HomeMy WebLinkAbout0495.093September 24, 1993
HONORABLE CITY COUNCIL
Palo Alto, California
-'-,
Mission p-riven Budget for the Department of Planning and CQT!tmunj.J~Y
Environment
Members of the Council:
REPORT :rN BRiBF
This is an information report, and no Council action is required.
This report presents the proposed Mission Driven Budget (MDB) for
the Department of Planning and Communi t.y Environment. The proposal
discussed in this report was drafted through a process that
incorporated activE participation and input from all staffing
levels in the Department + Throughout the process, the primary
intent was to identify ~he services we provide to the public and to
structure the budget to depict therr. in a way which is clear and
useful to the public and CO'.lncil. The new budget plan more
accurately depicts the true programs of the Department; rec::ognizes
the Significant amount of work and coordination across existing
division lines and the significant liaison activities and technical
advice provided to other City departments, local and regional
public agencies, and community organizations. The new MDB includes
9 Functional Areas and a total of 35 Major Activities. These are
described in de~ail on Exhibit B.
~GROTJND ~ p:rSTINQ BUDGET STRUCTURE
The Department of Planning and Community Environment is a genera.l
fund Department which provides advice and guidance to the Council.
advisory bodies, and community 011 land use, planning,
transportation, housing and environmental protection issues,
administration of regulations and standards, and implementation cf
plans and programs designed to improve and enhance the community'S
future development.
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The Department is composed of fOiJr primary ope:rat ing di v .J..sions:
Planning, Transportation, Inspection Services and Environmental
Protection. The Department's annual budget for 1993-94 is
$S~085,370 and represents approximately 7.35 percent of the General
Fund budget. T~bles 1. 2, 3 and 4 provide a summary of the
existing divisions, their budgets, staffing levels, programs and
goals.
TABLE I
GOAL: To msu.re thai :he City's Cnmprehensive Plan renect~ City Council poliC)' direclion. th.a!: City
developmeru regcl.atkms.2re consistent with the Comp~hetl$iye Plan, and that devetopment applicatiow are
prores.sed i.e a ma:nocr coc.sisteDt with the Comprehensive Plan and i.::J. complian~ with City devel~t
~.
1923-24 Budget
SaW)' and Benefits
Noo-Salary
Allocated CharEes
Total
51.379,175
139,190
Il3054
$2,1:18.744
STaffing. ]7,50 FTE
r K I m.jye Plan -to emure lhat: the City h~ a Compnilmsive Plan which accurate!), refiecu curmn
City planning policy and av_ailab __ I,...;_=_' -----------------------1
[)eyrl'Y"W'!" Monitoring -to CDSUft' mat pyhtk and privale ckvel{lprnmts comply with the Compttben:sive
PlIIIwb.ile having minlmaI adverse effect on the environmctlt, and while enhancing the arcbittrnJrai and
envitoomI:n!aI c.il.arader of the community.
Sr .. rlN 'SI:wlies • 10 ensure mar the Ci!y Council. Planning Commi~ion, ArclJiltCtUral Re.'lt'W Board, .and
staff obtain acauatc:, ti~ly. and complete information .and n:c:ommendalwns on planning relalCd projects
mel probiems to 3S!ist in the d.e\ldopment and coordiIWion of plannil:ig pol icies, programs, and legislation
0Ii the federal Mate and regional levels.
~"to ensure that housing for low and mOOeraie income fantiJies .::onlinlJeS to be av.ul.able in Palo
AIto.
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19'93-514 Budget
Salary and Benefits
Non-Salary
Allocated Charges
Tow
o
I Staffing'
$104-,768
1),225 I
5604'
$ [14,039
1.5(lFTE
GOAL: to rol'Iant:e pro1.ccl.ico 0; the etwU'cnment of P'alo alit> through \he pTo"i'>\on of 'j.m,,'fe<>si.Qn~ and
tcclw.ica1 ad,<ice and suppon: 10 the COU"1Ci1. ~taff. and p-Jbli.:.-on issue!. rcl;m.'Cl [0 lo:tic and ba1..:udou~
marerial~. Coordinat~ activltjes within the Cil)' organizaLim] and between the City and other govenunental
agencies, the public.and U3oC"B of toxic and halardous materia!s.
TABLE 3
GOAL: To de1ldop:!.hart and lung range trallSponation pians and programs thou implemcOf lh~ policies of
the Comprehensive Plan ;md to facilitate the safe a.."1d Q[derl.r movement 0 r people, gooci.s and maJeriaIs on
the City sm:er: JYstem through the effecli~ appl iWltion o( traffLC engineering principles and prac!>ces.
1993-94-:s.'1rm
SaI.a::y and Bmefit!'
Noa-SaJiU}'
Al\ocatecl aw"",
Total
$469,737
4tS,l!07
106 8t9
Il.191.819
Staffing: 6.00 FTE
Trame Opera;J,ons. Program -let facililaJe me s.lfe &rod orderl} 1l!O·'e.'1u:m of pcopi~, goods. and materid.ls on
thC' City sm:et sy~ through the effective applicaJ.ion of traffic eng ineering PrinCiples ________ -i
TrAllmortation Pl~~g.rarn -to develop sbo!1 and long~ra:n8e ttansport3.liotl plaru. and programs for
implcmcnr.iDg the Comprehensive Plan.
T!?pmqrwion Servi~ Program • to pronde needed transpo113.1ion services nOI being provided by other
dc:partmen.ts or agencies.
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GOAL: Enf<l«:emeut of tb.e Pail) Alto Municipal Code as rt relates to bllildin~ construction and pt'f}pe~
m.aiD1t;naDL"C on pri''ate prope.rty,
J293-94 Bu4r&:t:
Sal3ry and l!encli1S
NOJi-Sa!a.ry
AUocat.eri Cbarges
To<al
SLOM,22l
118,588
2% 959
51,480,768
S[affing' 16.00 FTE
BuDdin, Code Enfurttmellt Progtal!! -to ensure tha! an oonnructl(m and alteratioru. meet minimum coce
stardard.s; to CllS1lr:: that.all cJ{isting buildings D"K!Ct fU"e and l.fe safety requiremrnu cf mf: Uniform Codes
and the M!1nkipal Code; and to ens.ure that all prQp(:n) maimenance standards anti all property use:; are m
COmpliance wi~ the Zoning OnIinanu: and the MunicipaJ Cooe
~Improyrmmt Pmgrnm -lO provide a full service voluntary hO'J.Sing rehabilitation progrMl to low
aDd moderate ir.comr b.cmeowners citywide.
Oyp.VIBW OF THE MOB PROCESS FOLLOWED BY DBP}Ut'l."KENT
) ,
The Department emba1:'ked in the preparat.iorl of a Mission Driven
Budget in May, starting with a process that involved the entire
staff. Staff mew~rs initially met in division-based work groups
to identify all of the activities of the departm~nt and our
customers {both internal and external}. Detailed 1 ists were
prepared by each division and are provided as Attachments D -H to
this report. The completed lists were reviewed by the ent ire
Department staff. Subsequently~ an eleven member committee
(including management~ professional and support staff) was assigned
the task of developins and refining the MDB stl."ucture. A.<; the
process evolved, regular Department-wide meetings were held bi
weekly to involve and seek input from the full staff, as the
&ubcommitte~ refined the functional areas and major activities and
mission statements. The commi t tee turned to the individiJal work
units for assistance in defining specific goals and impact measures
for each of the major activities.
From the outset of the precess, the Department embraced the MDB
concepts. Theore was a very st~ong sense am::>ng Department stuff
that the current division-based presentation of the budget did noc
represent the Department's programs in a way that was clear and
meaningful for t.he public. Consequently, a vigorous effort \tI'as
made to look beyond t-he existing divis~on lines in defining the
functional areas and major activities. At no t.iT!1€. was a budget
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format that mirror-ed the existing divisions and programs actively
considered.
Among the key benefits of the new MDB sr:.ructure for the Department
a~e the following,
(1) More accurate and detailed presentation of the Department's
activities.
The MDB structure identifies 9 Funct.ional .llreas and 35 Major
Activities, compa.red tQ the 4: Divtsions and 14 programs
presently shown in the budget. 'I'he ?-IDB format allows the
Depar~ment the flexibility to dO~lplay division lines and to
present Major Activities either in a more holistic ma~~er or
from a more narrowly focused perspe-:::::tive, depending upon the
stated missions and goals of the functional areas and major
activities; but also with respect to how the public perceives
the activities.
A primary example of broader perspec~iv€ is the development
approval p:rocess. A developer or horo.eo;"'Tler, wbo desires \.:0
build a project (be it a major office building or kitchen
remodel). sees the process as onc continuous series of
contacts with the l'O City, II from initial pre-application to
final inspection and occupancy of the project. The applicant
is concerned about the efficient. timely and professional
pr~essing of the appiication or permit, not necessarily when
the project passes from the Planning Division to Building
Inspection staff.
On the other hand. in the current budget format, s~veral of
the high visibility activities of the Transportation Division
""'hich serve neighborhoods~ including neighborhood traffic
m~~agement studies and school safety activities r are hidden
under the umbrella of the Traffic Operations and Transporta
tion Planning programs" Under MDS, these act ivities are
elevated to Major Activities under a FLmctional Area whose
mission is "to preserve and enhance the safety and livability
of neighborhoods".
~2) Recognition of the level of cress-division coordination
involved in the departments activities.
Many major activities in the depart.ment are multi-disciplined
and require coordination of staff in two or more divisions to
accomplish. The existing budget structure does not aIlc,w for
the Council oz-the public to identi fy the com~lexity cf the
processes, nor tbe full resources and costs that are committed
to specific activities (refer to Table 5).
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TABLE 5
DEPAR'TMP.IT OF PLA.'IoJNING AND COMMlJNJT\' F;NV(RONI'wlE.:Vr
MISSION DRIVEN BUDGET
Foactioltll Area ad MIjoT Attivily I'I>rullnc BuiJdin« TraDJportatioQ ~D\liroomeDlaI
PI_ Divl'l1oD Dhi-lion l'roIectioo
1. I"ubJk bn"oltemcut, EdIlCatiua ,& 4ssjctsn(t"
A. Education. Information &. ~ X X X
B. Env'.JOnIDeDJ..al Protec:tion X
2. u.-. CoonI1notIoo ... Tedmkal Advke
A. Plannlng, LaDd Use and Transportation X X
B. .EaviJonmenaJ: Protection X
C. Health & Saf«y X
3. DevelopD .... _
A. Pre-appliczioo CCH:I-cultations X X X
B. Application Review &: Proces:!1'ng X X X X
C. Public Participation .&: Decision. Making X
O. SUnfoni WealSaod Hill ROAM:! b.ltDsion .and X X X
Stanfo1d Shopping Center E:xpmsioo
E. Palo Alto Medical Foundatioo X X
•• CoastrtIdioII Rftiew aDd Project Monitorll1g
A. AppliCalion Process X
8. Plan Review X X
C. Field Impcction X
O. Condition Monircrlog X X X
5. lA>n& Ranc' l'IaImiDg
A. Policy iii: Ordinmce Developmenl X X X X
8. Compn:hcnsive Plan X X X X
C. Dream Toam X X
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A. Traffic Signal Managemenl
8. T_e~g
C. PMkini Managemem
D. Bic)cle Progrnn
E. Mobility ,.a.Jternalives
o
Planning
Divis.ioo
x
Bw1ding
DMsioo
TtamportatioD
Division
x
x
x
x
x
x
En~ironmental
Prottctiou
B. Property Mainteoaoce Srandar'lh Compliance ---l-----+--...;:X--+-------1~----__t
C Traffic and Phnn.ing Studies
D. F.aviron:memaI Protection
E. Graffiti
I. AfTonIabJe.Bousia& aDd! Community
o..dapmeal _ Gnmt I'h>gram
B. H~ Mvocacy
C, CommunitY Developmeru Projed5
D. Data CoIkction and Reporting
x
x
x
x
x
x
x
x
x
x
x
x
x x x
x
x x x
x x
{3i Identification of previously unrec'Jgnized activities and
services.
In the present budget formaL some of the Department:' s ke-y
activities az-e hidden ",,'ithin the p~ogra.m structt:.re and in the
individual line item budget. For example, in the MDB format,
the Department can document the level of effoI't associated
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with work area.:; such as respoI!ding to publ ic requests for
information and assistance; technical advice and liaison
activicies with cl:.mmunity groups, and adja.::::ent cities; a~d the
development of automated systems of info'rmation management.
~PARTMENT MISSION
The mission of the DepartmE'nc of Planning and Communi ty Environment
is to provide t.>:!e council and community with creative gu.idance on,
and effective impl~nentation of, land use development, pla~~ing.
transportation, housing and en'viz"Onmen tal policies, pla.ns and
programs which maintain a~d enhance the City as a safe~ vital and
attractive community.
DISCUSSION OF FUNCTIONAL AREAS .liND MIWOR ACTIVIT iE.g
The 9 Funct:'onal Areas and 3S Major Activities are outlined in
Attachment B. The issues and cQnsiderations raised during the
development of the Functional Areas and major Activities are
disC';Jssed in the following section.
1. Public Involvement, Education and Aasiatance
Mission Sta-cement: To provide the public with guidance and
assist:ance that promote responsible decisio.n-making, and public
awareness of City policies, programs, and services related to la~d
use, .real property develcpment, transportation, and >e'llvironmencal
protection.
