Item No.
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT BARRON III, FINANCE DIRECTOR
CHRISTABEL SORIA-MENDOZA, MANAGEMENT ANALYST
DATE: SEPTEMBER 18, 2024
SUBJECT: ADOPT THE ATTACHED BUDGET AMENDMENT RESOLUTION FOR
ANNUAL EARTH DAY EVENT
RECOMMENDATION
Adopt the attached Resolution authorizing a Budget Amendment for the FY 2024/25 annual Earth Day event.
BACKGROUND
Staff presented the 2024 Atherton Earth Day review report and comments regarding future events during the June 19, 2024 City Council meeting. The Town’s Earth Day event has grown considerably over the years. Community partners Green Waste, Peninsula Clean Energy, CalWater and others have provided financial support and hosted their own booths for community engagement. Increased event coordination of resources, volunteers, and staff have provided an improved community Earth Day celebration experience.
The 2024 event was held at Holbrook-Palmer Park and spearheaded by the EPC subcommittee and Town staff. The event takes a significant amount of support and planning for activities, food, exhibitors, special demonstrations, and outreach from community stakeholders. There were over 45 exhibitors for the event and vegetarian food vendors that provided a connection with sustainability and climate alternatives. There were kid friendly activities that included a bug/insect exhibit, Beekeepers Guild of San Mateo Peninsula Feed Store, and the Knox Play School. Recent events included a clean vehicle show case as well as art exhibits hosted by the Atherton Arts Foundation and students. The 2024 Earth Day held its first showcase of Sheep versus Robotic Lawnmower competition and ADAPT’s fire safety demonstration of proper fire extinguisher usage. The event continues to grow in complexity and attendance.
FINDINGS | ANALYSIS
Adoption of Budget Amendment for Earth Day Staff Report September 18, 2024
During debriefs of the EPC and staff it was concluded that the production efforts to put on the Earth Day event takes up half of the EPC’s time during the year, that steers the committee away from providing recommendations on programming and policy initiatives, for Council consideration, on environmental topics. As a result, staff presented options to the Council at the June 19 meeting for future Earth Day planning events. The option selected was to continue with a one-day event at the Holbrook-Palmer Park with vendors and exhibitors in the same community engagement format that is Atherton centric. The EPC recommended that the Town consider engagement of an event planner consultant to assist staff with the coordination and planning efforts of the yearly event. The event would be organized and run by Town staff and the EPC would provide programming and policy input.
The Town’s annual budget for Earth Day is $5,000. For the 2024 Earth Day event the Council authorized a one-time increase of $5,000 for additional support of the celebration. The total cost was $9,089. During the review presentation staff recommended that with the continued one-day event at Holbrook Palmer Park the budget be set at $10,000 for the 2025 Earth Day event. Staff presented that this budget amount would be inclusive of the full event production and potentially an event planner consultant for event management. The City Council supported the additional $5,000 budget amount. Staff is presenting a Budget Amendment Resolution for adoption to reflect the noted $5,000 increase adjustment to the Earth Day event.
POLICY FOCUS
The EPC is charged under the Governing Committees Resolution to “provide the City Council with recommendations, outreach programs, and education on environmental issues facing the Town’s natural and built environment.” Acting in an advisory capacity, the EPC has the following powers and duties:
a. Upon request, make recommendations (programmatic and legislative) to the City Council on all matters pertaining to the Town’s natural and built environment and the Town’s regional role and responsibilities as one of the communities on the San Francisco Bay Peninsula. b. Pursuant to established City Council programs and policy, assist staff in the creation of proactive community engagement programs for residents, commercial and public enterprises active within the Town’s jurisdiction.
FISCAL IMPACT
The Council traditionally allocates $5,000 toward Earth Day. In 2024, the Council authorized a one-time increase of $5,000 to support the event. For the 2025 Earth Day celebration, the recommendation is to potentially engage an event planner to assist staff with the organization and planning of the event. The recommendation is to increase the budget to $10,000, inclusive of event production and the potential event planner consultant costs.
GOAL ALIGNMENT
Goal B- Preserve Small Town Character and Quality of Life Adoption of Budget Amendment for Earth Day Staff Report September 18, 2024
Goal E- Strengthen Community Engagement and Transparency
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders – to include, but be not limited to, media outlets, school districts, Menlo Park Fire District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
Environmental Programs Committee (meets every other month)
ATTACHMENT
Resolution of the City Council of the Town of Atherton Approving Budget FY 2024/25 Budget Amendment for Earth Day Event