HomeMy WebLinkAboutStaff Report 440:6I ··f·.~ ,
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I $eptc~ber 16, 1976
HONORABLE CITY CnUNCIL
Palo Atto, Cal,for"n:a
Attention: Finance Bnd Public lliorks Co:rmlttee
Pollee and Fire Cc"",unicatlons. Contrdct ',·dth Stanf(.ord Ijnivers~'.!.L
Hember~ of the Council~
Backs r?~.!!..t!
ihis contract is the third of the three contracts cOlierin.g (c.~rr'urti(atio'l a.nd fIre
services beh,,'{,.en Palo Alto and Stanford UniversilY. The CO"l-,ittcc hc)'$ dir-..·,ld'l
revieh'ed and .appro~lp.d contracts relat inc, to fi (e C(;'1'111.Jn'cat ions ..Jnd f i r(' consul ida~
tion. This particular cuntract '.-Jill $up(~r'Sede the fire cc",(l"JnJcdtions u)ntr,l{t
~'I' covt:rirrg both police ,'J;nd fi're co-nun;c.)tions :·;ilh StClnfOld tJn!'/t'!sity.
As mentioned previously. in :order for Sio:nford Univer"it')' to obtdin <,il"inCl'> in the
coornunic,)tiOf1s. <H-ca, they f'1OJst (:ontract \"i th Palo Alto for both police o:lnd fire
dispatching. Thi .. particular contract does not ~pcLifrcally ch~nqe any of the
conditions 0" terms appro'led 1n Lhe f;,-c C(Y:l'),vnication<, contract. It merely expands
the original fire cOTITlI)nic:,tions contract to cO'ler police cun'liJni(.atiun serviCI:'>.
Levels of Service
Neither Pillo Afionor Stanford Urliversity'<, level of scrvic<-',·litl (har,q(", Palo
Alto's emergency Co:rrnunications Center wi II continue to provide Hie s.a.'-'e level
ot service to our Police and Fire Department'> and ',~ill also pr(-.... ide that level
of <,ervice to Stanford Universit,{. A significant benefit of thi'S contran • ..:ill
be to improve the coordination of dis.pCltcning ernergency personnel durin,) MIlo'
major emergencies or disas.ters,
Costs
Pai"OAlto and Stanford Unilfl2J",ity negotiated an annual (o')t for (.()l":':unic3tion
-s.ervice-s. whic.h we agreed should be expressed in terms of a peH..(;ot of the tntdl
budget. To charge Stanford t.he proper dollar amount_ for tilP firq 8 '-i·onths,
a lower percent had to be used for thlS period versus an annual rille, Stollnford
Unrversity will pay Palo Alto 19.12 of the total es.tim.Her:l cost", onl"1udlly. H(),~'e\f .. ~r,
for the fi.rst 8 months Stanford Uroivelsit" ' .... ill pay Palo Alto 13.F-of the total
estimated costs, Palo Alto's net sewings for the fir':>t year of operatin() c:osts
wil I be $33~()OO which represents an annual rate of rooghly SSO,OOO. Ihi') I'"'tte.r
figure \o,'Quld be the reoc.c{Jrri1l9 annuai sa'/ing:;,
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Stanford lfn .... ersilY I"/ill pay 19.3% of Ihc costs of .111 Ulpit.al equipment to be
purc.hased o\ler the 1. fe of this agreement. P.llo Alto wi II be re"pons ible for the
cost .. of ddd'ng one CQ"'lnunkdtiorl station (console) to the Co:lY'1unicatio!ls Center.
"II other ;')Itlal capital and instJllatiofl <osts .... /ill be paid for by Stanford
l'n~"er 50. t)"
PerSO(}Il<2" I
In ordc( f'\,( P.110 Alto to pr(]"ltide com~unicatioi'l s.::rvices to Stanford University's
Police Dcp<'lftrnent. lhree addillol1at COWlunicators are neede_d. These positions are
required to staff the addrticnal console ""hic.h will be added to our present
c<n:vniCdllon::. faeil it)'. The_ nC'r{ cO[)5.ole is needed because the Palo Alto Police
Oepdr~~elH i~, oper<Hlng on a UHf frequency \·;hile the Stanford University Police
Oep.art~et\l IS <)per<ltinq on a Vf!F frcQuen<:.y.
As in the (ire consol~ddljon, the personnel iS5ue5 ~re the more rime consuming
is".> .. es of rtlls contract, The staff is being very careful to assul-e thdt any
.ajditl,,-~I,jl people hired bec-lus.e of thl~ corHracl \.rill in no \ ... a~' jeopardize the
lJpCl)-olng ~lQnh County co.r.'"'tmications consolidation. Staff has been meeting with
Poi'-(OUr'll)' re.gardlng the details 01 our partr(ular staffing plan.
Slafr IS proposing to fill t\';O of the three pOSitions by transferrinq employees
frO! the MO<Jntdln Vie,", co·~.-'un~cat)()n<; center to Palo Alto. The Mountain Viel'l
City tOJncll h~5 appro~ed of thiS transfer to help Palo Alto ensure that thi~
partlcul.lr cuntra<.t \,'dh Stdnford UI,iversity ~'iOuld not jeopardize the future
coosolidation I-lith the County, He arc presently in the process of disc<Js.sinq
the operational i<;.s.ue5 ,-lith SfIU.
