East Palo Alto City Council December 15, 2022 Agenda Page 1 of 5
EAST PALO ALTO CITY COUNCIL
SPECIAL MEETING AGENDA
December 15, 2022, 6:30 p.m.
EPA Government Center
2415 University Ave, First Floor
East Palo Alto, CA 94303
NOTICE
This meeting will be held virtually and in-person at the Council Chambers located on 2415 University Ave, First Floor East Palo Alto, CA 94303. The virtual portion of this City Council meeting will be conducted in accordance with City of East Palo Alto Resolution adopted pursuant to Assembly Bill 361.
The public may participate in the City Council Meeting via Zoom Meeting or by attending in-person in the Council Chambers at 2415 University Ave, First Floor East Palo Alto, CA 94303. Community members may provide comments by emailing [email protected], submitting a speaker card at the meeting or using the “RAISE HAND” feature when the Mayor or City Clerk call for public comment. Emailed comments should include the specific agenda item on which you are commenting.
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International numbers available: https://zoom.us/u/aMWYF4KT East Palo Alto City Council December 15, 2022 Agenda Page 2 of 5
1. CALL TO ORDER AND ROLL CALL
2. APPROVAL OF THE AGENDA
(Government Code Section 54957.7(a))
3. APPROVAL OF CONSENT CALENDAR
1. Award of Contract for Street Sweeping Services
Recommendation: Adopt a Resolution authorizing the City Manager to enter into a three year contract in a form approved by the City Attorney, for citywide street sweeping services with Sweeping Corporation of America (SCA), with the option for two (2), oneyear extensions, at a compensation rate of up to $361,750 per year, with service commencing on January 2, 2023.
Appropriate additional funds of $181,000 for the street sweeping services to National Pollutant Discharged Elimination System (NPDES) Fund (F203) budget for the fiscal year 2022-23.
2. Appropriate TOT Revenue to fund Master Temporary Use Permits for Temporary Housing
Recommendation: Adopt a Resolution to appropriate an amount not exceeding $60,000 from Transient Occupancy Tax revenue to fund permit fees and additional City expenses for Master Temporary Use Permit (“Master TUP”) applications for temporary housing with a maximum of $15,000 per application.
3. Proposed Agreement with the Lew Edwards Group to Provide Community Engagement, Polling and Research, and Fiscal Sustainability Consulting Services to the City of East Palo Alto
Recommendation: Adopt a Resolution:
1. Authorizing the City Manager to enter into an agreement, in a form approved by the City Attorney, with the Lew Edwards Group in an amount not to exceed $149,000, to provide community engagement, polling and research, and fiscal sustainability consulting services to the City of East Palo Alto; and
2. Waiving the bidding procedures pursuant to East Palo Alto Municipal Code section 2.84.070(D); and
3. Authorizing a transfer from ARPA Fund to General Fund in the amount of $149,000 and appropriating funds for the same amount through General Fund for such services.
4. Update on City Council Priorities for FY 2022-2023
Recommendation: Accept the report on the City Council’s Priorities for FY 2022-2023.
5. Monthly Cash Treasury Report for October 2022
Recommendation: Accept and file the Cash Treasury Report for the month of October 2022.
6. Purchase of a Police Vehicle and Installation of Emergency / Communications Equipment
Recommendation: Adopt a Resolution authorizing City Manager to:
1. Accept the State bid from Elk Grove Auto / Winner Chevrolet for the purchase of two (2) 2023 Chevy Tahoe Police Vehicles for the Police Department in an amount not to exceed $105,318.50;
East Palo Alto City Council December 15, 2022 Agenda Page 3 of 5
2. Purchase emergency and communication equipment, including installation, from Telepath Corporation for the police vehicles in an amount not to exceed $30,260.00;
3. Purchase two (2) mobile computer units with mounting equipment from GovDirect for the police vehicles in an amount not to exceed $13.075.04; and
4. Waive the formal bid procedure pursuant to East Palo Alto Municipal Code Section 2.84.070(D).
5. Appropriate additional funds of $58,654.54 from Equipment and Vehicle Reserve Fund, a sub fund of General Fund
7. Transitioning the City to Voice Over Internet Protocol (VoIP) and Increase the Purchase Authority with the City’s Office 365 Vendor Trace3 Recommendation: Adopt resolutions:
1. Authorizing the City Manager to enter into an agreement with Lumen Technologies Group to provide Voice over Internet Protocol Services for a three-year term in an amount not-to- exceed $18,650 annually and a total of $55,950; and waving the formal bid procedures under Section 2.84.070(D) of the Municipal Code.