Major Activities
• Education. Information and Assistance
• Environm~~tal Protection
This Functional Area was developed to recognize that the Department
as a whole, and the Plan.'>'ling Division in p3rtir:ular, devotes
considerable resources to infvrTn. educate and invol',,"e '(he public
abO'clt the Department's services and tc actively promote public
participation at all stages of the decision .. ·making proce3s.
Further, the planning Department is often at the front line of
contact with the public. The staff at t.he Planning/Building public
counter field general questions, and provide infonnation and
guidance to residents, developers, realtors, and contractors about
individual properties, plan.'"'ling and development issues, and City
regulations" These inquiries often have no connection with a
spe.:.ific development project and are distinct from the interaction
between staff and a proj~ct applicant, which woul d be t:racked under
the Functional Areas entitled Development Review and Cc·nstruction
Review and Processing, discussed below.
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This functional area also encompasses the customer senrice oriented
efforts the Department pursues to infor!Tl and educate its customers,
by producing and maintaining publ~catio::ls and manlJals about the
City's policies, codes and procedures,
2. Liaison, Coordination and Teehnical Advice
Mission: To provide technical expertise aDd representation to
City staff, regulators and publicly-oriented organizations, in
order to facili tate pub] ic policy decisi ons and actions tha t
enhance and protect the iIlter'ests and well-being of tbe Ci ty and
the Region.
Major Acti ... .rities:
• Planning; Land Use and Transporta: tion
• Environmental Protection
• Healch and Safety
This Functional Area represents coordination and liaison activi ties
the Department staff engage in to represent and protect the
interests of t.he City to ether public and regulatory agencies, and
groups and to provide technical advice to other City departments
and local community' organizations \ refer to the Department's
Customer List, Attachment C) ~ This Functional Area r-epresents
active outreach efforts des!gn~d to enhance and protect the City's
interests rather than responding to inquiri es as found under the
first Functional ~Iea.
The Major Activities are grouped loosely along existing division
lines. Planning, Land Use and Transportation were combined into a
singJe major a.ctivity, because public policy decisions by othel'
public agencies such as the Congestion Management Agency, address
both transportation and planning issues. Environmental Protection
is separate because it is a cross-depaytmental work area.
An alternative that was considered was to structure the major
activities by geographi cal designation (Local, Sub-l'egional,
Regiona.l and State/Federal} or to call cut coordination with
specific neighboring cities and Stanford Univer5ity~ However, this
approach was not pursued, because the mission of this Function.al
Area relates to the provision of technical advice and the liaison
to other groups and agencies in order to influence policy decisions
in specific subject areas. The Major Activities, as proposed,
reflect th~5e areas.
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3. Development Review
Mission: To achieve s;;fe, high quality~ well designed improvements
and development througb an efficient, flexible, and open process
that balanceS' and protects comm~mity, n~igh.borhood ar.d private
in terests .
Major Activities~
• Pre-Application Ccr.sultdtions
• Application Review and Processin9
• Public participation ~~d Decision Making
• Stanford West/Sand Hill Road Extension and Stanfcrd Sbopping
Center Expansion
• Palo Al to Medi cal FOWlda ti c·n
4. Con.truction Rev1.w and Project Monitoricg
Mission: To revie.., CO!.lstruction projects and improvements for
compliance with all applicable cedes and or.dinan~es in a
professional al:ld efficient manner aId to ensure that all
developmentB subject to the development revie~~ process acllieve t.I-J.e
high quality and d~sign specified.
Major Activities:
• Application Process
• Plan Review
• Field Inspection
• Condition Monitoring
The most arden~ debate within the Department centered an whether
the activities associated with developme:r..t project prucessing
should be a single Functional Area or two Functional Areas as
recommended in this MDB proposal. As pL-eviously discussed, this is
an area in which our customers may not make the technical
distinction between the two phases of project implementation: the
review and approval of development applications and pl anning
entitlements~ followed by the construction review, approval. and
project moni~oring.
It was noted that roughly so percent of the building permits are
issued fer projects (sing] e family cons::r'.Jction. interior remodels}
which go only through the building per-mit a."ld approval process.
The remaining 20 peL-cent:. represent projects that go through the
development review process. There is an almost inverse propor~ion
of time and staff resources devcted to the latter pyojects~
however. due to the complexity of their construction and plan
review, pllblic participation and environmental review.
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Ult.imately, i~ was determined that the missions for the two
Functional ArEas 'III"ere sufficiently difEerer.t that they should not
be combined. The Pla.nning review and entitlements process affords
greater "flexibility" and moz-e "open pr,;"cess~; ter-... s which have
been incorporated into the Development Review m1sRion statement.
The constrcction Review function is ;:r.ore rigid, as projects !"lust
comply ~ith defined codes and ordinances, or approval is denied; if
a project complies with applicable codes, staff is required to
issue a permit..
Within the Development Review Funct:'onal A.rea, three of the major
activities reflect stages of the revie ..... process: Pre-Application
Consultations. Application Review and Processi:"lg. and Public
Participation and Decision Making. ltll developm€n~ applications
can and nornally should be tracked within these Major Acti~J"ities.
However, for discussion purposes t~o very large and high visibility
projects, Stanford West/Sand Hill Road and the Palo Alto Medical
Foundation, have been elevated to Major Activity status. These are
examples of prr';"jects that are significantly la.r-ger, more .':'omplex,
and more demanding of staff resources to process than even large
commercial development projects. I f council approves of this
format, the costs and resource:::; a.ssociated wit): these pro4ects
could be captured and displayed separately in the budge-t as
indicated. The Council also will receiYe periodiC reports on cost
recovery for these and other projects t.hat have been identified fer
full cost recovery monitoring_ S:J..nc€ t.he Stanford West/Sand Hill
and Palo Alto Medical Foundation projects are proceGsed in the same
manner as other development through tbe pre-application,
application review and processing and decision making stages~ no
separate goals or impact measures are proposed. If Council concurs
with this presentation format, staff would anticipate that other
such intensive and high visibility projects would be identified in
future ~roB bL:dgets.
Funding and staff reSOl.1rces allocated to the extensive public
noticing procedures the Department has established, which often
extend beyo::ld legal require,l'1ents, would also be found in this
Functional Area.
5 _ Long-Rang. Planning
Mission: To provide pro~active 1 eadership in developing a policy
framework that a.ssures a viable economic and aesthetically pleasing
environment reflecting community .... alues.
Major Activities:
• Policy and Ordinance Development
• CO_'l1prehensive Plan
• Drea.1l' Team
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This is a traditional planning program area which encompasses
policy analysis, development of m' ..... ordinances .related to land use
and long-range planning. the Comprehensive Plan and other special
projects and studies. This Functional Area wo:...:ld have a core cf
two Major Activities, Policy and Ordinance Development and
Corr.prehensive Plan. With each two year budget cycle, o't.her majcr
act~vities would be identified, if particul:Jr'ly large and/or high
visibility special study projects warrar.t special recognition in
the budget. The Dream Team has been identified in ~t.is proposal as
such a Major Activity for 1.9.94-95.
6. Tran~rtation and Parking Kanag~ent
Missio~: To ma~age and enhance th~ City'S transportation
facili ties and p:rogl:ams in order to a.chieve a safe and efficient
mul ti -modal transf"Orta tion system to meet the di. verse mobil i ty
needs of the community.
Majer Activities:
• Traffic Signal Management
• Traf.-fic Engineering
• Parking Management
• Bicycl e program
• Mobility Al ternatives
This Functional Area addresses the management of the City's
transportation facilities and programs and highlights fiv·e Major
Activity areas of high visibility tv the public which previously
had been subsumed under the general programs of Traffic Operations,
Transportation Planning a..'1d Transpcrtat ion Services. While it
could be possible to aggregate these five ~ctivities further, by
combining Bicycle Programs and Mobility Alternatives r it ·,,,ias felt
that the bicycle program, which palo Alto has actively Elupported,
is worthy of separate status.
7. Neighborhood Services and Progra.JM:
Mission: To preserve and enhance the safety and Ii vabili ty of
residential and non-residential neig4~orhoods through the
enforcement of City codes and stcitndaz·ds for property maintenance,
and investiga tion and resolut.ion of neigroborhood traffic and
planning issues, in cooperation ..... ith residents a,,:1d cOlr'mWlity
grou.ps.
Major Activities:
• School Safety Activities
• Property M~intena.nce standards Complia.~ce
• Traffic a.nd Plar41ing Studies
•
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• Environmental Protection
• Graffi ti
This Functional Area emerged as the most surprising and unique
outcome of the MIlB process. By identifying our ser'".rices and
customers, it became apparent tha.t. tne Department is involved in a
multiplicity of activities to enhance quality of life conditions in
our neighborhoods, as cchesive residential and non-residential
units, apart from either the acti .... -ities provided to individual
residents or custome~s or from longer range policy development and
Comprehensive Plan activi~ies. These services range fro~
neigrJborhocd tr~ffic studies, school safety liaison activities and
studies related to school at.tendan.::e a.reas and core!'f.ute corridors,
property maintenance and anti-graffiti enforcement efforts, to the
provision of information to corrmunity groups about envi ronmental
issues such as groundwater contamiflation and cleanup.
A key issue in. the development of this Functional Area was wheth.;!r
to define neighborhoods in the nar-row Gense of residential
neighborhoods, or to use a broader interpretati~n, as proposed, to
include baCh residentia) and non-residential neighborhoods. The
Comprehensive Plan Advisory Committee has indicated a preference
for the latter definition. In practice, the traffic and planning
studies are not confined to residential neigr~oThoods. The area
planning studies conducted during Lhe 19805 focu~ed predominately
on cOIflI'lercial and industrial areas (e.g., San Antonio GM :Jistrict.
east of Bayshore, Downtown)~
8. Affordable Rousing and Community Developcent Block Grant CDBG
Programs
Mission: To encourage a diverse population wi thin Palo Al to by
increasing the number of affordable housing uni ts and by increaeing
and improving the ava_lIability .and accessibil.ity cf essential
services for lO'ilier income individua,1-s and those with spec.ial needs.
Major Activities:
• Affordable Housing Development
• Housing Advocacy
• Community Development Programs
• Federal and State Grant Management
Housing and CDBG 3re curz-encly identtfied as programs within the
Planning Division, and Housing Improvement as a. program in the
Building Inspection Division. The proposed Functional Area would
provide the umbrella for these acti\~j ties~ while redef.ining the
Major Activities to better inform the Council and public about the
ways in which the City is; pursuing the mission of ~er'.col..lraging a
diverse population within Palo Alto."
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9. Info~tion Management
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Mission: To develop and maintain systems tha:: provide .aCClJrate .and
timely infortrldtion to our customers and support and impro1,,~e the
Deparonent's daily activities.
Major Activities:
• Systems and Equipment Maintenance and Upgrading
• Automated Systems Development
.. Records and Map ~lanagement
• Data Ccllection and Reporting
This is a Functional Area most Departments have included in their
budgets z to l"ecognize the reSQUrCE;S committed to developing and
ma5.ntaining automated and manual record-keeping systems.
The Planning and Community Environment Department, more thar: many
other departments, must maintain effective information sYE!tems to
respond to inquiries from the public in a timely man.'1_er. The
~ystems include the extensive planning and building files, maps and
graphics records, data collection and file maintenance.
DZSCOSSION OF IMPACT MEASURES
The proposed impact measures for each of the major activities are
identified in Attachment B.
Impact me:-asures are defined as "measurable results that:. can be
expressed as dollars~ percentages, efficiency or effectiveness
measur~9." Much of the work of the Planning Department does not
lend itself to measurement in terrr.s of dollar savings. 'I'hel:-efore~
the proposed impact measures rely heavily on efficiency and
effectiveness measures. Although work. load measures are
discouraged, some have been included because they .... ere the only
measures that could be identified.
The development of these impact me~sures has been diffic~lt; and
further refinement and modification of these measures may be
necessary~ as the MOB process unfolds. Due to the difficulty the
Department has had in developing impact measu!'es, we are bringing
these following issues to the Counci l' s attention for discllssion
and consideration.
Measurement of CUstomer Satjsfaction
A logical and appropriate measure of performance '.II."ould be a valid
quantification of our customers' satisfaction with the Department's
services. This is particularly relevant: to the Public Involvement,
Education and Assistance Functional Area. The Planning Division
.,'
9/23/93
Page 14
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o
provides customer survey cards at the public cO·..lnter to gain
customer-feedback about the services provided. The respO:::lses,
while useful, are indicative only of those customers who responded,
and not of an unbiased survey san!pling of all customers. At the
present time, the Depart::ment does not have t!le resources to conduct
a more comprehensive custom~r satisfacti.<:m survey.
In the absence of this type of measurement .. the :"mpact measures for
the Major Activity "Education. Informati.on :;.r.d Assistance'll attempt
to quantify efficiency in terms of timeliness of response to public
inquiries or compliance with published or desired deadlines.
Similar efficiency measures have been developed in several other
Major Activities. use of these types of measures is that they will
entail daily or routine docGme!1tation and trackir~g in order to
provide accurate data for the budget. Over·reliance on these t)!pes
of measures may prove to be a cumbersome record-keepi:1g task.