Enl,l[roor;:('nl<1i If'lpac.t Statement
fhis.-C()fttrdct ho'> received') de<.Iaration of negiHive cnl,lirOnrnel1tdI il!'!pact as
indicated in Appendix 8_
Rccl")('Tl1endal i on
Staff rC<'O'TYnencfs approval of the aU:a(.hed (.ontraCl and budget amcndrl,ent'
(Appendix A)_
Re~pectfully submitted,
ED EyERETT
P(ogra~ and Operations Analyst
C~ARtES E. WALKEK
Assistant Cicy Hanager
AttachmenlS
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OHIJl:.·t"~;CI; or "i'1Il: COU!';CIL Of' THE CIT!' OF PALO "1.'1'0
J:~;.\llLL' 7!1i: CI1'\' TO PROVIDl: U·IL.:RGENCY C0111111NICt\TIONS
Sl:!n'ICJ:S TO STI\~~rORD UNIVERSfTY
HlIua_.;\~, pu:r:su<tnl to the [.H"ovlsions of section 12 of ll.rticle
III of tho ch~rto~ of the City of ralo Alto, the Council on June
29. 1916. did dticpt ~ budget for f(seal year 1916-71; and
:';htP-L: ... ,~. th.: Ccuw;i 1 intends to provide en~ergency c()mmunica
tiOl\S ser~ic~s to Sta!lforu University purSLlant to a contract;
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iiliUu:;' .. S, it is .. 1nlicipttll.'d lhdl the.> f)l"ovision of said COlrt-
.•. mic.'ltions sor .... i.;:cs ·,·.-ill l'02~;ult il'. 1 Q'.,'C 1-costs '.·~ith the ~;.amc
level of service ~o l.otl] St,~rlforll Cllivcrsity and the City of Palo
"\ l to ~
:.Oi,', -dILlU.HJHt'l the C0UIlCil of llH' City of Palo ,\lto docs
uHD,;]!~ as !ullc· ... ·s:
:Ste"THm 1. inc 19"J6-77 Genel:"l Fuml j\ppropriations tor the
cor',,(,Uni\;,'ltlo~ils Di'..'isicn is increased by Forty Thousand Four. Hundl.-ed
"fhirty-tllrcc Vollal':' ($.IO,~))). The budget illr.~reasc shall be dis-
lrilule:d ,lS follo:. .. s:
sal~rLcs and Benefits
Ccnor.-tl !:Kpenses
:';iller ials
'I'cchniCul Services
Total
$39,2·\3
400
13)
667
r4~O;;rn
St:CT]O~1 2. 'rhe positions lisle<l h(.'reunder shall be added
to the table of organizatioil for the Communications Division:
1 Cc·::.: .. unicalo:r: L'Cau
2 C01':I..'T'lUniciltors
SLCTION 3. Dcpartrr,ental revenues for the Communication
Ui'/isIO'i1"3relncrcc.1sed by Seventy-three Thousand 1'hree Hundred
uollars (~7j~3UU)
Sl:C,'I(ll~ .~. Tile Council finds that this project ""ill bave
no signlrrc-,1"nl arlvcl-s.c environmental impact.
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SI:C1IO~; 5. 'j'llis OI"':ll1dnCe ~;h,1Jl ; ('CI':.C' ('::('Ci.1'.'" i;o',;":cditltl:ly
<15 p~:O\'TJ.cl,.r il~ Seelinn J) of ,\l"l."iclc J 11 nf t],(' ('luI lei" and :~('c
tion 2.04.375 of the:> 1'~ .... Jo ;\llo ::l.ltllCll'dJ C; .... j.~".
INTRODUC'I;D AND Pi\SSl:O:
AYES:
ABSTENTIO:~S :
ABSENT.
ATTI:ST;
APPHOVL'D AS 'I'O .roru ~:
:S-en 10r----A S sTs-t::i\i-I-t.
City Attol"ney
APPROVLD:
Di £ e c to r-;--"h ud(]c t~""""dii.d~-~-
Staff Services
Commun~catlor~5
Department
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PAl.(! AI:ro~STA.~'FORD DlERGEll{:Y CO!,~.rulHCt..TrolIS AGRJ.rJJEllC
This Agreement i.a entered into this ____ dll..V 01' .
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between the BOARD OF TRUSTEES OF HiE u'!.AN'D ;;tAlIF1)fW .nmJOH lIIlJVt.!·;~l':'-(
(IiStanford" L a body having corporo.te p,?lI'ers und~r the lars of \hl' ~;~n\n
of California, o.nd the CITY OF PALO ALTe ("Pslo Alto"}, a r.;'ml,,·lJ'sl ~'<H'J·:lJ·~
Hon duly organized and existing under .unol b:( virt'Je (>f th~ ls .. s (',' ~?" ...
State of California.
RECITALS
A. Stanf"ord currently provLdes fol" its O~1l p:.l1ce Si'r'o'i::-(,,: ~ ~,r'·';i;r<
officers deputized as reserve deput.y sheriff:> by '~'-Ilt.R CIHa (" __ 'J.',!.:; ("'('( l!lt~'"
and through security guards eaployed. by Sf:.anfor,j and mom as "C'n~,:" ud ~: ..
Service Offlct>rs H (IICSOS").
B. Sta.nford currently provid,s emergency c~uflicatloli3 e.!;~ 'l1s-
patching services (uSer-vices'; j for the reserVE dE'puUes n.nd CS1,\,,]; ~'r:(", ! !y
vide police uervices to Stanford IS unincorporated lands lc~&'"{-J In ~~ln!.tl.
Clara County. Stanford's dlspatch.!ng is perforned on -e-qul,-:::eIH cr.'I·d hy
Stanford 'USing County frequencies with the remission of the {'.(·i'.lJ'.tJ. €":l('<-pl
that night dispatching of c...~s is done oyer 8. business !'re'1u~r:~;,1 lLcensed 10
Stanford.
C. Palo Alto 01l'l1.S and opera.tes pu'blLc ~ergency cO::;:O:l.ll"1ic8tiOr'.S
and dispatching facilities j known os the fuergency Cor:c.unlcatLon .. "'> Centel'
( rIECCH).
D. Palo Alto and Stanford have entered into an interin n.gree::'0"n'_
dated Septe.'llbcr IJ, 1976 j under which Palo Alto I'Nvi des emergency C! r("
communications services to Stanford.
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E. The EeG CacHi ties can be c.xpand~u illld l,%ui ('j cd '1 t I" HLl~r<ll e
costs no that Palo Al to could provide to St~tnford ll,e :H.t,llle ("f'it'l'l~f'nf::~
communications .-tnd dispatching sel'vice~: which 1"'.'1]0 Alto rH'lJvill,,:: foJ' i t~:
own police and fire departments.
F. It 1s anticipated tha.t Palo .Uto's assumption of' Slanford's
emergency conmw:Ucations and dispatching services would result. in equal
or improved services to both Stanford and Palo Altu, while resulting. in
overall savings.
