The goal of the Palo Alto Single-Family Individual Review program is to ensure that the new and remodeled two-story residences respect their neighbors both functionally and aesthetically. The Zoning Ordinance (Title 18 of the Palo Alto Municipal Code) was amended to establish a discretionary review process to accomplish this goal.

The Single Family Individual Review process is effective November 19, 2001 and will apply to all new two-story residences, new second story additions, and additions to an existing second story greater than 150 square feet. As well, other amendments to the definitions and regulations of the Single Family (R-1) Zone District that apply to single family residential development are effective on November 19, 2001.

Staff strongly recommends discussing preliminary plans in advance with your neighbors prior to submitting an application. As well, you should contact the Planning Division for a preliminary review to ensure your understanding of the process and submittal requirements.

The plans submitted for the Individual Review Process will not be routed to other City of Palo Alto departments for their review.

Therefore, prior to submittal for Single Family Individual Review, the applicant should discuss the proposed plans with the Building and Public Works Department. You should also review the Tree Technical Manual to determine which tree protection instructions may need to be included on the plans. (Tree disclosure statement)

This preliminary review can help to avoid potential redesign and re-submittal of your application and highlight issues (e.g., underlying lot lines, Flood Hazard Area requirements, and structural and energy calculations) that could cause unnecessary delays during the building permit review process.

Public noticing is a particularly important component of the Single Family Individual Review process. At the time of application, staff will provide the applicant with a weather resistant sign to be posted within three days of the application. The sigh should be mounted, either on metal or wooden stakes, or attached to a fence in a location where pedestrians can easily read it. Typically, the sigh would be adjacent to a front walkway or driveway near the public right-of-way or sidewalk. The sign has two "sleeves" and reads "City of Palo Alto Single Family Individual Review Process". Staff will provide you with a copy of the 8 1/2" by 11" size copy of the front elevation drawing submitted as part of the application. The sign must remain on-site until the Director's decision is final. If a Director's Hearing is requested, the public notice for such hearing will be provided by staff and should replace the initial notice.

Staff will prepare and mail a notice to neighbors that an application has been filed and request comments. The notice will be mailed within three days of the application.

Note: It is hoped that the posting signs can be reused and we would appreciate their return at the end of the process to the Development Center.

The Single Family Individual Review Guidelines address second-story issues specifically related to the relationship to adjacent properties and neighborhood patterns and do not apply to single story houses or first story additions. The Guidelines do not prescribe a specific architectural style or design program. Within Palo Alto neighborhoods, there are many diverse styles and each residential lot presents a unique situation.

The Guidelines are divided into three sections: privacy, massing and scale, and streetscape, the fundamental issues that the Guidelines address. The checklist included in the Guidelines and as a separate document in this folder is intended to assist the applicant in describing the techniques used to address the intent of the Guidelines or explain why a Guideline is not applicable in a specific situation. The Guidelines may also be a useful tool for neighbors to articulate their comments on the proposed project.

Applicants for a Single Family Individual Review permit must submit the standard Department of Planning and Community Environment application form. This form is a simple one-sheet document that must be signed by the property owner. It would be most efficient for an applicant to submit an application for Single Family Individual Review at the conclusion of the draft design phrase.

The review focuses on site planning issues, privacy issues related to the placement of window and balconies, and the overall massing and composition of the project including garage placement.

Architectural detailing, construction drawings and engineering studies (except an elevation survey as described in the Grading and Drainage section below) are not expected, and their preparation may add unneeded expense at this phase in the design program. Several of the submittal requirements (see Application Submittal Requirements handout) may require some additional explanation, provided below:

1. Grading and Drainage Plans

The Department of Public Works, as part of any new home application, requires a grading and drainage plan. This plan should be completed prior to applying for a Single Family Individual Review permit as the grading plan includes an elevation survey necessary to establish the existing grade and height measurement. A Grading and Drainage plan is not required for additions to existing homes.

2. Neighborhood Context (Storyboard)

Each application must include a "storyboard", a visual depiction of the proposed project in its setting among adjacent properties (typically two on each side). The storyboard may be composed of photographs or elevation renderings. The intent is that the project scale be shown relative to the adjacent homes.

3. Project Data Block

It is particularly important for the applicant to "block out" how the Floor Area Ratio (FAR) has been calculated. Living area may be identified generally, that is simply described as living area rather than, as an example, identifying bedrooms. Some additional functional room information may be requested, however, if window placement is an issue. As an example, windows located in second story hallways typically have fewer privacy issues than those in a primary sitting area.