Lack of Baseline Data
It also became apparent that:, in many instances, the Department
does not have adequate ba3eline data to use for comparison purpos~s
in developing impact measures that quantify changes frortl ye~r to
year. For example. t.he Tranaport.3.tion Division staff considered an
impact measure for the nEicycle Programs" major activity based on
the percentage increase in bicycle counts. However, nnnual bicycle
counts are not currentl:y funded; and we do not have current
baseline data.
Meaningful M~asures
As individual work units strugglea with impact measures, it became
evident that quantitative efficiency impact measures are not
necessarily indicative of the complexity and diversity of the work
performed in a Majer Activity. In the Major Activity "Housing
Advocacy", the groundwork laid by staff working in the community to
"foste:x: an atmosphere of acceptance fc-r hm;sin9 f'or diverse incomes
and lifestyles" may I:ot have an immediate impact, but should have
an effect over the long term. The impact. measure identified for
this activity, .... hil-e quantifiable, is of marginal importar.ce. The
same is true for the public educatio~ and information sharing
activitl.es in the Environmental Protection program. A measure has
been established to obtain a verbal comrr.itment f=om callers to try
one pollution prevention p:x:-actice, but the ability to track and
confirm the actual change jn behavior is not available.
Another example, in the Traffic and Planning Studies activity, is
the impact measure to "complete _ neighborhood traffic studies
annually"; ...... hich could be interp-t-eted as a workload meaaure.
Transportation Division staff considered impact measures based on
percentage decreases in traffic volumes or prevailing speeds an
CMR,49S,93 9/23/93
Page 15
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neighborhood streets. They have not been included in the draf~
budget. because each neighbc!"h::-.od traffic study has unique
characteristics which cannot be standardized through a standard
performance measure. The effectiveness of ~taff's work is judged
on the extent to which the i.ssues are identified, analyzed, and
resolved to the satisfaction of the neighborhood and City Council.
The proposed measurB, on the other hand, is <:In indicator of the
resources that have been allocated for this activ:.. ty and the
reasonable number of traffic studies that can be pursued with those
resources.
In summary, staff has developed a varied set of impact measures
that largely comply ... ·ith the MDB guidelines, but. diverge from thos~
guidelines where staff has been unab:Le to identi fy meaningful
quantifiable efficiency or effectiveness meas~res.
CONCLUSION
Staff believes the proposed Mission Driven Budget achieves the
goals of MDB and better defines and comMunicates the mission of the
Department of Planning and Community Envir-onment. Staff is seeking
Council's comments and guidance in order to pursue further
development of the MDB for-mat for the 1994-95 ar~ual budget.
Respectfully submitted,
Anh,,£?(~
~!.~---;zr L-;ENS
Senior Planner
KENNETH R" SCHREIBER
Director of Planning and
Community Environment
c~~~ ~re 1'lanager
Attachments:
A Depar-tment Cha ~t
B List of Missions l Functi~nal Areas, and Impact Measures
C List of Departmentlg Customers
D Plann.ing DiYision Activities I,ist
E Transportation Division Activities
F Building rnspection Di.vision Activities List
G EnviI:onmental Protection Activities List
H Planning Director's Activities List
CMR.:49S:93 9/n/S3
Page 16
•• ,'0<
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PlAHNING
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PLANNING ANI) COMMUNITY
ENV~NMENTDEPARTMENT
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to.~ •• mSdlfeO'"(I(loln'MCltyCqunc:U~P~C<nnminlt:nl./l;lc1'1bcturIlIR(tYf.wa4«fdaMt.h8cft~o1P(l10Al1(t. Addlt1onalty~~o.~~etl.ndmom:tQ!
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DEPARTMENT m' PLAl'I'NING AND
COMMUNITY ENYIRONMEI'IT
Department Mission: TIl. nUs.ricn of the DepartmenJ of Planning an4 Communily
En'rironment is 10 provUk the Council and communily wiJh creative guidance on, and
.f/um. impieme1lla.rWn of ImuI use development, planning, tronSportDtWn, housing
IUId .,,-.irrmmerrIIJI poIicus, plans IUId prtlgr.lms .. hich mainJJJill and .nIro1Ice the Cily
as 4 safe) viJal DJt4 attTadi,e community.
I. Public IDvolvement, Education and AMistance
To provide tIr. public .. ilh guidonce and assisUlnct that promote responsible
dedsion-making, Il1UI pubh'c awartmess of City ptJIkies, progroms and krvices
rrIaItd IIJ ImuI lISt, rtal PI()ptTly d ... lopmenJ, transporlDtion and .nvironmmlal
protectiDn.
A. Education, Information and Assistance
To assisr OUT customers in obtaining the relevan1. accurate and timely
information r.ecessary to make infonned ded.rions. and partidpale ill the
City's decision-making processes.
a) Incorporate code changes into writkn infomlalion materials and
publications within _ days of approval da.e.
b) Return _% of pbone calis within one working day, and all phone
calls within two working day 50.
B. Environmental Prolection
To provide cirizens and bUSJllel'Ses with in!onnation and education to
promote behaviors lira! prt!l!enJ deterioration, depletion, and/or pollutian
of rwJUraJ reSOUFct!J. wildlife. or habitat.
a) A verbal commitment from _ ~ of callers seeking information
from the Environment..a1 Protection divis ion to try one or more
specific poUulion prevention practices.
DRAFT of 9101193
Page I
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2. LWsoo, CoordlDatioo and Technk.al Ad';",
1D pro¥itU ItclmicaJ exper1ist and npnsenlillUJn 10 CiJy Slliff, regulators tmd
pulJlic/y-oMnltd Organ/zillil>IIS. in oroor /Q ftuilitaJe public policy decisions tmd
«Iio'" thai enlumct ond protect the interests ond wtll-being of Ih. City ond Ih.
EefiD",
A. Planning, Land Use and Transpona'ion
To provide apertil~, technical assjszanu and coordination on
rransponarion., planni.ng and CEQA L.'tsues related to projects, plans and
policy deve/opmt!nr directed by olMr public agencies, !"egulaJors, and City
tUpartmenJ.s. tmd to provide staff liaison services to comnumiry
organizations.
a) R.,::view _% of major tran."POrtation studies and morrimr other
regional activities for timeJy actbn by the City Council.
8. Environmental Protection
To provide lecrlllica! assis/aJ1ce 101 and coordination with, regulaJors,
kgislarors, envirolU7renta/ agencies and organlYJlions. and orh£r City staff
O!l. envinmmenla( mutters.
a)
b)
Review. evalua .... and morulor % of applicable proposed
environmental legislation and/or n::gulatioru for timely commcnl
and/or action.
Redu£e sampling and analytical costs by __ % by providing
technical assjSl~ to the City's Real F~'Il.tate Division in selecting
professiOnal services on Phase I and II environmental assessments
for prospective purchases or fmancing of property in which the
Cil)' has an interest.
C. Health and SafeI)'
To monitor, evaluaJe and share cun'en/ standards ar.d proposed chilJ1ges
in regulations and technologies affecting development.
a) To review % of applicable legislarion affecting the
development process.
.' . ;"',,"
DRAYI' of 9/01/93
Page 2
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3. Development Review
To (Uhint so/e, high quality, ",ell designed improwm,nls and development
tlrrough "" efficknt, /luible and open process that balanus and proleelS
community, n,ighborlwod and pri.,ale interests.
A. Pre-appJicatioD Consultations
To educate project applicanrs aboU! City processes, submittal requiremel'tls
and policies, aJU! to pro~rjde specific aaviC't and constrU( .. 1i .. 'e solutions to
imprOYt! project design.
a) Meet at least once with % of all applicants prior to project
submittal.
b) _ % of all appl icatiort':; are complete upon first ~ubminal.
B. Application Review and Proces.sing
To /acilitale the timely r~'iE"W of projeclJ b.lI Cily departments and aU/side
agencies, idenzify adverse imp-ads and reco".,,~end feasible mitigation
measures ..
aJ
b)
Process % of all applicatiODS within the published applicatioll scbeduIe:-
Reee,ve _ % of all applicable depanmelllal comments within_
days of a project's submitllll date. '00 100% within 15 days.
C. Public Participation and Decision Maldng
D.
E.
To gl.iide and suppon the decision-making processes of the Cit)' by
encouraging consl,..~ajve public participalion, providing reJev.anr, accurate
and timely injomum."on, muf fonrwlating professiOlla/ recomm.endatio"...s on
specific deveiopmenJ projecrs.
cj Publisb ads, lIllIil oolices and post ageOJdas fOI public hearings with
legal deadlines _% of the times public hearings are scbeduled.
Stanford West/Sand Hill Road Extension and Stanford Shopping Center
Palo Alto Medical Foundation
DRAFT of 9101193
Page 3
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4. C<mStru<:tioa Review and Project Monitoring
To ,........, <.,utrlmlim projects and impro •• mtnls for complUm<e with aJ1
l1p[1Ikabk code, and ordinonc<s in IJ proftssiclllJl and efficient manner and 10
tnsurt tlu!II all dnelopmenJ.s subject to the dt"'~wpmEnJ rtlJin,," process achieve
the high qUIlIiIy and d.sign specified.
A. Application Process
To accept and process permit applicaIio,..s. collea fees, maintain
statiJrica1 dtutJ, and issue permits ill. a ti~l)' and tfficien/11WMer.
a) l.og in and distribute submitted plans within _ days.
b) Issue permit within __ days of plan check completion.
B. Plan Review
to review' construction documents for-cotifonnance with local, state and
federal requiremeflls in aJI efficient, projessiontJl tnl1Ill'ILr.
a) _% of residential plans fIrst che<;ked within 30 calendar days.
b) _% of commercial plans first checked wi,hin SO calendar day,.
c. Field Inspection
To ensure that projero au ccnstr!JCfed in accordance with approved
con.rtruction docUllWllS and all I1PPlicable Weal. stale and federal
regulations in a technically projicient manner.
a) Respond to _% of inspection requests within _. wor1dng days.
b) _% of all work is approved by the second lnspecrion (ftrst re
inspection).
D. Condition Monitoring
To ensure thlU all projects are constructed and mainIai1tld in compliance
wit" tile conditions of approval.
a)
b)
Provide inspection response for cond:ilions of approval within
__ working days for __ % of requestS.
Respond to __ % of complainls regarding violations of
conditions. of approva.l fur existing projects within __ working
days.
DRAii of 9iOll93
Page 4
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S, Loog Range Planning
To proviJi. pro-acti •• leadership in dl!1leloping a poIjcy jrom...,.rt liuJJ assures
• vUrble economic and <U!slhetica11y pleasing environmenl reflecting communa),
1'/JIue"
A. Policy and Ordinance DcveIopmeht
To pravide policy and impfementaJian oprions for d£cision-makerJ through
review of proposed legislaJion aJ/d other state and federal mandates.
research am! analy!iJ Of issues of concern to Ory council and Senior City
Mar.agerr,enl, and de1'elopmem of ordir.aru:es cJJU! OEMr implementation
loolJ,
a) Respond [0 Council within their specified time limits or the time
parameters established for legislative revi~w and state and federal
mandates,
B. Comprebensive PLan
To prepare and maintain Q Comprehensh-e Pian establishing a clear policy
.fram£'.wrk. and implementation measures thaJ guuu City acrion.( and
tkve/oplr.enJ of Tegulil101y controlJ.
a) Conduct annual review of goals and achievements of
Comprehensive Plan Implementati,m Program.
b) Update Comprehensive Plan to reflect stare mandates and local
actions.
C. Dream Team
To tktennine /he /easibj{il)' 0/ transfolming rhe area bounded try Alma, E1
Camino Real, San Francis.qwro Creek and Emba.rcadero Road iruo an
inviting COTVIeC1oT effeCTively linking the Downtown, Sianjord University,
Stanford Shnppbig Cemer and surrounding residential neighborhoods.
a) Conducl feasibility studies, including economic, rechnlcaI and
operation implications, and present t.'le information in a way that
enables !be CPAC and the City Council (0 d""ide wbe!ber or not
[u include lhe concepts of the plan in the updated Comprehensive
Plan,
DRAFT of 9/01/93
Page S
I 6,
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TTaDsportatiOD and Parking Management
To """'age <WI tnJumce the City's IransporiatWn facilitUs <WI programs in
onlu '" tJL/rine lJ Slife t!IId ef1Uknt rnulli-modaJ IransJH>riatWn system w meet
tho diverse nwI1iJiJy nted; of the community,
A, Traftk Signal Management
To operou a saf~ and efficieflt traffic signal system in campliana l+uh
applicable requirmu!lJJs,
a} Review mfflc signal timings at _ locations annw.Uy.
b) Modify/inoilall traffic signals within one year of funding approval.
c) Respond to requests for traffiC signal studies within _ days.
B. Trafftc Engineering
To provide safe, ~rderly movem.'" of vehicles, people and goods on CiIy
streers r}uough the appiiClJlion of traffic engineering principles and
practices.
a)
b)
c)
d)
Respond to % of all Sfripi."lg arxl ~igning cornpiaintC'i within
days of n:ceipl of request. -
Complete _ % of speed surveys prior to expiration date of
previous survey,
Prepare annual report to identity bigh accident locations and
recommendations for improvements.
Ensun: thaI 100% of roadway projects .re designed and
constructed in accordance with applicable standards.
C. Parking Management
D,
To dewfop <lIId manage on-and off-street public parl:ing in a manner thaI
balances lf~ needs 0/ businesses. cusromers, and the general public.
a) Achieve _% occupancy rate for downtown permit parking: lots,
b} Resolve _ % of parking requests within _ working days of
receipt of request.