G. Palo Alto .a.nd Stazlforj wish to attain the benefits Qvailable
by such assumption and Palo Alto is willing to accept the 1'(:'Sl-IOlISlbili!-,\'
for providing emergency cO!tllllmuc,ations and dispf1tl~hin.g $crvic.e:' to
Stanford.
NOW, THEREFORE, the parties agree as foUol''';:::
Article 1: Operative Date and Termination.
1.1 Operative Date.
This Agreement shall be operative as of 12:00:00 noon Ilo\,e;"her 1)
1976 (ItOperatiye Date!I).
1. 2 Term.
Unless sooner terminated) or unless extended by mutual agree.l'Tlent of
the parties, this Agreement shall termInate on Septe;':lber 30) ;:026. TIle
parties hereto intend to extend t.his Agreement so long as it is JTJltually
advantageous and shall meet at least six months prior to t.he scheduled
termination hereof and discuss the terms of a:n.y such extension.
1. J Opti,..,n to Terminate
nther party may teminate th.1.s Agreement by delivering one ye'1r 's
lITitten notice thereof to the oUler party. The tCl'minating party shall
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'1 not be liable fc I:U1Y lQSS or d.amage caused by te, ,Jinstlon or notice
thereof effected according to this section l.J. H is expressly provided
that terDination pursuant to this section may be lr..ade with or without cause.
rOr 81'13 reason whatsoever, at the sole discretion of the tenr1inatiTlfl p.'1rty.
l.~ Tercination for Breach.
Without. llrrlttng any other remedy which InaJ.' be uvailT:lblc) tfJis Agrce
Dent I:II'ly be terminated for s material brE'8Ch as follows: At arlS time during
thi= tt!m of this Agreement, the party aggrieved by a materiel breach may
e~ne 'On t.h<! part:,' responsible fo-r the breach a written notice describing
U-,(> bri"Rch. l1' the breech is not cured · .. dt.h1n ninety (90) days, the aggrieved
pm:·t.y D!lJ' then serve upon the responsible party written notice of termination.
This Agree::ent shllll. tennin~te ninety (90) days after del iver;,r of this notice
of teminatitm, unless s later date is specified therein. TLe rig:lts aecordcd
by this section t.o the party aggrieved by a material breach sholl be in addi-
tion to 8.1\v other rights accorded by this Agre€ment or by law.
Article 2: Servjces.
2.1 start Date.
Palo Alto shall provide the Services set forth in this Agree!'l.ent to
the entities providing fire Mld. police protect,ion services for tbe St.:mford
Ca.cpl.1S ca:IDeI1.cing on the Operative CQte and continuing w1til this Agreement.
is te:rm.1ne.ted. All such Services shall be deemea to be provided to Stanford.
2.2 Service Levels.
(8) SubJect to section 2,4 (11~uture Service Changes")! Palo Alto
shall provide to U~ Stanford campus (as shown in ExhibIt A) at least the
SBJ::e kir.d and quality of Servi<:cs which Palo Alto renders .for Ht: om Police
8.lld Fire Depal't!!Ients (operating ",1. t.hin the City 1wits of Palo Alto L at
all t~€S during the tenll of t.his Agreement,.
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(b) In providhl{! Servic(>s to ,';1anford, Palo 'ilt.o shall confom
set forth In su'bseot1on (8) of Uds SeI.';UO!l:
(1) ,s.t-nice".-111 00 Vrovidl:"d at All Ur:"€s, !,Ilf€nty-folJr
J-.ours pel' day,
(H' Services 9h~1l In~lude receldng and dispatchin.n ;wprc
prhtc reT,s(!!"'W'.<!'l aI'''! equil:cenl to ecergency nlnITls
ger.eratej fro: lU\) ..... heore on $1~n.ford lands, however such
alll.J'US ;m.:/ te c·ca::-mical.e-d, 1n.:oludlr,g burglar 31arns.
(Hi) "-11 ~lJ{~~("flt. 'j!::e·j by F(\l.o AHo 1n provld:hl.€ Services
I,Q Stanf(Jr-d, cxcC"?-_ e-quirc=E'nt l"rQvided by Stanford,
~:r,~1l ~ of ... ~rni··'1.1>:oble '1IJI1:11t:r nr.d ~_'\:~rforr:-. .ance
sr..edtl"(l~kr:$ r,c~ (·'l;Ji'i,:::-B'nt. tlse,i to,v i'~lo ."-lto in
rro,·1.:Hn.;; .fer-oic-es ~ . .) r1!lo ,",11.0'6 em rIre and Police
[~rat"t'"':";etjt.:; •
(1-") }"11 (';(~'"n-.!Jlh';<.·..'.'r~: l·::.i.llo::~d t.,J" 1':::110 Alto ""hI) ~'ork in
fAlo AH.D's Y(-( r,-h .. li l.'e I'Ot<>.ted in order to pl'l!Ye:1t
undue b'..lr,1c·r~ (,:1 eHh(>r Palo ,'lito (,I' ~tRnford due ;~0
diff"ren.:es tn !l'.e skill of indbidual tee COITJun1cat0l's.
(a> Fixed-base tn;iJ.1S"ttte!',,>. :_~t!U1.ford shElll provide nnd maintain
(or cause C-Q be rn.e.1nt,&.inel1) fixed-base truIl,;nitter f!}cilitfe~ for non-}'alo
Alto frtqueflolel W'hl<:h 1'11110 AHo ;.tJ.J i::"e;J frUt.'::! its i-:CC in pro·tl'lln~; Ser'/i('es
t<> the .ff'llpervisory control of, U:-e rcc Hcensee of the frequenc,v utilized by
the tre.nsa1ttA!-r~ Palo Alto shall use such trti.nS!litters only t'or the purpo.s:e
of proyiding the ServIces sot r(lrth 1~1 this Agree~nt. D..lring 8.l\v period of
til:e in rhleh re.l() AH-) l,!'.s afJs~,e:! rt'::po: ... ~'hiUty t'Qr pro'ridir..g fire protec-
tlon 6ervices to Stanford) palo Alto shall provide base tranrni tters for
provioi1rl.g eaergency ea:aclun.iC8UQ[''-s a:-.d o1!spatchil1€ over frequencies l1cf'nsed
to Palo Alto. and sMl1 have sole resp{.nsibilHy for naintaining and (',on-
trolUn(~ its base transclttero.