4. Adjacent Buildings

In order to assess particular privacy impacts on adjacent homes (and their potential impact on your new house); the outline of the adjacent buildings must be included on the plans. The outline should identify the adjacent building's windows, doors, and primary outdoor living area or areas (e.g., patios). The Development Center has aerials which, in addition to your own review of the site, may assist in preparing this material.

5. Contextual Front Setback and Contextual Garage Placement

As noted in the Single Family (R-1) Zone District regulations (Chapter 18.12.050(m)), there are specific requirements for contextual front setbacks and contextual garage placement.

If the predominant neighborhood pattern (50% or more of the garages on the same side of the block, or 50% or more of the houses on both sides of the block) is of garages located in the rear half of the site, then attached garages shall be located in the rear half of the house footprint and detached garages shall be located in the rear half of the site, and, if within a rear or side setback, at least 75 feet from the front property line. For blocks longer than 600 feet, the calculations shall be based on the ten homes located nearest to and on the same side of the block as the subject property and on the combination of those ten homes and the homes facing them.

Note: In unusual circumstances (e.g., an exceptionally deep lot), staff may support a variance for a detached garage to be located closer to the home than the rear half of the lot as required by the R-1 Zone District regulations.

1. Application

After completing the preliminary steps outlined above, the applicant may submit a completed Application Form to the Development Center. The application will be date stamped, and staff will assign a tentative Review Meeting date. Staff will also provide the applicant with a Notice Sign to place on the subject property as described in Section B.

2. Notice of Incomplete Application

Staff will notify the applicant within 30 days if the application is incomplete and describe necessary items to make the application submittal complete.

3. Public Comment Period

The project description and proposed plans will be available at the Development Center for review by the public. A Public Comment period will close 10 calendar days from the mailing date of the notice that the application is on file with the Department of Planning and Community Environment. Individuals wishing to comment on the project must do so in writing (e-mail's or faxed comments are welcome). Comments must be received at the Development Center prior to close of the Public Comment Period.

4. Review Meeting

Staff will schedule a Review Meeting with the applicant for the next available Review Meeting (typically Wednesday morning) following the end of the Public Comment Period. Staff will meet with the applicant to assess the application based on the Single Family Individual Review Guidelines, R-1 Regulations and comments received during the Public Comment Period.

Staff then recommends either:

- approval,

- approval with conditions, or

- denial of the application to the Director of Planning and Community Environment.

The applicant may revise an application and reschedule another Review Meeting within two weeks, one time only.

5. Director's Decision

The Director will review the staff recommendation and make a decision to approve, approve with conditions, or deny the permit on the day following the Review Meeting. The decision will be mailed within one business day of the Director's decision to the applicant, adjacent property owners and those requesting notification. The Director's Decision is final on the 11th calendar day. The applicant or an adjacent property owner may request an Optional Director's Hearing to review the initial decision and an associated Optional Mediation, as described in the next two steps.

6. Optional Director's Hearing

The Director's Hearing is a public hearing. The hearing will focus on the R-1 Regulations, the Single Family Individual Review Guidelines, and public comments. The applicant (or adjacent property owner) may request an Optional Director's Hearing within 11 calendar days after the Director's Decision is mailed. A Notice of Optional Director's Hearing will be mailed to the applicant, adjacent property owners, and anyone requesting notification and the site will be re-posted.

Following the public hearing the Director's Decision to approve, approve with conditions or deny the permit will be mailed to the applicant, adjacent property owners, and those requesting notification. The Director's Decision is final on the 11th calendar day after the decision is mailed, if no appeal is filed.

7. Optional Mediation

The applicant or an adjacent property owner may request an optional mediation to resolve issues concerning the initial Director's Decision. The Director's Hearing will be deferred for two to three weeks. The City will sponsor a maximum of two mediation sessions. If the issue(s) is not resolved, the Director's Hearing will continue as outlined in step number 6.

8. Appeal to City Council

An appeal may be filed within 10 calendar days of the mailing of the Director's Decision. The appeal will be heard if a minimum of four members of the City Council agrees to hear the request. This action would typically occur as part of a Consent Item on the City Council agenda. If the City Council agrees to hear the appeal, a public hearing before the City Council will be scheduled at the next available date, and the resulting Council action will be final.

Without revisions or public hearing, the Individual Review Process timeline will be between 30 to 40 days; with an optional hearing between 50 to 60 days. If appealed, the timeline will depend on City Council agenda availability.

Following approval of an applicant's request for a Single Family Individual Review permit, the applicant may apply for a building permit.

As part of the building permit review process, the plan set will be routed to Planning Division staff to ensure compliance with the approved plans