Bicycle Programs
DRAFT of 9101193
Page 6
• To promole bi~"Yclt lranspoTtalion by developing and expmufing the City's
bicycle fadtiries and programs
a) Achieve _% oc:cupancy rate for Cit)' bike locker :-entais.
b) Insta!lfmodify bicycle facilities within one year of funding
approval.
c) Revkw all project plans for -:ompliilnce with zoning ordinanr..e
requirements.
E. Mobility Allel1ll\tives
To .redJlce rhe impacts of au:omobi/eJ tT), developing. I1U1/U1.ging and
coordinating programs thal mcouroge peopk to use al1ernarive modes.
a)
b)
__ % increase in Marguerite Shuttle ridership.
_% iocrease in participation in the downlOWD carpool/vanpooI
penni' program.
DRAYI' of 9101 193
P.ge 7
• 7. Nelgbborbood Services and Programs
To prest'" and .nhI1nce the stifety and liWJbWIJ oj rtsid.nJiJz1 and 0011-
"sid.nJial neighborlroods through I/: ••• joreeme", oj City <O<kr and stmuJards
jor propeTty moinl.lUJllce and im.:rtlgalion and nrobdiD. oj neighborhood
trrifji& and plmlning issuer in coopeTrllion willi rrsid."" and community gTOUpS.
A. School Safety Activities
Wort cooperative/:; with school district, PTA.. and paTen! groups (O
resolve traffic safety issues along routes wed try studenrs traveling to and
from school.
a) Complete ~ __ % of all adult crossing guard evaluations within 30
days of receipt of request from the City/School Trame Safety
Ccmmittee.
b) Complete evalualion of
requests within 30 days.
'it: nf minor school traffic safety
B. Property MainteIllUl<e Stan<!Mds Compliance
To OL.1;UJ't that residenJilli. commercial and iruiustrial proptrties are
mo.iIJtained in accordliTll:e with zhe applicable regulations of 1"0£ Municipal
Code regarding land US'. '<if"'Y and accepl<lblc properr)' standmds.
a) Respond to __ % of complaffits within __ woooo8 days.
bJ Obtain resolution for __ % of complainlS within __ momh(s).
C. TraffIc and Planning Studies
To UJenllfy and evaluate neighborhood traffic and land use plan.'1ing issues
and JonnJdoJe policy and implementation recorrun.endaljons for decision
makers through open. collabonui~ study process with appropriate
residenJs and neighborlwod groupJ.
a) Complete _ neighborhood tIlIfflC studies annually.
b) Implement approved traffic control measures (0 minimize
neighborhood trafftc concerns wirhin one year of funding approval.
D. Environmental Protection
To provide City residenrs and organiUJIians wirh til1rety and aCCUTUJe
information on the sta/US ofcoruamiruued gra~er investigalions and
cleaTJMp.
DRAFT of 9101193
Pag,8 ._"-._-,----
••• <
• a) Provide ~lephone or mailed re:sp<lnse ,,-,thin two working days of
receipt to _ % of inquiries from prospectjve and current res idents
of neighborhoods affet:ted by groundwater contamina[ion.
b) Within 10 working days of receipt, review of Remedial
Investigation, Fea.sibiliry Studies, Baseline Public Health
Evaluations I Remedial Action Plans, and environmental reviews
related to groundwa~c:r plumes that affect eil)' neighborhoods and
their residents.
E. G ... ffiti
To enJure the riJne.'y removal of graffin' from private property.
a)
b)
Respond 10 __ '% of complaints within __ days.
Obtain voluntary removal of_% of graffiti Vo'imin _ days.
DRAFT of 9101193
Page 9
• 8, AffoI"dable HousIDg and Communit)' Development Block Grant Programs
To ,"couro,. G di¥ers. populalion within Pal. Alto by increasing the rwmber
oj riffordilbh housing unils and by increasing and impro"ing In, ovailability and
tlUtnibiJity of ts.wntial service~ for wwer income ;ndiliiduaL" and those witJI
Iptcitzl n.ed!,
A Affordable HOlL<;ing Development
Assist in de\'elopmeru and preservalion. of affordable housing unils tMough
implnrre111arion of cit),', county, state and/ederal programs.
a) lncrease the munber of permanently affordable hO'J.sing Unlts in the
City of Palo AI!o by __ %,
b) Expend __ % of the available HO""sirJg Reserve funds to "'pport
the creation of new housing development projects.
B. Housing Advocacy
Foster an aJmoSpl!ere of acceprar.ce af housing Jor persom oj diverse
i.nctJm£ and lifestyles, and advocate for moTe housing, particularly housing
for pt!rSOIIS with special needs.
a) IJJCreaSe the IBlDlber of housing advocates at low incom:: housing:
bearings.
C. Community Developmont Projects
Provide funds 10 private and public wcia/ se"'1ce agendes to maintain or
increase uroljces. 07 to improW! 07 expand physical facilities.
a) Complete ________ % of projects annuaIly.
D. Federal and Stale Gran, Mmagemenl
Administer federal (DU/ stale grants in compli(lJlCe wilh appliazhle
regulalions. including mandated corrvr.unity invo{ve11tef!l in rhe planning
and allocaIion processes.
a)
b)
c)
Respond to audit flndings and correct deficiencies witPln 30 days.
Obligate __ % of the HOME funds by the end of the calendar
year.
Rtspoud to requests for filing of information and disbursement of
funds for the Housing Improvement Program (H.I. P.) within _
days.
DRAFT of 9101193
Page 10
·'
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9. Information Management
To develop and maintGin sysl."" thaJ provide occur01. ami timely inJonnmion
to QUI' CIlStomtrr 4ail suppan. and impro~~ the DepartnJent's daily a;:tiviIJ·".
A. Systems and Equipment Maintenan<:e and Upgrading
To maintain depafT7rLtlJ infomuuion S)'srems and equipmel11 lJJ a level
which msure,s dependable and ejJiciero daffy operations.
a) Limit equipment down time to _ % of total operations trme.
B. Automated Systems Development
To develop a.~ implemenJ ejJidenr and cost eJJecril-e auromaJed ,s),stem..s
and reclmologie5 which support and improve deparrmeru operations,
C. Rerords and M.p Managemeru
To maintain a S)'stem of classifYing, storing. and retrieval oj injonnmion.
and records relaud TO dtpaJfmen1 aperations thi11 permits limel}" and
accuraJe retrin¥Ji and disseminatio:l.
a)
b)
c)
Classuy and me _ % of reports and correspondence :elated to
soil and/or groundwater investigations and cleanup within 30 days
of m:eipt.
Transfer % of records from hard copy to permanem storage
media within _ day, of project completion,
Update zoning maps within _____ of Cou!ldl adoption,
D, D.", Collection and Reporting
p,~,,-,
To collect. anafyz.e and repon cun-en! and projected Cit) demographics,
land use and Oevelopmtnr data to fadlitale in.formed decision-making,
.J
b)
Provide construction statistics to 1ocal, state and federal agencies
within _ days of the close of each monc:h.
Provide Bond Plan "G" sur\,ty respondents a minimum of one
month's time to return survey form.oc; [0 the City and resolve_%
of any data discrep~\es reponed. prior to the public bearing by
the City Council,
DRAFT of 9101193
Page 11
-'
,1" .... '.
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Anachmen! C
DEPARTMENT OF PLANNING AND
COMMUNITY F..NVIR.ONMENT
Genm! Public
Senior Citizens
Disabled Citizens
Truck Drivers
Attorneys
Employ..,. of Business Districts
Customers 0f Business Districts
Parents -Rosidents
Business Own!m
Tr1Iffic Courts
MOIOrists
Bicyclists
i'edestriaDs
~
Transit lliden
People who get tickm
A.tdlitectsIDesgners
I II!!!!sqpe Architects
Engineers
Developers
Real Estate Agents
Cootractorslsub-rootractors
Homeless
lenden, apprai=>
Insunnce Agents
Penons IJOcding affordable housing
CotlltnlCtion workers on federally
f\mdedjobs
Trade AssocilltiODS
Prospective residents
Public Agencies
Local TrulSpOItalion Ageocy (LTA)
Sumford Unive[llity
""''-':-'" ---
Customers
Public Aiencies. cont.
Stanford Lands Management Co.
Congesticn Management AgeDCY
Surrounding Cities
Santa Clara Co. Tramp, Agency
Samtrans
I.eague of California Cities
Association of Bay Area Governments
Me\rojlOlilllIl Tramp, Commission
Cal=
CaItrain Joint Powers Board
SI<iU: Housing and
CO!DlIUlllity DevelopmenJ
Santa Clara County Housing AuIhority
StaJelFederal Agencies
HUD
Sanl!ary Districts
EPYi..romnentaJ Regulatory Agrmd"§
California EPA
US EPA
Dept. of T oxics SubSUDce Coruml
County Health Departments
Air Resoun:es lIoard
California Dept of Heallh
State Water Resources Board
Regiooai Water Quality Control Board
Integrated Waste Management lIoard
Bay Area Dtschargen; AU!hority
San FnlDciscc Estuary Project
sec Office of Toxics Corurol
Bay Area Air Quality MAnagement District
DRAFT of 8111/9)
Pog.l
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Citizen Groups. Boards Ccrnmtssions
Ncigbborbood Associations
Palo AJto Bicycle Advisory Committ'"
Palo Alto Uni£lCd School District
City School Traffic Safety Commi_
City Council
Architeaural Review Board
PLmning COIIlIIliMion
lfutoric ResouIccs Board
Comprebonsive Plan Advisory Commitlee
CAADA
Chamber of Commerce
R=an:h Park Employers
Ad Hoc Citiun Groops
Utili!ies CommissioD
UrbaD Design Committee
Dream Team
B<laId of RealtO",
Eavironrnental Organizations
COHO Citizens Advisory Committee
Public tJti1iJ;ie$ & Contractors
Pacific Bell
P,G,&E
AT&T, MCI, Sprint
Cable TV
CPA Utilities
Sama CJara valley Water District
Ground Warer MoDitoring Contract.".
Private; Non-Profit Agencies
Mid-jlC'ninsula Citiuns for Fair Housing
Iooovativc Housing
Cotnmllllity Association fO£ the Retarded
Lytton Gardens
MiIamotJte Mcotal Health Center
Mid-pecinsula Housing Co. lition
Emergency HOUSing Consortium
PAAIRS
UrbaD Ministty
Catbolic Cbarities Ombudsman Program
.,"'-----
Prjvatt; Non·Profif Agencies, cOPt
Stevenson Ho~
Peninsula Children', Center
SecDnd Harvest Food Baru:
Social Advocates for Youth
Santa Cl"", County New Children', Shelter
Palo Alto Housing Corporation
Scnior Coordinating Council
Other llOn-proflt housing develope",
Other social service agencies
City Hall-rnternal Custgmers
Attorney
Manager
ADA Director
Finance
Public Works Dcpartmen: -Operations,
Engineering, Landfill, RWQCP
Police
Social 8< Community Scrvices
Human Services
City Clerk
Real Esta",
Utilities -Operations 8< Engineering
DRAFT of 8111193
Page 2
MISSION DRIVEN BUDGE1
PLANNINCi DIVISION
JUNE lS, 1993
STRfA10lUH rWG, COORD INA 11 ON, ADYOCA{V
• llllAI
legislatfwe Revfe~
Expert Advisors
o land1caping/Trees
o Historica1
o Archt hctlJrif
o tl'tvi ror.menta 1
o Park'/Open space
Faci1ltit~on
Meetin9S
o Schedule 0 Atterld
o Find Room 0 Follow-up
o Arringe Room Rental
o Prepare c C~t Mater1als
o Directiona} Signs
o £Q"1p ... nt
U-aisons
• Internal Committees/obllyatiofi5
Safety
internal Management
ADA
Cubb~rley Steering
Customer $er~ice
Public/Privzte Partnership
Air-ptrrt
• Agencies
Santa (1 an. County
SeVY District
Henlo Park
Sta.nford
East Palo Alto
local Agency Formation tOITlTli:sSiOfi
Fbh ~ Game
Environmental Prvtection Age~cy
Health Services
ASAG
HUD
o
o
o
o
o
Attachmem p
Prepare materia1s
Inform all
N.otice
food
Cle,an up
p:\:slwlrt'w:ft:" ht Pa.ge 1
!
f
I
I ,
•
o
...;, '
Planning
lorl9-Range Planning
Cooperation
Joint Efforts
Tree PrEservaticn
• Special Events
ADMINISTRATION
World Cup Soccf!r
Super Bowl
Circus
He.