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(b) Alarm systems. Stanford at its f'Xp(>I\<:;e ~hJl]) ~:rnr,,!:t' f T
leased lines or other facUlties !n order to t.raru:;:J.it t'r.-ol);e-:~cy ::<b:'!7.","
from the Stanford ECC to the Palo !tlto nT, After ~t":fJ .. ;Vf'rll.t ... ·~.,. ;'ltr>-~:,_.,.,,';:f.
Stanford may add additional blllld1!1t;3 nnd f:ll::llHie" te: H',,' c,hr-'. ,l:"-"~'->:'" .,.)
long as Stanford pays all costs of tn1("r~,:mr.('M Irl.l~ sue-II nd1!! h-:,',i ")l:Ir::'~:;
into the Palo AI to EC('· equlrc-,ent.
{c) Mobile equip:c.ent. ~aw-U'c-rd ;-;h'lJ 1 f.1 .... Y"lde ('r '::'l':~'" ',0 t-'? rrl.,l
v-ided mobile transceivers to 'be I.ls.a-d by rr<-:n-f'fllo I\H? ~·'l·no-.~.::·.E') in ',~~I? :'1'i"~d.
Maintenance of such ltoblle tra1'.sceiver~: $f-.'lll t-c ,::1 ~-,:,:ro_-;: ;-r-J~~~": ::. 1:,,:r·.-' .... 1
upon by Palo Alto1s City ~"Gula.g(>r ar.ii .':tanf.,lrJ. P,r-iJ..,~ ,lJ":, ~b~· i"'d,'C!
in which Palo Alto has flS$~ed. res~-onsiM~i~:r' L:, t';-cr..:cir-€ :'~!"(, ,·H-.-!~·_';"
lng such [nobile transceivers, .M: 1~3cd ~erelr •• '"I"':b1:!", ~:r:L."""~'~~ !Y'-':',:' .<"',:011
include hand-held portable radios.
2,4 Future Service Changes.
No proposed change in the &rvlcC'$ prcvldE',! L:l l'fllo A1','" l:f're;:~,(~t'~' \lUdl
may result in a slgnifksnt change in cost t,) .')tJl.f.l\"r-l .,Udl b· ~ . ." h· ("):'~(>J'\
'With Stanfordls written approval. UD' r..aterial dJ''!-of;e;; In ~l:!~ :d::.-'; :-1" r. hr;~
systems used by Stanford which temlnate-in tt.e t'r.lo All./') )';:7~_ st:tlll t-e-r;'!t!c
except with ihe 'lfJ'itten approval of Palo ALt,o's CHy If_'1!'.~t·r.
2." Radio ~'requencies.
Neit.her party heret-o shall cr,~I:ge. or ,,:t-,-:-t11 1":-r:",1t "-;!"~.:'.;:e. in ro.::,l~.~c-
or fire frequencies which 1mpc;se a cost on the oU:er ;'-!lrt:. 1rl.t~lt:."t ~?ie C~;'l.sent
of the other party. The parties hereto shall negotiate the '.eT'"'-":> oj' !~r('
quency changes which require substantial .:onycrsl(,>fI of cqU\p"_;-~,~" ~ !",I'.hl
frequencies shell be as set l'arth in uh1bit "e" nttfiched r:eretQ and in
corporated herein.
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2.6 Topes and Records.
Palo Aito shall fI\!lke available t.. .. Stanford all of Pula A]to'~1 tflf.;<' rc~ord-
Ings and other' records relating to o.larrro.s on R..'1d cOlrllllmicatlons related to the
Ste.nford Campus) and upon request Palo Alto shall provide Stanford with iii rltt\?r,
reports enabling Stanford to evalu.ate the level of Services rendered b;r PalQ
Alto.
2.7 I. Stanford Cru:npus" Defined.
(8) As used in this Agreement, "~;tanfOTd Campus" with regard to
fire COlllnWlicatlons shall mean all oreas, whether in San },hteo or in &U1to
Clara Counties, enclosed by the oOlter' bQWldnr!es of the Lallils of the Lebnd
Stanford Junior University, as ShO'ofJl in Exhibit A hereof, bu'-excludine U,Dse
areas which are shown on Exhibit It served b;i the Palo Al to nnr.l J,'.>2'nl0 Purk: :~lre
DepartI::J.ent8 and the Woodside Fire Dlstr.ict.
(b) If at any times during the term of this Agreer'lcn-r. the 1610 Alto
or Menlo Park Fire Departments) 01' the Woodside Fire District, should dthdra ...
primary responsibility for provjdLng fire protectlon servLces to tho~e areas
indicated in Exhibit A~ then the "Stanford Campus" shall be redefined to In-
elude such areas and Palo Alto then shall provide to such areas the fire ("Ol!l-
munications servic~s set forth in this Agre~~ent.
{c) As used in this Agreement, "St.anford Campus") with regard to
police cO!lIl1Unications J shall mean .all areas within the boundaries of the l.ands
of the Leland Stanford Jwrlor UniversIty in Sante Clara County shown in
Exbdbit B hereof, excluding the area covered by the Palo Alto Police Depart-
ment shown on Exhibit B.
(d) If at any t,imes during tIle tern of tMs Agreement the Palo Alto
Police Dep8XUDent should withdraw primary responsibility for providing police
protection Bervi<les to those sreas indi<lated in F..xh1bit B, then the "Stanford
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Campus" shall be rec._L'ined to includf~ ~ueh ar .... as and 1.1'\10 A] to then shell
provide to such areas tbe pollee corul1unicaticns s ... ·rvice.e: set forth ill th:1:s:
Agreement.
