November 2, 2022
Honorable Amarra A. Lee
Judge ofthe Superior Court
c/o Jenarda Dubois
Hallof Justice
400 County Center, 8th Floor
RedwoodCity, CA94063-1655
RE: Civil GrandJuryReport: “A Delicate Balance between Knowledge and Power: Government Transparency and the Public’s Right to Know”
DearJudge Lee:
The City Council of the City of East Palo Alto (City) voted at its public meeting on November 1 , 2022, to authorize thisresponse to San Mateo County’s civil grandjury 2021-2022 report “A Delicate Balance between Knowledge and Power: Government Transparency and the Public’s Right to Know”
RESPONSES TO FINDINGS
F1. The city has no written documentation of its PRA policy and internal procedures, making it more likely that requests could be handled inconsistently.
City Response: The City of East Palo Alto disagrees with this finding. The City has implemented a PRA policy that is adhered to by the appropriate departments.
F2. The city uses a commercially available software application that includes a web portal enabling the public to easily request records and track their disposition.
City Response: The City of East Palo Alto agrees with this finding. The City has integrated a ticketing system that residents can access directly through the City website to submit Public Records Requests online.
F3. Information about how to access public records requires multiple clicks to find on the city’s website, which hinders the public’s access to public records.
City Response: The City of East Palo Alto agrees with this finding.
F4. The City of San Mateo implements a Records Cleanup Day with the purpose of increasing employee understanding of the need to effectively maintain public records, thereby improving PRA request responsiveness.
City Response: The City of East Palo Alto acknowledges this finding.
F5. The city has no PRA request form online, making public access to public records less efficient.
City Response: The City has integrated a ticketing system that residents can access directly through the City website to submit Public Records Requests online.
RESPONSES TO RECOMMENDATIONS
R1. The city council should direct city staff to consider and report back by June 30, 2023, on the creation of a written PRA policy or procedures document for circulation to all relevant staff.
City Response: This recommendation is unnecessary. The City of East Palo Alto currently has a PRA policy in place.
R2. The city council should direct city staff to consider performing a cost/benefit analysis and report back by September 1, 2023, on the purchase of commercially available public records request software.
City Response: Will be completed by September 1, 2023.
R3. By June 30, 2023, the city council should consider directing city staff to place information about how to access public records on the home page of the city’s official website.
City Response: This recommendation is unnecessary. The City of East Palo Alto currently has a place where staff can review submitted PRA requests on our City website.
R4. By June 30, 2023, the city council should direct city staff to review and consider adopting a records management practice analogous to the City of San Mateo’s “Records Cleanup Day.” City Response: The City currently has a retention policy that dictates how to manage records. The City will begin to work with staff to scan, retain, and destroy records according to said retention policy.
R5. By June 30, 2023, the city council should direct city staff to create, on the city clerk’s page of its website, a submittable PRA request form.
City Response: This recommendation is unnecessary. The City of East Palo Alto currently has a submittable PRA request for on its website.
Sincerely,
______________________
Ruben Abrica
Mayor
City of East Palo Alto