I. Budget
Analysis
Authortz~ Expenditures
Prepare Annual Bud9~t
Manage Operation BudgEt
Reappropriate or tncumber Funds
TracK Ba 1 ances
o Budget
o B1 ank.et Orders
o Contracts
Cash Handl i ng
Cast Recovery
o Set up and Admin; stet"
o Billing
o Collect and J~stify (~sts
o Timekeeping
2. Personnel
Hire Employees
Manage Contract Planner
T'ime Cards
o Remind People
o Chase them down
o Sort, take to payroll
o Check account numbers
o Pickup/Oelivery checks
Supervise Personnel and [vaiuate Division Needs
o Evaluations a~d Reviews
o Management St~dies
a Trvub1e shoot time card, salary, etc. problems
o lmprove office functions, process, layouts
o Mission-Driven Budget process
Trainjng and Oversee Temporary Employees
o Describe tD temp. agency work to be done
o Welcome worker~ arrange parking, tour, explain hours
t breaks, and emergency
o Provide work direction
o Answer lots of q~~stions
Page 3
I
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o Follow-up how it is going
o let 90 jf nat working out
Contract Management
o Writ. RtP,
o Sel~ct short 1ist
o H;re ~on5ultant
a. Prebid ~eting
b. Re~iew p~oposa15
c. Interview
d. ChecK referenC!5
e. Select cQllsultant
Hegot{4tt and Write Contract
Sign Contract
Ad~inlster Contract
Pay Consultant
Review and redo Consultants .ark
Pr&p~re snort Form contratts and e~hibits
Wo~k with attorney on long term ccnt~acts
Frepar~ spe~s/prepare and send out RF?'s
Recelve/i£Il appropriate si9nat~rts
(~nicate with cQntr~ctor
Okay some invoices fOT payment
Prep". CVs
"onito~ b~lantes
Prepare change orders
Close out cc~tract~
Office Organization and CammunicatlQo
Kalnta1n ~nyent~ries
Surplus equipment
Word Pr.cessins
KeybGard in from written t~xt {come) or large ease1 ~ad sheets or
from recQrded tapes.
ProDfread
EdIt
format
final
Te-ach
Hett th05~ packet and legal deadlines!t!
• Training
Take seminars and classes to upgrade skills (espec,a11y tDmpute~s}
Attend training and conferences tD keep up-to-date
Set up classes for Q"r staff ,enhancement, safety)
Reading:
.t. Profes5ion~1 journals.
.b~ Ordinance
c. Training Information and Manuals
Page 4
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o
NON-PROFlI AND YOLUNTEER BOARD. COMMISSION AND COHMJTTEE SUPPORT
• liaison to outside Ccmmlsslons, B~ards. etc/
o P~lo Alto Housing Corporat~on {Bi-weekly Board Meetings)
o Human Service Provider Network.
o Human Relatfons Commission
o Star.ford U:"Iiversity Student Survey Groups
o PaTo Alto, Housing Grc-ups
a Housing Action Coalition of S.C. County Mfg. Group
o Clti.s/Counties CDSG Network
o County Housing Bond Advisory COlTll'littee
Met Program:
Prepare resolutions and cnntracts
Countywide Ho~e'ess Pr~~ent1on efforts
Resolutions/statements of support
Represent City's viewpoint at County level
East Palo Alto Grant Writing G~oup
o SUPPGrt CHAS ind Housing C~mmitte~s
• Board/Coimlissior, SecretHY
o Register Board and CQ~~;ssion Members for Semin~rs
o Make ail arrangements fOT meetings
o Ass~mble. prepare and del iver packets
a Order cards. nameplates, books, etc.
o Order minutes~ bOvks t paper
o Order coffee and food s~pplies for special meetings
o Register Board and Commlssion members for seminars
• Orientation for New Board/Commission Members
o Set up time and pl ace
o Arrange and scnedul e staff to attend
o Copy and collect materials
o Make special delivery arrangements to new members
o Get .11 people there!
• Staff support for:
o ~""""H
a Planning Commission
o Arcnitoectural Re .... iew Board (See Qu.al ; ty DeSign)
o Historic Resources Board
Jl:\sMre~. ht
Prepare Staff reports, Info~emos. CHR's
Attend meetings
Prepare ARB annual reports
Prepare agendas
Prepare special materials
Respond to public inquiries
liaison to special committees (i.e. Tower Well Site)
Coordinate ARB & HHB input to PC & CC
Planning Commission liaison
Meeting and Packet preparation
a (see publ ie notice ar.d Ad prEparation)
o Schedule room reservations
..
Page 5
•
a
a
Notify other related departmtnts (Stores, Clerk, et~.)
Tratk~ progress of items on agendas
a
a
a
a
a
Draft agend ..
Contact contractor to prepare meetir.g minutes
Send finll agenda~ to repro, post
Send final reports to rep~o
Collect attachments for staff reports
0
a
0
Gopy letters, communicatfons to Boards & (ommissions
Collate & assembie materlaTs for packet distribution
Get packets delivered
a Mail copies of staff reports, agendas l ~inutes to
subscribers
a
a
0
Set up meeting room, directional signs
Send out action agenda
Minutes:
Prepare, or administer contracts
Transcribe excerpts
Publ1 sh
Make corrections on officia1 minutes books copy
o Keep offitial minutes books
o Create and mail letters to applicants advising of ARB
decisior'l
o (see filing activities)
f~VIROR~NTAL PROTECTION
• NEPA/C£QA AdlII;nistrat ion
]. Prepare Env;rOrtmentll Impact Assessments
2. Review EIA's
3. Write [IB's
4. Review EIR's
5. Prepare Pub"! ic N{,Itices
6. Write notice of preparations/notice of t:on:pletion
7 ~ Prepare scope of work. for EJR's
B. Hold public hearings
9. Review mirwtes of j:lubl ic: hearings
]0. Mitigation mon;t~ring
11. file Negative Declaration with County
12. Update EIA 109
13. Revfew legislation, reg'ulations, ciilse law
14. Provide interdepartmental isshtance re C[QA
15. Prepare and update procedyres manual for staff
J6. Interagency assistance
17. Information referrals' phone calls to public
QUALITY DESIGN
• ARB projects
a S;gns
o landscape plans
o ""Hi·family
o COIfITJercia 1
p: \sht:ra\lldb. lIt
~ ,.
fage 6
• • • • • • • • • • • • •
o
o Building modifications
Plan review & analysis
lOlling decKs
Review chinges to projects
Collett material samples
Sign information
Meetfng preparation/graphics
Meeting room set-up
,r,
File close out/organization
Buildin~ plan review
Condition monitoring
Neighborhood complaints, i.e., conditions/construction
Project contr~versy/put out fires/spec!al requests
ARB Management
o Attend meetings
o Review projects/infomemo
o Write act'on minutes
a Meet with applicants
o Respond to e~fcrcement issues
o Staff approvals
COMMUNITY & NEIGHBORHOOD ENHAN,EMENT & PROTECTION
• Development Projects (12 kinds ~f major permits)
Subml tt.l meetings
Accept applications
Plan review
Ord 1 nance/regul at 1 on i nterpretat; on
Sth.dijling
Coordinate with other departments
ErA's
Revfew!correct minutes
Revie~ comments -dept's/agencies/fol1ow.up
Put out wfires· pol1tical/internal
PhlJ .. le inquiries
Write staff report
Prepare graphics
Ager.cia p 1 ann -j ng
Write/develop conditions of approval
File research
Field research
Approval/action letters
Extension letters
Negotiate exactions/conditions
Proofread reports/correct
Send notice of incomplete
Route plans to departments & agencies
Prepare resolutions/ordtnances
Attend development monitoring meeting
Track approva 15
o
• Single-family plan checking
-Plan che, ks
Interpret code
Update zoning maps
• Special studies
Zoning ordinance/Camp. Plan amendments
Mapping upd,t ..
* Comprehensive Plan * Urban Design Plan
* Pilo Alto Kedi,,1 Foundation
* Stanford ~est
* Sand H;11 Road
• Stanford Shoppfng Center Expan~1on
* Dream Team
* Citywide Study
• Tree Task Force
• Centennial
COITITILlnity outreach
Background reports
Ed~cational materials
Meeting sUlTlTlaries
Manage/coordinate c~n$ulta~ts (hire)
Obtain info~tion fram other communities
Prepare materia1s/photos/graphics
Revj~w professione1 literature
Plaqfcoordinate agendas
Report formatting
• Non-Conforming Uses
Prepare periodic reports to PC • CC
Respond to public
Maintain records
Update HCU t.ble,
Inform property owners of status
• Cadi! fnfor(ement
• (ondit;o~m;tigat;on ~nitoring
• Follow-up review of ~se p~rmit5
• Home business occu~itions
COMMUNITY INVOLVEMENT
• Pub'ic notices & ccurtesy cards
p;\sn.re\llclb.1st
Order labels
Type notices/card c.opy
Repro order
Put on lab."
H.1l
" I
Page 8
Fill out & file certificate Qf m~ilin9
Monitor what goes out when
• Provide mediat ion
.. Advertis!'
o Prepare not ice cards
o Agendas
o n~'s
o ZA/ARB/HRB
• Hail
o Incoming pick-up from mail rooltl
Open
Date sta!t1p
Sort
Distribute
o Outgoing ~ photo copies
Routing sheets
Address labels, envelopes
Stuff
Carry to matl room
o Special: Fed Ex -forms, supp1ies
Certified -forms, taxe to post office
Courier service (purchase orders, etc.)
o t ists
Newsletters -fold, label
Maintain lists of current addresses for;
Board
Comission
Committee members
Minute subscribers
Neighbornood organizations
CC lists
Mailing lists for speclal projects
(collect, correct, flle, provide service to other
departments or public)
o Suppl ies
Order
Restock
Post Office training, etc.
DIVERSIFIED & AFFORDABLE HOUS!NG SERVICES
• HUD Report CHAS
• HUO Report -Annual Grantee Performance Report
• HUn Requirements (OBG -(ontract Monitoring
• HUD Requirement -Annual CnBG Process:
6 month process
•
Recruit~ interview, train CAe
Distribute RFP's
Consult w/nan-profits on projects
Review proposa1s
.-
o
Staff CAC =tgsl on propo.als (10-]5 night meetings over 2
months)
fstimate next FY program income and total budget
Prepare staff recommendations and coordin~te CAe
rec~ndations for Finance Committee and (C
Att!nd Finance Committ~e and CC Public He~rings on CDB~
budget
Find lost resoluti~n
Prepare final statement (packagej and submit to HUO
• tontract negotiation and preparition process
Negotiate scope of services and budget
Draft control language
Coordinate rEview w/City Attorney and other departments
Prepare staff report (if over S25,000) and respond to
conments
Coordinate BAO preparation w/Finance {if needed)
Atte~d CC meetings
After CC action, obtain 7 ~ity signatures
• HUO Requirement -Financial Compliance -Encumber Funds and Process
Contract Payments: Up to 30 ongoing contracts
Indirett cost allocation plan(sJ -Review; approve
Make Angelo Tom happy
Comply w/Federal CIKI (cash mgmt.) System (Home Prog)
Tncking/reconcile Housing Reserve .~ccount
o Eligible ~ses of funds
o Collection of comm. fees and res. fees
o fncU1rIber ind expend funds
o COBG Progra; Income -project, tratk and collect and
spend
o Ho~ Trust fund: track, report and spend properly
• HUD Requirement Construction Contract Monitoring (Davis/Bacon)
p: \sl'wlre\llclb. 1:st
Prepare bid document inserts and give to non-profit
SEt up contract comp1iance file
Order ~age decision frGm HUO
Review bid package
Chec~ that selected contractor is not on debarred list
Order final wage decision
Conduct pre-construction conference
Re .... iew final construction contract
Answer quest ions. from general and s.Libs and HUD forms and
wages
Set files for each sub{up to 20+ subs on big jobs)
Review payrolls and other forms and send back for cor~ection
Conduct on-slte workers interviews and respond to worker
questions and complaints
Page 10
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Finallle con~truttion files and authorlze final payment
• HUe ~eQu1rement -prepare semi-annual Labor Standards Repnrt to HUD
• tWO Requirement -prepare COlTlTlunity Development (non-housing) Plan and
update every few years
• HUD Requirement -prepare titizen Participation Plan and get it appr~ved
by CC and HUD
Work '/CAC
• HUn Requirement -prepare Minority Business [~terprise Report
• Bring core housing dollars and rent subsidies into' Palo Alto
PrDvide information and encourage non-profits to seek grants,
subsidies, etc_
Provide advice to non-profits and public (developers, property
~ers, ~ousing advocates, city staff) about what houslng funding
sources are available, the type of clients and income levels they
serve and how feasiblt t~ey are for projects in Palo Alto
Complete applications for hou$lng funds where appropriate
• COBG required monitoring
• Loan monitorirtg
Hake sure borrowers comply with terms of loan
Authorize forgiveness of loan pDrtions
Make recommendations for modifications of loan terms, including
subordir,ation of City's interests (with Real Property/Finarlce/City
Attorney)
• 8MR negothtions, agreements, fol lOlli-Up
• CHAS review and ;mplementat~on
• Home Program Deve10p ·Home~ projects (see Housing Advocacy)
Complete HOME application to st.te HCD
Be knowledgeable about HOME regulations (which cnange cont~nuanYJ
Administer HOME Grant Agreement with State HeD
Prepare loan agreement and regulatory agreement for HOME projects
Submit quarterly progress reports to State
Flnancial: drawdowns . see Financial
• Ad-Hoc Housing Gr~up
Coordinate sett ing up meetings and f;lembership 1 ist
Direct meetings
Take notes and do summary
Complete site survey of housing development sites with table and
maps
Page II
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•
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Coordinate with Camp Plan stiff to get information intco Comp Plan
process and to deal with sites/areas where there ;s eminent development act;~ity
Apply for Housing Grants directly
Coordinate with non-profit housing developers to generat~ good quality projects to utilize these funds
PUB! Ie RELATIONS. EDUC~TION: ACCESS
• Pub 11 c Counter
Stock ~ith Information
Provide ~erbal & written information o Zoning
o ARB -Architectural Review
o Historical Review
o Environmental
o Flood Zone
D Housing
o All application types
PrOVide plot pl.ns
Help with notiCing
Heip with microfilm
Prepare applicatio~s
Sell maps & other documents
One-stop approvals
ARB approvals
Answer phones
Print off microfilm
File research
Retrieve files/return files
Directory aSsistanca to their departments/agencies
Act as host/hostess , snow tnem where to stand, tell them who to
wait for, listen if they need to complain about waiting Provide therapy
File logs
• Update & maintain ~
Census data
Statistics gathering & analYSis
State requested
Oemographii:s
Wi 11 i amson Act
Budget
Cal. Avenue land use
Stanford Research Park
SF house sales & property tax
• General
Get information for anybody, anytime
Heet with anybody anytime
txp1ai~ projects/process t~ neighbors
-.,-,
Page l2
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• Housekeeping
Water pl ants
Oust .;abinets
Clean work area
K~ep waiting areas cl!ar
Administer Conference Room clean-up
QQ C~nference P'Qom clean-up
Recycling program -promote, haul materials
Store surplus equlpment
Clean/maintain count~r area
Keep storage rDom & work areas c1ear I safe
• Phones/First line
Answer
Take accurate messages
Get mess.ges to st.ff ASAP
Determine who caller needs
Transfer to proper person/dept.
