palo Alto
(City) and Baker Tilly Advisory Group, LP (Baker Tilly) is to provide a quarterly report of the
status and progress toward audit completion as information reports to the City Council.
ANALYSIS
The internal audit activities from October – December 2024 are listed below by task as set forth
in Baker Tilly’s agreement with the City:
•Task 1 – Citywide Risk Assessment
The Citywide Risk Assessment was completed in November and presented to the Policy
& Services Committee and City Council in December 2024.1
•Task 2 – Preparation of the Annual Audit Plan
The FY2025 Audit Plan was approved by City Council in December 2024.2
•Task 3 – Selection of External Financial Auditor and Annual Audit Coordination
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The City’s external auditor, Macias Gini & O’Connell, LLP (MGO) completed the FY2024
Financial Statement Audit and Annual Comprehensive Financial Report (ACFR)3 also
known as the Single Audit and presented the results at the December 3, 2024 Finance
Committee meeting. MGO issued a clean opinion on each audit report and reported no
findings within the Agreed-Upon Procedures report.
•Task 4 – Execute Annual Audit Plan
Presented two audit reports to the Policy & Services Committee
ADA Compliance on November 6, 20244
Recruitment & Succession Planning Audit on December 10, 20245
Several Audits from the FY2024 Audit Plan[5] were in reporting in the 2nd quarter of
FY2025 including:
Grant Management Audit (Task Order 4.24)
Emergency Preparedness Audit (Task Order 4.25)
Utility Billing Audit (Task Order 4.26)
Payment Card Industry Data Security Standards Audit (Task Order 4.27)
Dispatch Center Program Assessment (Task Order 4.28)
•Task 5 – Periodic Reporting, Hotline Monitoring, and Other Administrative Functions
No hotline allegations were received during this period. One hotline allegation was
closed with no remediation needed. One hotline allegation is still being investigated.
The City Auditor’s Office provided the FY2025, Q1 update on October 8, 2024.6
Baker Tilly participated in various meetings including City Council, Executive Leadership,
Agenda Planning, and Committee Meetings.
•Task 6 – Evaluation and Benchmarking
The City Auditor began a Benchmarking Assessment of audit activity costs. The results of
this work will be presented as part of this Quarterly Status presentation.
FISCAL/RESOURCE IMPACT
The Quarterly Status Report does not have a resource impact.
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6 Staff Report 2409-3519
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ENVIRONMENTAL REVIEW
APPROVED BY:
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