2. Authorizing the City Manager to increase the not-to-exceed amount for the purchase of software licenses from Trace3 to $63,319.70, an increase of $23,371; and waving the formal bid procedures under Section 2.84.070(D) of the Municipal Code.
4. CLOSED SESSION
Personnel Matter (Government Code § 54957)
Public Employment:
A. City Manager
A. PUBLIC COMMENT ON CLOSED SESSION ITEMS
B. ADJOURNMENT INTO CLOSED SESSION
C. RECONVENE INTO OPEN SESSION
D. REPORT OUT OF CLOSED SESSION
5. PUBLIC COMMENT
Members of the public wishing to address the City Council on items not listed on the agenda may do so under this item. Each speaker is limited to two minutes. The Mayor has the discretion to adjust speaking times. In accordance with State Law, no action or discussion may take place on any item not appearing on the posted agenda. The Council may respond to statements made or questions asked or may request Staff to report back at a future meeting concerning the matter.
The exceptions under which the City Council may discuss and/or take action on items not appearing on the agenda are contained in Government Code Section 54954.2(b)(1)(2)(3).
6. INFORMATIONAL REPORTS - NONE
7. SPECIAL PRESENTATIONS - NONE
8. PUBLIC HEARINGS - NONE
9. POLICY AND ACTION
1. Implementation of Online Reservation and Calendar System Recommendation: By motion:
1. Accept staff report on the new park and facility reservation system for City residents;
East Palo Alto City Council December 15, 2022 Agenda Page 4 of 5
2. Provide direction to staff regarding options for linking outside community events to the City’s calendar; and
3. Direct staff to return to City Council with further recommendations for optimal utilization of the City’s virtual calendar.
2. Parking Around City Parks and Facilities
Recommendation: By motion:
1. Accept staff report on parking regulations and enforcement on public streets in and around City Parks and other City facilities;
2. Provide direction to staff regarding the elements raised in the staff report;
3. Direct staff to refer the item to the Public Works and Transportation Commission for consideration; and
4. Direct staff to return to the City Council in early 2023 with proposed modifications to the City’s parking and enforcement policies on public streets in and around City Parks and other City facilities.
3. Public Meetings Options Post-February 2023
Recommendation: Begin consideration of how the City Council and City Advisory Bodies shall proceed once the pandemic state of emergency officially terminates.
10. COUNCIL REPORTS
11. ADJOURNMENT
This AGENDA is posted in accordance with Government Code Section 54954.2(a) This Notice of Availability of Public Records: All public records relating to an open session item which are not exempt fr om d isclo su re pursuant to the Public Records Act, that are distributed to the majority of the City Council will be available for public inspection at th e Ci ty Clerk’s Office, 2415 University Avenue, East Palo Alto, CA at the same time that the public records are distributed or made available to th e City Council. Such documents may also be available on the East Palo Alto website www.cityofepa.org subject to staff’s ability to p ost the documents prior to the meeting. Information may be obtained by calling (650) 853-3100.
The City Council meeting packet may be reviewed by the public in the Library or the City Clerk's Office. Any writings or documents pert aining t o an open session item provided to a majority of the City Council less than 72 hours prior to the meeting, shall be made available for public inspection at the front counter at the City Clerk's Office, 2
ND Floor, City Hall, 2415 University Avenue, East Palo Alto, California 94303 during normal bus iness hours .
Information distributed to the Council at the Council meeting becomes part of the public record. A copy of written material, pictures, et c. s houl d be provided for this purpose.
East Palo Alto City Council Chambers is ADA compliant. Requests for disability related modifications or accommodations, aids or s ervices may be made by a person with a disability to the City Clerk's office at (650) 853-3127no less than 72 hours prior to the meeting as required by Section 202 of the Americans with Disabilities Act of 1990 and the federal rules and regulations adopted in implementation thereof.
DECLARATION OF POSTING
This Notice is posted in accordance with Government Code §54954.2(a) or §54956. Members of the public can view electronic agendas and staff reports by accessing the City website. Under penalty of perjury, this Agenda was posted to the public at le ast 7 2 hours prior to the meeting.
POSTED: December 12, 2022
ATTEST:
James Colin
City Clerk
East Palo Alto City Council December 15, 2022 Agenda Page 5 of 5 Future Meetings:
Meeting Date Time
Cancelled Regular
Meeting
January 3, 2023 6:30 p.m.
RegularMeeting January 17, 2023 6:30 p.m.
Strategic Planning Retreat January 21, 2023 9:00 a.m.