Provide basit information to tno$e who cannot {wili not) walt
Mail out requested information
Answer phones for other divisions
• I~formation Access
filing
C Create
o log
o Cross reference
a Hicrofilm
o Clean out
o Optical dis«
o Daily upkeep
o Archive
o Organize
o Wrtte, Update, Implement procedures
o Finalize
Retrieve & refil€ files
Set up fil es
Coord-il'1ate fi 1 ing &. paper moving systems
• Improve Info~ation Systems
Bring GIS on-11ne
o Self-education
o Coordinate with other departments
o Hire & supervise "experts"
o Serve on Project Steering Committee
o Data collection & evaluation
o Develop mapping layers
o Develop data base
Optical Disk
o All of above
Maintain computer systems
o Inventory equipment
Page 13
< .
•
o Evaluate needs
o Lobby/Justify needs
o Purchase equipment
o S~rvice equipment
o Network with those in-the-know
a keep u~ ~it" lat!st & greatest
• Mach1nes WI can~t ljve without
• FAX
""inhin .11
o fAX
o (.opier
o Typewriters
o Libel I er
o CCHlJluters
o Overhead ProjE'ctor
o Slid. Projector
o Microfiche reader
This includes:
o Troubleshooting
o Maintain loan log
o O~r sypplies
o Handle office complifnts
o Order repairs
o Train staff & temps
o Order parts
o Find enterveney , caners
Send
Distribute
Follow-up calls
Order & change pap.r
• Copier
Order/stock paper
Add toner
Clean j ...
Educate staff
log repair calls
Field coopl,int,
Service
Hake copes
• Education Materials
Prepare. write, ~roduce & distribute:
a Permit ~iindouts
o Tac,les
o Newsletters
o Fcrms/i~plicltio"s
o Sl ideshow's
o Process bookletl
o Videos
p: \sha.re\.a.. 1st
o o
o Design books
o Maps
o Application ca1enda~s
o Charts
o Submi ttal checkl i st
• Data
'-~nd parking assessment
o Update data
o Updat!/mail survey 1etters
o Maintain survey records
o Perform inspe~tion5
o Coordinate 'liith Public "-,or",(5 on revls'ons
Downtown Monitor.ing Report
C Review ARB ~ogs
o Trick changes in parking deficit
o Check vitan~ies in fitld
o "1Intain/re~1ew sales data
o R~nt survey
HonResld~"tfll Appro~als Report
o Re~iew 10gs anrl permit records
o Mat"taln/~pdate employment district records
o Produ~e tlb'~s of data
ae£idential data
o Maintain/update data
Housing Mitigation
a fees updatt
o Maintain log of projects/track
o Vacancy det~rrnin.tion (condv conversinn
o BHR Housing price guidelines
CUSTOIfERS
I. Non-profit .genc;es (50+ groups)
Z. Pil. Alto Housing Corp.
3. Persolls witt; hotJsirlg needs
4. Homeless
5. Developers
6. Board of re~ltors
7. Lenders
8. County of Santa Cl.ra
9. Santa Clara County Housing Authodty
10. Ne;ghboring c;t;~s
11. H.U.D.
lL State ()f California -H~usin9 and COl'l1rlunit)' Oe·~p."lopment
13. Other State and Federal agencjes
14. Persons with social service needs
15. Otner City ~partment
Real [state
finance
C Hy Attorney
Manager's Office
p:\Wre\ldl. ht
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Page IS
Pub 1i c Wo rks.
Hum;;:n Services
o
Human Reso~rces -Pers~nnel
Purchasing
Stores
Repro
Clerk
Facilities Manage~nt
Police
Utll itiES
16. Planning Staff
17. NIMBY'S
18. Cilizens A~visory Co~ittee (COBG)
19, Pal ~ Alto Weekly/San Jose Men:ury News
20. Margaret Ash/Albert Doe/Bob
21. Ad-Hoc Housing Group
ZZ. Constr~ction workers on federally-funded jobs
23. Citizens
24. Homeowners
25. Arcnitects
26. Contractors
27. Business owners
28. City Council
29. P1 anning Corrrn1ssion
30. Architectural Revie~ Board
31. Historic Revie~ Board
32. Comprehensive Plan Ad~isory Committee
33. Human Resources C~issiQn
34. Realtors
35. Civic' Orgarlizations
36. Media
37. Oth2r government ige:'1cies
38. Stanford
39. PAUSe
40. Transients
41. Tourists
42. Com~la.iners
43. Students
44. Volunteers
45. Other countries
46. Zoning Administrator
47. Neighborhood Associations
48. COrido AssOCiations
49. -Gardeners
50. Alcholic Beverage Control
51. Merchants
52. Sign contractors
53. Attorneys
p: \sharl!~\.mI::tl. 1st
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Pag:e 16
o Anachment E
TRANSPORTATION DIVISION ACTIV!TlES
Traffic Qperatit1ns:
Establish traffic signal timing
Conduct traffIc signal warrant studres
Design traffic signals 'new or modify exiSting)
Preps,.,e traffic signal coordination data
Respond to citizen complaints/requests
Oevetop signa! agreements with the State/Coumy/Stanfora
Traffic signal central control system
Manage signar construction contracts
Review existing & design new srgning, Striping, and pavement markint;js for annual
street resurfacing projects (P.W.). roadway improvements, development projects,
and parking lots
Keep abreast of current tlaftic erlgineering standards
Evaluate stop sign requests & update stop sign system map
Review & evaluate requests for informational signing
Review & ellafuate signing/striping plans from other agencies, developers, etc.
Review accident records to identify high accident locations, analyze high accident
iocations and develop solutions
Review/analyze k)cations with 5 or more accidents on school commute routes &
deve lop solutions
CO,lduct traffic control training sessions for field crews
Review fatal accidents
Accident analysi.s for special studies & speCial requests
Work wrth State/Courty to resolve problems at high accident locations
Identify, evaluate, recommend, design/construct safety & capacity improvements
Evaluate changes to alleys [parking & circu!ationJ
Respond to cfaims & lawsuits
Collect &. evaluate technicaf data and evaluate field conditions
Responses to fmerrogatories
Depositions
Subpoenas
A.esearch files & technicai manuals
Speed Surveys
Collect ffeld data (speeds, volumes, accidents, roadway features)
Analyze data
Recommendation/Report to Council (whh ordinance; 5 year cveres)
Provide survey information to courts, public, police
Page 1
6118/93
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Traffic Volumes
Citywide Traffic Flow Map (periodic updates)
An:'1ual intersection rYtOnitoring for ,,~ Citywide EiR & [.2) CMA requ'lremenrs
Miscetlaneous counts for studies, complaints, soecia! requests
VMS per'Tlai1ent COIJnt stat,ons
Prepare & manage traffic count contractS
Level of Service
LOS calculations for CMA intersections
~ LOS calculations for special studies
Truck Routes
Respond to truckers regarding acceptable truck routes in Palo A'to
Evaluate reQuests for exemptions
Interpret truck route ordinance
Re'\liew & update truck route map/ordinance (including state/federal legislation)
Review & update truck route signing
Parking Management
Specify quarterly permit allocations for business distdct lots/garages
Conduct perking surveys {utilization, turnover, sleeper, ne'ghborhood intrusion,
needs/deficiencies
Manage allocation of pubfic/permit parkins spaces in lots/garages
Parking structure feasibility studies
!ssue construction/maintenance parking permits
Special ellent parking
liaison with Chamber af Commerce, CAADA
Rev~w/c.tesign parking facillty layout (to maximize parldng availability and
conformity to ADA for safety and circulation reasons)
P.esidential permit parking
Update zoning ordinance p::lfking requirements (including in-lieu parking)
Spec:iaf parking zones (red, yellow, etc_I
Set parking permit fees
Evaluateldesign parking facHity signage
Review on-street to gain more spaces
Participate in parking assessment district formation
Resorve parking problems resufting from City construction projects
PrQiect Revjew
Reviewdevelopment plans to include traffic impact analysis, parking. street access,
circulation, mitigations, bicycle, transit
Prepare scope of work for traffiC impact analyses and EIAs for major projects by
others
Review traffic impact analyses and EIRs
Monitor and prepare annual report on status of transportation mitigation measures
Maintain records of transportation impact 1ee accounts
Page 2
6118193
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Respond to Queries from the public and City staff
Perform traffic impact analysis, l':1clud,ng tr'tp generation, distributior:, and
assignment
Neighborhood Traffic Management Studies
Data collection/analysis
Neighborhood outreach
Ider.tificatfon and evaiuation of alternatives Croad bumps, diverters, etc)
Cost estimates Wave,rley/Addison Ventura/MatadefO
fmplementation Pope/Chaucer University Ave
Hamilton Aile BJke Blvd
Wiflows
BicYCles
Staffing for Palo Aito Bicycle Advisory Committee (PA8AC)
Maintain/update P.A. Bikeways Master Plan
Identify & plan bikeway system improvements
Bike Boulevard Extension
Embarcadero Ad Bike Bddge/Path
Alma Street Bike Bridge
Sand Hill Road Bike Bridge
Informational:cirectronal signing
Design & install bike parKing facilities (bike racks/lockers)
Administer bike ~ker rental program
Safety & aCCident anc.dysis
CorlCfuct bicycle counts
Project review for bicycle parking facilities
Produce and distribute bicycle route maps & safety tips flyers
Respond to informational :equests
Revise zoning ordinance bicycle parking requirements
Transit
Review and evaluate requests from transr~ disHicrs for bus routings, bus stop
improvements, services changes
Liaison 10 four transit districts {CaITra;n, OUrTlbar!on, SCCTA, SamtrallsJ
Review and comment on short and long range transit plans
Respond to jnfvrmational requests
Transportation Services
Administer Project Mobinty p~ogram
SoljciUmanage service contracts (taxi/van)
Establish program guidelines/service parameters
Maintain enrollee database
Prepare quarterly reports and f:md!ng apprlcations
Participate in paratransit coordinating council
Disseminate information to agencies;citizens
Answer questions/resolve en~ollee service concerns/make referrals
Process refund requests/ttcket exchanges
Page 3
6118193
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MargLOerite Express Shuttle
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-Jointfy sponsor with Stanford University planning & funding
CarpoollvanpooJ permit program
Design & administer program
. Contract tor parking attendant services
Administration of bike locker rental program
Maintair. rental records, wait lists
-Repair and replacement
CapRa I Improvement Program
Develop and propose projects
Feasibility stud i es
Planning and design
Construction or jmplementation
Preparation of request ror proposals, final plans, and specifiCations, b;d documents,
advertising, etc.
Right-ot-way
examples:
California Avenue Feasibility Study
E~barcadero BridgefPat11 Extension
Bike lane improvements
Major intersection improvements (Page MilifFoothili & 3 othersj
Downtown traffic controllers
Meadow Waverley Traffic Signal
Embarcadero/Town & Country traffiC signal
Pedestrian grade separation at railroad
San Antoniorriwy '01 traffic signal
los Trancos Road
Bike Boulevard Extension
Regional TraosQQrtation A-tlivftif's 'staff liai~.2n.l
-Congestion Management Agency
-. liaison to LOSlModeling and CIP Subcommittees
-Monft:oring and annual reporting on CMP network
• Peninsula Rail/CalTrain
Local Transportat~n Agency
MTC/Regional Transportation pjan
Caftrans
Santa Clara County Transportation Agpncy
Stanford UniverSity
Santa Clars Valley V/ater District
-East Palo Alto
--~-.. -
Page 4
6f,8/93
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Funding AQ plication s
ISTEA ICMAQ/STP)
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TDA Article 3 (bicycfe/pedestrian projects)
SCCTD (Project Mobility)
AB 434 Ibus shuttle projects)
Specjal SnJdieslMajar Projects
Comprehensive Pian Update
Sand Hill Road EIR
Stanford West Elf!