Article J, Funding
3.1 Purpose.
The purpose of th:ts Article is to equitably div1de the actual costs
of providing emergency commwllcations services oetween Palo Alto and Stanford
sl) that. Stanford pays the actual cost of the ssrvices set forth in Article 2
hereof ... hich are provided to the Stanford Campus,
3.2 Estimated Actual Cost
Not latp,r than Fsbruary I of each year durine the t.erm of this Acrec~
[Cent, Palo Alto shall del!vsr to Stanford a de-tailed budget estirr...ate of the
ADtual Cost for the next PsJ..o Alto fiscal year, and sJlall maze .available upon
request a detailed sUImnary of the alarm history of the prior three fiscal
years, year by yes.r, for the entire area (including the Stanford Campus)
served by the Palo Alto ECC. Not later than March 31 of each year hereof~
the staffs of Pal(1 Alto and Stanford shall meet to discuss the basis 1'01' the
Estimated Cost for the next fLscal year, which shall be the hest estiplo"l.te of
the anticipated Actual Cost, Palo Alto shall use its best efforts to prevent
Actual Costs from exceeding Estimated Costs, and shall keep and maintain an
audit trail of all relevant expenses and costs.
J.3 Payments Based on Estimated Cost
D..lr:fng each fiscal year hereof, Stanford shall pa,;r Pa.lo Alto its Share
of the Estimated Cost for such fiscal year in equal quarterly installments, each
installment to be paid by the 10th dc.y following the pa.yment date. The payment
dates tor each quarter shall be as follolVs, unle.e:s revised in writing by Palo
Alto and Stanford~
First quarter
Second Quarter
Third quarter
Fourth quart el'
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September 30
December 31
March 31
June JO
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.Pa,y.e:nts aM.ll be deli vexed to~
Ci t3' Treasurer
2~ Hamilton
PalQ Alto, California
J.( Deteraination of Actual Cost
94301
Yithin 61xt7 {~) de.ys after the close of each fiscal year during the
t-er. bereot', Palo Alto .shall deliver to Stanford the Actual Cost for such fiscal
~. in"lwU.ng a detaJled 'bne.tdown of all elements of direct cost. Palo Alto
shall l!IUe anHe.'ble to Stanf'ord, Or'" it$ $.l.1dttors I at any reac30nable times
en<j at Ute Q('(:Ice of 1'010 Alto, All records J documents, computer files, data
and QCCO ... .Li1otS, oi' Tr.!lohver kind I\fIlj foreat, which may be required ty Stanford
t.o t\Jlf!Il.'(l~ Md. 'o'er1f~{ the Act\!2:1 Ccst. If Sta.nford shall disagree with the
A¢tual Cost deter...im,,' by Pnlo Alto, then the staffs of Ste .. Mord and Palo
All.o shaJ.l ~t ar..d neeotiate the Actual Cost.
J.5 ~conclllation of Actual Cost an~ Estimated Cost
Within thirty (JO) days after the final determination of the
Actual Cost, t.4le f4lt'Hes shall reconoile any differences between Actual Cost
(a) If the E3ti=&ted Cost exceeda the Actual Cost, than Palo Alto
sh6.U PIi1 \.Q Stantord its Share of the di (,ference between the Actual Cost and
(b) If' the Ar,tua:1. Cost exceeds the Estimated Cost~ then Sta.ztford
shall pa,y to Palo Alto Stanford's Share of
( l) The inereeae in Actual Cost, over Estimated Cost due
80lely to negotietM salary increases for Palo Alto
employee8; plus
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J.6 l.ate Pa..\,"en~s
annum until full,)' reId.
(1) ~n hde-s fUv1 tk'r.efS t.s;
(2) j{'cll1lic1l1 :icnicl'~;
(J) OJ.-.eratLn,g su~,plh:s;
(4) Jblterhls;
(5) Equ1~t f'ur,~tl:tse Cl.J1d ?e;'llj Cl~ept "~.fsp1t\ll
acquisl Hons" (CCY{,l'c.J in se~t1o:t J. W bel"")i
(6) General expensM, 1e •• travel, !!IeeUngs,
Ql!!Cberships, &nd teh·f,hvr:e;
(8) Utilit)' departcent s€'T'Yices.
(c) Exclusions. ,he f('llorlr-..g costs shall be €':I,~l'.J.ded fI'OCl the
determination of "Actual Cost":
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(1) 8uilding lOaintcllallCC) rcp31r, :llt('rat.ionG, rc.~om·.('r.[;ion,
restoration or rchabilitolionj
(2) Utili ties (excluding telephone) j
0) Special Assessl"enls representing cepUli1 ir.:pro ... (':-:"n~~;:
(4) F'incs, penalties and flSSeSSr:lents, lndwlirr..l! int('re..::t.
resultir.g from viola.tions or, or B. failure t·,_, l~c.::-ply
with, ap~ or all gove~ental laTs, st~tules, or
regula Uoru;
(.5) Lcsscs (including litigat.ion exper.ses, counGel fees
and settlement.s) on, or arisl~ froc the saLe, nch!L"t.";c
or abandonreent. of capital Asset.s; on in'iestO{>nts i
on other contracts; which ~re cct:Tpen.'>!lteJ foT' ~:, in
surMoe or othe:nrise; lfhicl1 l'~sult fr<e the dl!C'J.l
misconduct of RI\,Y Pslo Alto eq;loyec, offie:isl ',~r
legislator; and which rCprc,l('ll~ liab!Ht;,· fcY" ;l
breac h of this Ag re E'::a'l1 t j
(6) Depreciation in exc{'ss of ~,b",t c'1.1c:uh.t.ed tv ~.;tb.'"J~
approved by the fnteMial Heven'le SCl'\'lo,'(> 'uHler !!;p
Internal Revenue eoJe or 1954. a~ a.r:.en:icd, n.nrl :;,'~.'()r1i
zation or deprecintion of um"eRlized npp'ed-ati( n of
Etsset value or of assets fully a....":.Ortize,j or ,jeprec·1s.tf.,1
on Palo Alto's books;
(7) B'ld debts (tncludlng expenses of COnecHNi) M,'
provisions for b3d debts;
(8) Capital acquisitions;
(9) Advertising (except ltelp-'II1'l1'Ited Il.dvert.1slril), CCI<11')(?S
resulting in w-..reesonable coopensation, cOrltrib\ltior0.3
and donations~ entertaincent cost-rei ;c,ll lo.x'i"s~ (,re
contract costs, seLlIng costs, stora-Gi'> 01' record:>, 1\1~.j
first class air travel.
