EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: July 5, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Greg Henry, Senior Management Analyst
James Colin, City Clerk
SUBJECT: East Palo Alto Electronic & Digital Signature Policy Recommendation
Receive and file a report on the East Palo Alto Electronic and Digital Signature Policy.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 3: Increase Organizational Effectiveness and Efficiency Background
On February 2, 2021, the City Council held a public hearing and voted to introduce an ordinance adding Chapter 2.86 to the East Palo Alto Municipal Code authorizing the use of Electronic and Digital Signatures.
The City Manager has signed the East Palo Alto Policy allowing and specifying use of Electronic Signatures. The policy identifies current allowed uses (Contract/Purchase Orders and Invoices), manner (DocuSign), and the method to approve additional uses.
In early May, the City Manager approved a contract with DocuSign to activate this policy and staff received their initial training.
During the Fiscal Year 2022-2023 Budget Study Session held on May 19, 2022, the Vice Mayor asked staff to prepare a short report on the status of the City’s Electronic Signatures Policy.
Analysis
The Electronic and Digital Signature Policy currently allows for the use of DocuSign for the Contract and Purchase Order approval process, which includes the signature of the vendor and historically has had to be mailed to the City after signature, slowing the contract finalization process significantly. Using DocuSign greatly streamlines this process. The Policy also allows for the use of DocuSign for invoice approval. Given the large number of invoices the City processes, any improvement in document processing will result in powerful organizational improvements.
In June, training expanded to over 25 staff in the specified processes using Electronic Signature. Staff have used DocuSign to complete over 100 invoice approvals and 10 contracts and purchase orders. While staff are still working to optimize the processes, efficiency and timeliness already have improved.
As the staff gets more comfortable with DocuSign, the City’s Electronic Signature Policy will be modified to accommodate additional document types which will lead to further efficiencies.
Fiscal Impact
None
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” pursuant to 15378(b)(4) because it is a fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant impact on the environment.
Attachments
1. Electronic Signatures Policy