CMA Defic',ency Study
San Antonio 101 ramp metering
Palo Alto Medical Foundation
~~
Co-chairlliaison to City/School Traffic Safety Committee, inclLiding monthry
meetings
Conduct field stlJdies, including adu~'t crossing guard warrant studies, schoor
zone signing, striping. crosswalks, pedestrian signal timing. ~chool parking
Iotiaccess, safety patroi warrants
Prepare and disseminate school safety information & materials ':0 schools
Conduct speciat school corridor srudies
Design and implement school commute safety improvements
Coordination with Potice & Fire and school issues
Speciaf Permits
Process ove(s ize v~nic Ie, encrOBC hment, and co nstr uc tio n Ima i menance permits,
includrng house moves
Coordinate with UtIlities, Police, and Public Works
Check fietd conditions
Meet with contractor/apprfcants
Re ..... iew insurance
Review Traff;c CQIltrot Plans
For special events, construction projects and maintenance proje:::ts {PG&E, Pacific
Bell. SCW/D, CPA Utilitjes & pubric 'Narks, bicycle races, street faires, 250
University. etc.}
Compraints & Requests
Receive and rag complaints from Citizens,
Council, or Board Members
Send initial response parking, visibility
Field reviewfdata collection special zones, stop signs
Send final response road bumps, dangerous conditions
fssue work order, if necessary neighoorhood studies, etc.
Respond to special requests fram Council
Members that equate to "mini" traHic studies
Pr~nt & provide documents, maps, report. surveys to public
Page 5
6/18/93
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Admini$trat'on
Disseminate Information Re Division Programs. Project'S., Technical Materi.:i/s
Project Mobil ity
I?.ike Locker Rentar program
park:ng permits IC&M/parking lot)
speed survey & traffic count data
bike policies/projects
oyersize vehicle permit requirements
sti::ltus of various projects
Counter coverage {issue permits, provide documents/materials to look at/take.
copy materials, blue prints. Project Mobility ticket refunes, WI out bike rema!
formsJ1ssue k.eys, d'issem'tnate info above)
Investigate cilizen concerns re projects (i,e., who! dept, nas put up "NO
PARKING· signs, what dept. is digging up the street, how long will a project
take, who do I contact to file a claim because paint. ma'athion, etc, got on my
·whatever· .l
Refercans/written requests to other deptfage"cies IJncludlng phone investigation
to determine which agency/dept handles concern)
Word processing (produce/edit drafts, finaiizeforigrnate letters, memos, CMRs,
Quarterlyfother reports, RFPs, funding app!icalions, etc.
CouncH Packet (produce OJ edi( drafts, circulate, check status of re'"..iew,
incorporate comments~ final, prep for copying. take to EOC, mail to cc fist, log
& fije, send via computer to File library
-Payments/keeping account balances
Purchasing {enter PRs for materials.lservices, order office slJppries}
Contracts (Scope of Work, enter PfI, type up agreement, hand carry for
signatures, photocopy, mail,l
Stocking divfsion information (maps, forms, handouts)
Filing (updating main files~ periodic archiyjng of material)
Maintafn bike locker program rental & wait lists, send notices when locker is
availab:e or payment due
Photocopies/faxes/bfueprints (Includes tin-Ie preppin 9 documents for Repro)
rncoming/outgoing mail (daily and bulJt'. ma;ringsJ
Phone coverage
Arranging meetings
Division Management
Budget Preparation
Employee HiringfEvaluatlon
Staff meetings (Administrativetproject specific)
Professional Deyelopment
C:\M08\ActiYlt'i Page 6
6/18/93
•
City {Internall
Attorney's Office
City Manager's Office
ADA Director
Finance
c u S t 0 mJtLl!
Pubric Works Operations/Engineering
Pfenning &: Community Environment
Police Dept
Fire Dept
Social & Community Services
Uti'ft,~s OperationsiEngineering
Citizen Groups/Boards & Commissions
Neighborhood Associations
Palo Alto Bicycle Advisory Comminee
Para Alta Unified SchoOl District
PSieot-Teacner Association
City/School Traffic Safery Committee
City Council
Planning Commission
ArChitectural Review Board
Cafffornia Avenue Area Development Association
Chamber of Commerce
Research Park Emplovers
Ad Hoc Citizen Groups
Utilities CommiSSion
Urban Desrg n Committe e
Dream Team
Senior Center of Palo. A.ho
Regional Agencies
Local Transportation Authority
Congestion Management Agency
Stanford University
Surrounding CitIes
sec Transportation Agency
San Mateo County Transportrnion Au1hority
Metropolitan Transportation Comrnlssron
Caltrans
Joint Powers BoardrC8!T~aln
County Transit Agencies
~..J,L~Ll.J)mers Cont.
Page 7
6/18193 .
•
Public Utilities & Contractors
Pacific Bell
PG&E
AT&T, Mel, Sprint
Cable
5am3 Clara Valley Water District
Ground water monitoring companies
Genefal &: sub contractors
General Public
Senior citizens
PeoPle with disabilities
Truck drivers
Attornevs
Emplovees of county transit agencies
Tra:lsit riders
People who receive Citations
Architects
Engineers
Real estate a gents
Motorists
Bicyclists
PadesHiaf"ls
Commute rs
Parents
Stud2r)ts/kids
Residents
Business owners
Non-regional agencies/residents
Traffic COurts
De'Velopers
Page a
6118193
-'.<
INSPECTION SERVICES DIVISION
MISSION DRrVEN BUDGET
Codes and ~tandards
Uniform Codes
Uniform Building Code
Uniform Plumbing Code
uniform Mechanical Code
National Electrical Code
Uniform Fire Code
Building Code Standards
state Mandat~~
T-24 Energy Regulations (CEC)
T-24 Disabled ACCeSs Regulations COSAl
T-24 Disabled Access Regulations (HCD}
T-24 Historic Buildin9' Code (SHBCB)
T-24 Manufactured Housing (HCD)
T-24 Sound Trans~i$sion
T-19 Day Care , Home occupancy (SFM}
Palo Alto Munici::::a_l Code
4.54 Massage Establishments
4.55 Adult entertainment
4.56 Hot Tub/Sauna Establishments
9.10 Noise
9.49 Obstructing streets & Sidewalks
9.55 Abatement of Nuisances
9.64 Abandoned/Inoperable Vehicles
12.~2 Encroachments
12.16 Underground utilities
16.09 Sewer Use Ordinance
16 .. 20 Signs
16 ~ 24 Fences
16.28 Excavation/Grading
~6.42 S~ismic Hazard Identification
16.44 Fallout Shelters
16.4S. ARB
16.49 Historic preservation
16.52 flood Hazard Regulation$
16.56 Disabled Access Regulations
Title 18 Zoning
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ritle 21 Subdivisions
.. Whatever flO knows what to do lr'ith --transfer to,
Builcing! !
~nter Activities
Accept permit applications.
Screen for zcninq, flood ~one, JL~B, T-24,
Check for Wurkers Compensation, valid C~L.
Accept fees, calculate fees.
Enter permit/plan check data.
Route plans to depart~ents/coordinatQ.
Answer ~statusn calls.
Mail notices (ready, expired, etc.)
Prepare documents for subpoenas, etc.
Send and receive faxes.
Process utility disconnects.
Issue permits -all types.
Renew permits/cancel permits.
Plan Check Activities
Many fUnctions of counter.
etc.
Review drawings for compliance with codes and standards
(OS-GT-FulllReview structural calcclations, T-2424
Review existing building documentation.
Prov~de code interpretations.
Meet with clients.
Perform "recheck".
Answer ·status-calls.
Play "What if" with clients.
Coordinate ~ith other oepartments.
Administration
Budget preparation and monitoring.
Preliminary review ~ith clients and ~taff.
Resolve code interpretations/disputes.
Play -how to" with clients.
Coordinate pr~cess with departments and agencies.
Emplo~ent issues.
Establish policies and procedures.
Review code changes and legislation.
Implement technology.
Respond to claims and litigation.
Education/professional development.
Field Inspection
Perform inspections of construction for compliance with
codes and standards.
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Enforce cor.ditions of approval.
varity special inspection reports and tests.
Answer/respond to code questions.
Coordinate with other departments and agencies
(Utilities~ Fire, WQC, Public Words, SCCHD, etc.)
Inspect for Use and Occupancy.
Record inspection results.
Follow-up on violation notices.
Otf hou~s special inspections.
Review code changes, interpretations.
Keep up to date on technolo~~.
Resolve disputes.
Prep plans for microfiche.
~Compliance
Co~plaints {bushes, encroachments, vehiclesj
ARB I cc. PC. ZA conditions of approval.
Sign inspections and information and violations.
Fence inspections a~d information and violations.
Zoninq Violations.
Property maintenance.
Noise (construction) and lighting.
Gt"adinq~
Accessory structures, tree houses. and skateboards.
Encroacbm..:=nts.
Trash, rats~ vermin, health issues.
Coordinate with other departments and agencies.
Neighborhood mediation.
Final Inspe~tion/Sonds.
Graffi t1.
Support Staff
Inspection requests.
Verify permits.
Schedule appointrncnt~.
calls for service (complaints).
Use and occupancy information.
Permit information (fees, process, forms~ etc.)
Plan review status.
Inspection status.
Monitor budget.
Supplies, PR, contracts, time cards r forms.
Filing, typing, phon@ messages.
Certificates of workers Compensation.
Use and Occupancy permits/mail-in permits.
Research Reports
Hgusing Imprgvement
Process loan applications.
perform work write-ups.
Obtain credit reports.
.. .
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Make p~ogress payments.
Deal with HUO.
Rental rehah projects.
Review HUD regulations.
Maintain records for MUD>
Set up loan.
Payment draw down.
Hold recipients hands.
Assist COBG wit~ projects.
Review section 8 properties.
More BUD reports.
CUstomers
Architects, engineers, desi9ners.
Homeowners, neighbors, NIMByls.
Realtors, appraisers, lenders, escro~.
cit:: departments (a 11) .
Other cities.
County aqancies {health, ~ssessors; ~eltare, housing).
Federal agencies (EPA, Post Office, HUD}.
Permit expeditors.
Contractors, subcontractors.
Superintendents, foremen.
Labor unions.
State agencies (CEC, aGA, HCO, SFM, BSC,
Consumer Affairs).
Non Profit Agencies.
Insurance companies.
Facilities groups.
Citizens.
Neighborhood associations.
Merchants, tenants, peddlers.
Media.
Disabled community.
Political boards and commissions.
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ENVIRONMENTAL PROTECTION DIVISION
ACTIvITY
Review and disseminate technical information
Read technical journals and reports. summarize for
newsleHer articles, staff reports.
Read and understand laws and tcgulations governil}g (he
envirooment.
Assist olhers with interpretation.
Review technical reports by consultants performing
groundwater investigation and/or cleanup. Relay l'elevant
information 10 affected panie!! or those requesting such
information.
Read and comment on technical memorandums.
ACfIVITY
Review, comment, and n~ake ;-ecommendation.s on Environmental
Iinpact Reports, Environmental Assessments, and site assessmenlS
Review and COlnment on phase I and Phase n real estate
assessrn.ents for exis.ting or pros'jleClivc City~owned 0
propertIes.
Assist Finance in defining scope of work for consultants
performing (COli estate site asSessments for potential Cit)'
land .:J.cquisJtion~. Revie.w proposals received and help in
selection process for consultant contracts.
Review EIRs and EAs for pliUlning devel(Jpmcnt projects
upon request, make Conlnlcnts and rccornmenllations.
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Review J oo.mment, and make recommendations on local, statewide
and regional environmenlll! policy documenls.
Attend workshops. hearings, and seminars considering
policy decisions regarcling air quality, water quali\y, land
use, species preservation, hazardous materials management
and other environmental arenas,
P&rticipate in technical ad\lisory g~oups or committees
convened to assist regulators in formulating environmental
policies and guidelines.
Review the San Fr.ncisco llay Basin Plan. the local air
district', Clean Air I'lan, and policy documents issued by
the State Water Resources Board and the San Frandsco
Regional Water Quality Control Board, the Air Resources
Board and the ll.y Area Air Qualily Management District.
the Integrated W .. te Man.gement Board, and rile United
Stales Environmental Protection Agency, eValuate for
impacts on City, residents.. and induMry; provide analysis
and comment
Review and comment on the Santa Clara County Hazatdous
Waste Managemettt Plan, legislation to move its
authorization forward. and workpl .. , of the Santa Clara
County Hazardous Materials Advisory Committee. Report
to Council on these mCllters.
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Make recommendations to Council and/or the City
Manager, Planning Director and o(!wr stafr 01\
misccllaneou. environmenlll! policy documenls,
Assist other department, with modifying policies and
procedures regarding hazardous m.teri;>!., preparing
guidance do.:.uments for the public
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Coordinate development of toxic/hazardous material:'!,
environmental protecrion and pollution prevention. policies,
procedures, and guidelines
Participate on Metals Advisory Groul> advising RWQCP on
Best Management Practices, sewer' ordinance language, and
enforcement policies for metals waste reduction and
pollution prevention.
Participate on lCA;hnical advisory group to Santa Clara
County Hazardous Materials. Advisory Committee in
planning technical guidance documents and workshops. to
assist small bu~iness with environmental compliance and
pollution prevention.
Pre-pare staff reports 10 Council on the Santa Clara County
Hal.ardous Waste Milnagement Plan, incorporating the Plan
into the City's general Plan, and decisions regardlllg the
Plan.