3.8 nShare ti Defined
(a) As used in this Art1cle~ ItShare" t::ha.1L ~ean thirteen an~
three-tenths percent (13.3%) Croo the Operattve Date untU Ju.'1.e JO. !~m
and thereafter shall mean nineteen iUld t:tu-ee-tenths percent (19.3~). 'ille
forego.i..Jlg percentagE<s are df3termined in 3ccord!il'l<!e with F..xh!bU D of this
(b) The Share set forth herein is based on the extent of (,,:r.ergency
e:oomrunications services provided to the Stanford C6.l!lpUS us of the Operative
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Date in comparisol\ to the extent of such service::,' f,w(,v!ded wHhin the City
limits of Palo Alto as of t.he Operative [)).tc. Ther(" fore , ROY ~-;:tf,nHiclU1t
cha.n€e or event thereafter which results in P,'llo Alto pro'dlih1€: .'1:ubstantiall,y
more, or substantially less J emergency comr:mnicnUons scrvicI"s ~hBll be
cause for a.ppropriate adjustment of the Share. Such events r;·lt~' Inclwle but
are not necessarily limited to anm:;cation by Palo Alto of additional lands
requiring oxtensions of services to 1ands other than t.he Stanford Campus,
or extensive development of unimpl"o\'ed lands on the Stanford CM,PUS requiring
addi tional emerg~ncy cO:lrlunicat.!ons services.
:3.9 "fis('al Ye.ar".: Initia.l Y('ar
(a) As used herein, t'fiseal year ll shall mean Palo Alto's ffseal
year, and shall exclude oIl,)' periods of ~1me {~, bpfor€' the Operati'{c t1ftte
01' after tennination) during w}-llcll the F:m,ergency corrJmmlcalions services re
quired under this Agreement are not rendered to the Stnnford CMtpUS.
(b) The E.'lt1r..ated Cost I1nd budget detail for H.e first fiscal
year of this Agreement is set forth In Exh!bl t.. D hereof.
3,10 Capital Acquisitions
(8) Palo Alto s:t>.all give Stanford.at leasl three years advance
written notice of all capital acquisjtions which are estimated in good
faith to total, in any one fiscal year, greater than five percent (5%)
of the E6t~ted Coat for that year, Tn all other cases (t.e., when
estimated capital acquisitions costs tot.al less thB-n 5% of the Estirr.ated
Cost) Polo Alto shall notify Stanford at least six months prior to the place
ment of an order for a cap!t~l acquisition,
(b) Stanford shall pay to Palo Alto nineteen and three-tent.hs
percent (19.3%) of the flctual out-of-pocket r~ost to Palo Alto of capital
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acquisitions rlt.hln thirt.y (30) days after Stanford reeeives a true and
legible copy of the final im'oice for the capital acquisition. The cost
of capital acquisitions shall include sales tnxcs and reasonable shipping
and insurance costs .am. shall e.xdu-de muterlals handling, storage, indirect,
and 8n,)' other costs. Ho charge ~hall be rr.adt:! against Stanford for capital
8.C:Iu.L9lt.1ons, or pro-I'Ote. portion thereof, except to th~ extent.. that such
C9.pite1 8<:quisitions are used by t.he Palo Alto EtC for providing emergency
nre and poHce COi.:cn,mlcaUons ~ervic€s dudl'\g thE' rem of this Agreement.
ralo A.lt..:-, s't..all keep a,nd ,~.a/(c rJ\'a, ilable for SUmford I $ rensonable inspection
en,j copyJr...g all records necesslH'J' lo sllb:~tantlate costs charged to Stanford.
(c) "Capita.l acquisit.icllls" stml1 rU:an "!.he pur-chase, acquis"it1on,
lease of gr.:;-81.(>r lha. ... 1 one year, 01' fabrication of eql.lipr:.ent (other than
D1nQt' e.qui\£-ent), and 8.J" ot.her aC'iu1sition of a right to use such €quipnent.
(d) Palo A.l to r s purchase, a.cquisi tioD, lease (other than leases
of one !':"r;'nlh or lese), developnent, landscaping, construction, substantial
:mr,rove:ent and substantial alteT,'l.tion of real property or of buildings,
structures, roads or other Imprt..wements of real property, and the acquisition
or 8. right to occupy or use such real property, buIldings, etc., shall be
without cost to Sta.nford.
Article 4: AsSignment
4.1 !to ass 19n:nent.
Except as provided in the next. section, nei thel' party hereto shall volun-
tar1ly or involuntarily assign, delegate, or subcontract, in whole or in
part, ~ rigllt, benefit, duty or 0bUg8.tioIi created by this Agreement
without the prior tlTitten consent of the other party.
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4.2 NOTth County ~ications Center.
(a) ~'I!llo A.lto ~s that if rulo Alto should enter into any agree
=ent. yith 8.IiY print-e or gov-e~(;nt.al E"ntLty for the providing of fire or
cont{n1,:.e to provictifO Dr cause to 00 provided, the Services to Stanford set
forth in thht Ag're-tr..ent Ilnd U',f! p[\'),'lslcM of Article J ("Fund1ng~l) shall
hoe .reTised. $U thAt Sh.n(oN shall rcct:the an appr-oprhtc share of any savings
If all or llJ'.y JVtrt 0" H,e Strwfoni carp'J.S herea.fter 1s annexed to
PalO' ,ut,Q ~r to al\V oU·.~r ~.1!ll.:-lV~Jll.~' then this Agree=:ent shall t'~:n:lLn&te
as to the la.n:ls so nr . .r,ex:~d &I,d the C0StS funde-<l by Stfinford 'is eet forth
in Article J h£;re-of ("FuncHng") ;;:;);,'111 t·e revised S!1d abated accordingly.
Ste.n.rord shllll continually provide Palo Alto yith information on
bu.11dJ.oi.a-I N&ds I burglar s.lar-...s, and f 1 ro &lanDS j and 1Fi th &l\Y other
infOlW.tion in Shnford's t--osBes~lon which 1s necessar:r ror Palo Alto to
provide the pollce Q.n6. fire d1s-patch1.ng services set forth in this Agreement,
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5.2 Goverr:ar.ental ~t10rul.
Palo Alto a.nd Slfl .. :U'Ord agree to cocpl"v with and a.bide by !loll fed1:'r.ll
and regulations wWch affect this Ag['~ent, or M:o' activity I .1'J.ty. oblig')-
tioD, performance, or occupancy or USt or reBl or pe'Tsort!ll pN:rerty which
arise f.'"OO. this Agreenent; provided Ulal, noWn,c in this Aenez;.cnl shall
regulation which would not apply in the a.b!J"e.'1ce ol~ this A$~t.
5. J Waiver.
this AgreerD.if"nt except in w-rlt1ng. Failure to 9sser'~ 6.Il/ rIght s.r1sir:r"! frO!'::
this Agreement shall not be deer::'-t'Q 01" ~':Hi$tNe,j tD 'toe-e ... ~dv(·r or sur:h right..
5.~ Third Party Benef1ciarie8.
person or entity, other than the parties tl'~l'el('l, -any right. 0T int.f"rest,
including, without lim.iting the genera.lity of H(> for.egoillg, b.!\y tMrd
party-beneficiary status or any right to ffifor·:e a.tlJ' pT'Ov.tsion of thl8
Agreement.
5, 5 For~e Majeure,
A party hereto shall not be liable for Q~ ral1~ to perro~ as
required by this Agreement) t() the e);tent such feilure to .~l'rorn 1<1
c.aused by ~ rt:!aBorJ beYOI1d. the control (If such party, or by reason of
art$ of the following OC.CurrenC~8, whether or not .:'!)used by e'Ueh part)':
Strikes, labOr disturbances or labor disputes of e.ny c:haract.er, accident.s,
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failure of any governmental appl'Oval required for full performance, riots,
civil disorders or commotions, war, acts of aggression, floods, eRrthquake~,
Acts of God, explosion, or similar occurTenCe8j provided that, such party
shall exercise its best efforts to provide the best posaible alternatIve
performance and to prevent the foregoing occurrences from ob~tru~ting full
performance. Such occurrences shall not terminate this Agre~nt and shall
not af'f'e<Jt tids Agreement except as provided in this secthm.
5. 6 Notic.es.
All notices, demands or other writings in this Agreement prov1ded to
be given or made or sent, or which may 0e given or made or sent, hy either
party hereto to the other, shall be deemed to have been fully given or ~de
or sent when rrsde in writing and deposited in tb~ United States mail,
reg:lstered or certified and postage prepaid, and addressed as folloiTs:
To Stanford: Director of Plant Serv! ces
Stanford University
315 Bonair Sid1I~
Stanford, California 94;05
Copy to: Vice President for Business and Fins.nce
105 Enclna Hall
Stanford, CalIfornia 94305
To Palo Alto: City Clerk
Ci vi c Center
250 Hamil ton Avenue
Palo Alto, California 94301
Copy to ~ City Manager
'l'he address to which a.ny notice, de.mand or other writing may be given
or made or aent to any party may be changed by written notice given by
auch party os above provided.
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5.7 IndeJ)""...ndent Contractor Relationship
This Agreement creates only an independent contractor relationship
between Stanford and Palo Alto a.nd shall not be construed 'is cl'!;!"atlng &II
employer-employee relationship. COIlIllun1clltors and other employees engaged
by Palo Alto shall be employees of Palo Alto and not the employees of Stan
ford for ~v ~~se, and all such communicators and other employees shall
be vnder Palo Alto's ~pet"Vision, dire(!tion and control.
5.8 Non-D1scrllnination
In satisfyil1& the obligations created hereW1del', neither party shall
dhlcr1ninate &gaLnst any person on the basis of race, sex} color, anc.estlj',
national origin or religion.
5.9 Auth,)rized Represt3ntative
Al.l consents) approvalS, interpretations, and wa.ivers relating to this
Agreement shall bind 8 party only when executed by such part;v-I s Authorized
Representative. Pa.lo Alto's Authorized Representative shall be its City
Manager and Stanfordts shall be its Vice President for Business and Finance.
Superior£: and successors of, and agents expressly authori?.ed in writing by,
said City ~er or Vice President) as the case may be, shall also be
Authorized Representatives.
5.10 Merger of Prior Agreemen I..
The Palo A.1to-Stanford Emerg;mcy Ftre ConrnWlic-atlons Agreement dated
September 13, 1976, 1a hereby merged into ~hia Agreement, and ~u~erceded)
as of the Operative Date of' this Agreement. In particulfU') Ste.nJ'Ol'dIB
payments to Palo Alto pertaining to Sp,rv:i.IJeS N!:n1ered e.!ter the o-peraUve
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Dat-e-of this .A{:reer:::>ent. ahe:..ll be as set forth in Article J hereof. and not
8$ set. fOl"th in the ~pt.e:llbe:r 13 agreencnt,
IN WlTNESS TrlER.D)f J the parties hereto have caused this instrument
to be ue.::ute-.d by th<" persons thereunto duly authorized as of the date
Approv£.;j :
Fire Chief
DIrector or t'oHce Dep.9.rEent
starr Counsel
ell)' clerk
APi'!!Q\'E[> :
city XU<>rney
city COntroller
mE ['<lARD OF TRUSTEES OF ~
w:LAHD STAlIFOHD JUNroR UIIlVERSITY
~ .. ~, .
Robert R. Augsburger
Vl·:e President for Buainess and Finance
CITY OF PAUl ALTO
1L(vor
Dlreotor of BUaiet ana StaB §CrYices
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EXHIBIT Ile·1
Radio Frequencies to Be Used at the
Coumencemcnt of the Agreement
FlP.E: Base Station transmit frequency 153.770 MlI'Z, mobUe transnit
frequency 1,4.445 MRz, licensed by I''CC t.o Palo AHo,
POLIcE: fi .. :,'\se Shtion tranemit and receive frequency 1.5.{.71,0 MHz licensed
by FCC to ~ta Clara C01lnt,V,
CCM.(1JNITY SERVICE OFFICEllS:
8:00 a..m. to 4:00 p.m.: Base Station Lransmlt fU1d receive frequenc,v
1!>4.740 MHz licensed hy FCC to Santa Clara:
Cow.ty.