If a proposal is made to sile a commercial hazardous waste
management faCility in Palo Alto~ coordinate the formallnn
of a local advisory comnlittec, (0 assure that the
procedures, critcda, and guidelines ouliined in the Tanner
bill and the county Plan are followed in the approval or
disapproval or the proposal,
Participate on Bay Area Hazardous Waste Reduction Com
miUec, attend statewide Pollution Prevention Roundtable.
Meet and coordinate with Fire Department, RWQCP.
Public Works, and Utilities personnel on envlfonmental
protection matters.
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ENVIA{JI'o'Mf" .... TAI-I'ROn:cnd/'II IJlVIS{UN
ACTlYITY
Assist with enforcement ['oordination
Respond to inquirieM (rom Fire, RWQCP, Pu~Hc Works,
Oi,trict Attome~. RWQCB, DTSC, SCCo Heallh, and
other' regulatory 8.gerlde~ on environmelltal records,
personal imowlooge, and pertinent inform~lion in files on
prospective enforcement targets..
Set up and facilitate mcctirlgs and conrerences between
regulatory bodies to coordif1ate enforcement efforts.
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Chair Hazardous Material. Coordinating Council (HMCC)
Set meeting ",hedule. reserve room, schedule topics .nd
speakers, notify Fire Depart ..... ,,1 ann RWQCP of meeling.
Prepare and send out notice of meetings. This is usually
done along with a newsletter.
Chair Ihe meeling. sel \he agenda. keep notes On
diSCll~sion.
Report to HMCC on current environmental issues,
Use HMCC as forum to educate public on City
environmental program'S, pol1ution prevention. upcoming
programs and policies relating to en.virQllmental protection~
uShlg speakers from divisions with lead re.'ipOnsibility fen'
such programs
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Monitor contam~ sites, provide. information \IJ OiliClS on status
of investigation and cleanups, maintain related r, te$ and records.
Receive, read, code for tilrJ1.g and file technical reports and
Cotre!Spondence related to the siles.
Sct up tiling system. records maintenance and retention
policy and procedures.
Rcvie~ m~terials. e~ll'aCl pertinent information for 0
relcn.tlon. (bscard l'cmounder. .
RC!Io"J)Ond to inquiries about status of particular siles, types
of contamination, progress of invr,srigatiQn and/or cleanup.
Prepare rcpons to Council and m~'3gemt:nt s~.aff on
cleanup status..
Respond [0 real esta:te agcnts. cOrJ:sultants, and cxistlllg and
prospective homeowners Inquiries on proximity of
contamination \0 specific properties.
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Coordinate toxiC/hazardous materiaJs, eQvironmental protectiod,
and pollution preventiOQ communications
Coordinate m""tings ~ctw""n operational staff of Fire,
RWQCP, Building on permitting, inspection, enforcement
matters.
Relay information to departments on proposed and/or
enacted regulations or laws.
Act as focaJ point for interested parties to contact City on
matters related to htuardous materials.
Write, type, and edit memos, reperls, and letters on
environmental topics
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Provide information On environm~ntal issues and City programr
Prepare Council staff and informational repons.
Prepare and distribute bimonthly Environmental Fonurr
newsletter.
Respond to inqUiries (rom other agencies. tbe public. and
City stafr.
Us. HMCC as forum for highlighting City programs, •
hazardous materials permit applications and inCidents,
providing updates on (hr. RWQCP, mr.ans of disseminating
information and fostering discussion of fX)licics and issues.
Prtpare utility flyers, fact sheets,
Maintain a public information (;)ck on A level of City HaH
wirh environmental information.
Collect environmental information from other agencies,
plJblications, and other SOllr'f;;eS aIld maintain a reference
file and library on environmental topics for the use of
a.nyone whu asks,
Respond 10 inquiries on environmental muliers.
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Support the aCtiVItIes of the Santa Clam Count)' Hazardous
Materials Commitlee
Sudget the City" share of tinancialsupport for Committee
workplan and activitiC:5.
Attend monthly meetings, review workplans, COmment on
proposed actions.
Participate in small business tc<:hnical advisory group, help
with planning environmenfal compliance/pollution
prevention workshops for specific commercial and
Industrial activities. Help 10 public.i:re such workshops.
Relay info,mation about the Santa Clara County Hazardous
Waste Management Plan and Committee activities.
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Track and review relevant legislation, rulemaking, and technical
guidance on environmental matters; comment, recolnrnend chrange5
and/or position
Provide comment and compose letters of support or
opposition for City Manager on proposed environmental
legislation affecting City or its industries or residents
Attend hearings and workshop' sponsored by rulemaking
bodies, provide comment on proposed regulations
Review technical guidance documents and translafe into
layman's language for small business and City departments
Attend professional and industrial groups to exchange
infotmation on pending or enacted regulatIons or legislation
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Assist with environmental compliance and pmvide education on
pollution prevention
Distribute pollution prevention maleti.b to ,mall
bu.;"" ... s,i ... i.! Santa Clara County llazardou. Material.
Advi$(lry F.0mmiuee with (ormatting and presenting
workshops for small bu.ine~, on waste rOOutlion and
environmental compHance
Give information to residential and indus/rial eaJlers a"
proper wa.te disposal practices
Prepare bimonthly newsletter on environmental topics.
distribute \0 City manager" industry representatives, and
reshlents
Make presentations to community or professional ~roups on
waste reduction, pending tegislation and/Qf reg\ltatioCls
Provide classroom ins1Nerion Oft environmental issues
when requested hy scOOoI.
Prepare fact shoots On cnvironm.enW issues
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Conduct admiIlJstrativc and cierical tasks associated with division
operation
Prepare and justify budget, track expenleS and account
balances, reappropria.te or encumber funds
Select supplies, se",i«os, lind equivment lind prepare ,
paperwork for purch.sing
Type draft and final memos,
documtnts
report<, le!ters. aod 0
Write, roll lind lype bimonthly new,letler
Learn various ~ftware progfams for doing division work
Evaluate and SI.".lcct computer equipment a»d accessories for
usc in division's work
Sort, read, and file correspoi\dence MO oth~!' mail
Prepan! status reports, quarterly repons. on divi~ion.
activities
Proofrc<\d t100umcnls
File resear.ch, rctncvc:, re:file documents.
Prcvar~ lime (aId, track time ~pc:nt oy aC'C'Qunt Ilumber
Work art MiSSion Driven lludgel (lin\e swamp!!!!)
Make topics, collale, assemble, send f iUCS
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ACIIYlIY
Act as department safety coordinator
Schedule and conducf monthly safety committee meetings
Prepare agenda, keep and distribute minures
Monitor department·s compliance with SD19S
Review accident reports, safety inspeclicJn repons
Conduct safety inspections 0
Proyjde division hetu1s with suggested materials for tailgate
safety meetings
Coordinate getting MSDS from purchasing {Of hazardous
materials used in dcpanment
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Review City environmental ",rely lraining need,
Re!lpond to surveys. questionnaires
Compile information on City envirollmental programs and
policies, environmenw protection taSKS
SU\"lCy olher agencies for environmental programs and
information
At request of City Manage.r. Gmwene department
representatives to examine City response to global and
regional environmental protC(..'tion issues
Act as department liason (or selection of consultant, scope
of work, and review of documents. for the Palo Alto
Regional Water Quality COr1~rol Plant Reclamation
Program, and ana1y~is of Environmental Impact Rcpon
Serve on City internal committees
Managel"~s Forum
NOflpoint Source Progl'am
Water Conservation
Databa.se s.oftware e· .... aluation
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F./'I'VIRONM£l'(TAI, rRYTV:llON IllVllilON
ACTIYITY
Customer service
Respond to complaints. inquirie'S., requests. for serv_ce
alld(or information
Track City re,po"" 10 above, follow up wilh card andlor
letler if not imme<1iately tcsolved
Refer to appropri.u: party fot response if I can'l satisfy the
request myself
Prepare quarterly reports on complaints received by the
division
Answer inquiries on a vanety of environmental. topics, .send
(lut copies or materials in files and hbrary
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Training and professional developmenl
Atlend tnunlOg courses, seminar., and ""'whop, in
environmental management and protection
AHend lraining in software programs
AUend City sponsored safety and management classes
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F1¥VIRONMQiTAL 11WTE(:nON OIVlliitl/01
CUSTOMERS
City Council
City Manager
City staff
.ResidenlS and prmpectiv~ ~idenlJ
Industry representative.
Stanford wds Management Co.
Community organiutions
Environmental organizalions
Students
._'I!"'I"'l:~-
Consultants fi
Real CState agents and assessors V
Regulatory agencies
California EpA.
IJSEPA, Region 9
DepartmeJlt of TO-lic Substances Control
s.nta Clara and San Mol"" County Health Departments
Air Resources Board
Bay Ar(',J Air Qual tty ManJ.gclntnl District
Stale W.uer Resources Board
Regional Water Quality Control noard
Integrated Wasle Management Board
San }J'(ancisco Estuary Project
Bay Area Dischargers Amhority
Neigllboring cities
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California Department of Heallh
Santi Clara County Office of Toxies Conlml
Authors, newspaper l'cporters
'fl"'dde associations (SIA, Mel;Jfmishers. Primers, Dry Cle.lners,
Automotive)
Indu,llial associations (PillA., SCCMG)
Business owners
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Attachment H
DIRECTOR Of PLANNING AND C~UNITY ENVIRONMENT
WORK ACTIVITIES AND CUSTOMERS
Departmtnt Administration
Week1y meetings with Di~fs?cn heads --group l individual
~eekly coardinat'on ~ith Planning managers
Quarterly reports
Budget --review ~"d mQnitor
MissfoM Driven Budgeting
Management objectiv~s and VMC
Re\o'iew and edit all ma.terial prepared for City Council packet
Reviev nt~$papers, Counci1 packet and oth~r ~ources of information to
coordinate disp~rsal to departme~t and other City staff
City Administration
Weekly SHG meetings
W •• ~ly ~eeti"g with City Hanage"
Agenda planning
W~rk objective. for June
-Respond wnen City Manager and/or d~partment heads want participation on
specific issues (e.g., graffiti, E1 Camino Perk lfase)
Oepartment head ~nd other inter~iew$/evalu3tions
Review and comment on leqis1ation
Public/Private Committ ••
Teurs of Palo Alto
-Organization Re~i~
DevelOPment Monitoring
Meeting with S~ applicants and potenti.l applicants
Ans .. " Questions --public, City staff
PAIIF
Stanford West and Sand Hill Road Extension
JI. eaer
Approve/act on ARB actions
Review/act on 18_99 applications
Review and Sign off .11 enviror~ntal d~tu",ents
stanford
-~nthly coordination meetings
Perl odic project-related meetings
Review and route Stanford Un;v~rsit1 development applications
toord1nate Stanford/Santa tlara County issues (d~v~lopment re1ated)
Project-specific involvement
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Reqional/Subre9ional
Congestion Management Agency
• Tec~nic.l work (TAC, land Use, Site' Design)
• Brief e1etted representataives
• Prepare staff reports
o Technital/political networking
-Santa Clara County coordjnat1on
Henlo Park coordination
Mountain Yie~ coordinatiDn
PAUSD coordination
Revi~ and ~omment on retional planning documents (ABAG, BAAn~. MIC)
Bay ViSion 2~20 . monitor activities and legislation
8ay Area Coune il
• Housing C~itt~e
Silicon Valley JOint Venture
• land ~se/housing committee
comprenensivg Plan
TAG mee-tings
CPAC meetings
Process management meetings
Review l;mit~ amount of written material
Prepare very limited amount of written material
Provide ger,eral gUidance
6/l2/93
p:\Mar.""" ........
C!l8§/Hou.1n9
Monitor ictivities
-S ... ~roj.ct-sp.cific io,aJvement (e.g., Sar'.r Hotel. lytton IV)
If nece3slry. meet ~lth HUO
log"lrles/Complaints
liste.
Direct items for cther$ t~ respond
Review draft responses
Coordinate MU7ti-dlvision or multi~depart~nt items
Respo~d .~ written and ~erbal
Cprporate ~lannjnQ
Stanford Research Park Study follow-up (limited)
[cDnomic Future Study
• Follow up (pu~lic. Counc11~ stiff) ~n the 4/93 report
• ~9r.phic analysi.
• Comme~cial/office revenue ~nalys;s
6/22/93
.~.mdb
•
~ RaSpon¢ to ~" •• t\on'fprQv\de Information
• counti ' \~It\.t.d
• St.ff Inlt l •ted
_ p.r
lodlC
c,.,se. t.~d l t.nf.~enc •• very i-' ye"s) ~
tcono.\t O"t'.Q~ C~\tte.
oreali' iao11l
CUs.tOMrs
Depo.tment staff
Cit1 Man.g ••
Oep •• tmeot heads
Othe. City ,taff
Residents --Palo Alto and broader area
t Ity Count 11
Planning C~fssion
ARB
'eopT •• or<lng in Palo Alto
Newspaper reporters
People thal would li'e to live in 901. ~lto
Dev~topment applicants
People ispatted by d.v.lopoEnt p.oposals
B4Jsines.s owners
th..m.r of tommerce
Stanford --staff, students, residents
-local nooprefit organizations
Neighbor~ood organizations
CPAC
Palo Alto HQusing Corporation
Congestion Management Agency stiff and elected officials
Future res1dents~ workers and others that will occupy/use Palo Alto
6/22/93
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