4:00 p,rn. to 8:00 a.m.: Base Station transmH. frequen('.y 1.64.675 I.!H""J
mobile transmit frequency 469.675 lAHz,
l1cen."Ied by FCC to Stanford and also used by
Stanford for plant services.
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ESTIHAT£n COSTS A~D BUDGET DETAil
ftegular Salarl~s
T~.r}' SaJades
Overtl-e Salaries
In ll~u or HoIIJay Pay
AI kilt. , Other ["p. Exp.
OI~.bl!lty Pay t E~p.
aet!~~nt • City Sh~re
~AI'h t In~urance Plan
P"ld leav~
TOTAt SALARIES A~D BENErlTS
Ins~-c:tlon aoo Test II'l9
EQut~nt ~~Intenance ~ P.epair
Unl;l')OWn
lOTAl THtllll CAL SE~VI(:E'S
AdmIn. -Office Stationery
Minor Tools t Field YOrk
TOT:'l OPEfV,T I He StJPPll ES
E'~'trlcal C~unlcations
TOTAl HATU:IAt.S
Purchue Office '1achlne (;. Furnish.
~t Office Hachln~ £ Furnish.
Rent Tool' Work Eqld~nt
PYr~ase C~. t Photo
TOTAl !QUIPH!NT PURCHASE • RENT
City Memberships
Telephone' non-City Utllrties
fravel and ~eetl"9s
TOTAL G~EAAL UPENSE
TOTAL EXPENDITURES -DIRECT
~nlc~tf~ llnes • Halntenance
TOTAL UTILITY DEPARTMENT SERVICES
TOTAL DIVISION EXPENSES
TOTAL ESTIMATED COSTS
less Revenue from Stanford University
"ET ESTIMATED COSTS
FY 76-7]
Adju<;ted
~~~.
$ 202.45~
o
6.998
7. S~5
400
254
27,~80
16,541
~n.712
$102";1,-39
$ 50
100
° -$--~-'50
$ 100
500
600
$ 4.500 -$ --~"S60
$ 0
1I,2(}{1
1,000
0
S 12.200
$ 400
171.4\6
300
S-172.1'6
$ 49 2 ,035
$ 9.600
$ 9.600
i. .5!'.!.._6}5
$ 8,00{l
L52J2..6J~
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-+ J.!.:non ths)
$25.104
o
4,002
27
27
o
3.l20
1 .981
4,)82
$39-;-',)
$ 0
o
o r--6
$ 0
° $ 0
$ 133
$ 1H
$ 0
0
0
0
$ 0
$ 0
400
0
$ .00
_U"q,P6.
$ 0
$ 0
$ 39.776 ----
L..2§1
i 40.443
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EXHIBIT 0
Total
f'y ___ B~E5Le!.
$ 2_27 .563
o
11,000
7.622
~27
254
30.800
18,522
45.~9~
S31/r:61lF
$ 50
100
0 r---'-so
$ 100
SOD
S--oOO
$ 4.633
$ \ .633
$ 0
11,200
1.000
0
$ 12.200
$ 1100
1)1.846
300
$ 172.546
.L.5)~
$ 9.600
$ ~ .600
$ 541 .~ 11 -----
LM 67
$ 550.078
-)T:-joo
$ ~)6.778
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STAHf~D U~IV[RSITY'S SHARE
OF
[X"IBn D
Page -2-
PalO A'lto.a~ ~t~f()rd Unlve-rsily "t'9ollatC'd a first year ilMII;) I
prl~e of $101.8'5 for Police and Fire tanr.unlcatioo~ (8 month
price eqU3ls $;j,;oo). The ~~nl oi $109.895 is to b~ expressed
.u. ;;; p-erce"~ (.r th<,,_ Mnual lsI I ",.-1 h"<1 C(lq .. The following calcula
tion'S shQw; I) Ihe appropriate pf"r<~nt fo"-the first 8' :-.onth., of
~~ (ootta(:t; ar-.d 2) the ann>.!.) I percent to be used for the
'§tcond O!OOO 5U::'CC"c<Jing ye3rs of !hi~ con tr .. JC. t ..
Palo Allo e~ll~led revenue (Sl),)OO) ! GrO~5 esti~ated (osts
(SSSO,018) .. 1}.3~ of GrQH ("sll"'Ht'd costs.
Stanford Unlyerslty's S~re ~~als.
Palo Alto eSll~led r~venue ($109,895) ~ Gross estimated costs
'SS70,268) • ".)t of Gross e ... tln.lted costs.
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APPENDIX a
EHVIRONHENTAL DOCUM[NTS -l',\to "I.TO
(including cO!:;llunlctit:JoM servIces)
Location Palo Alto --St·tl)ford _________ ~ ________ ; ______________ , _______ ~
Applir.ation for Council ,'PIlTO\'.'\l
(c. g.. bu ild 1~ g -per;-i-t;~-.s-c -p-e-l-~Tt-:-~o;j ;l-i·-~h~ 1\ b Ii • ---;J ~ 1! T\~i;-i~-;:;--;,~;:--t:tZ)
».ased upon the in[on:~lltioll on the enVll"O:1::cnt.1.1 \.·od:sh(,(,f~. th! lJ;dc"l"~ir.nl2j ,·_ .... I'I:>('T of
the Planning Deparl~ent has ,,<Ide an rn\'iro;).u:,nlt.11 ".s:~('s:S:-.. !IH • ~ lh.e j'r.."Jec{ anJ h.lS
c.or..::::"u~.;!..:::
llegntive'DccLuation: "Tne project h.J:~ no ~ir,nific.'nt '(::-1',oiI'('J,~~rHJl ir-p;;ct.
No environI:H::llt.;.·-:.l impact report is l"cqu fred. Th,:, rC;;S(H'l~ i." .lo ~"i1"~.H l\'i'
Declaration .a r e no chanp~.!L..i.'~c.a 1 s t r.J£t __ ~!.t:.~·_~ ___ ~E __ J~_~:~~_ :~!_,:: ___ 1 __ '2.~·~ ~.:.:....J ____ ~_':.~ __ _
No governmental a.::tion will be taken on this ytojcc.t for {h(t~e d.1)'5 tollo ... ·inrt IhI.5 date.
R!!vj ewed D<J't" ing
Processing By:
Agency or
Dcpartoent
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