EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: March 7, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Maurice Baker, Acting Community Services Manager
SUBJECT: 40th Anniversary Celebration Planning & Launch Recommendation
Staff recommends that the City Council adopt a resolution:
1. Appropriating $150,000 in general fund monies for planning and execution of the 40th Anniversary celebration;
2. Providing direction to staff concerning the most appropriate motto to commemorate the City’s celebration;
3. Appointing a Steering Committee, comprised of elected officials and community members.
This recommendation is primarily aligned with:
Priority No. 7: Enhance Community Services and Parks
Background
The community of East Palo Alto fought for incorporation multiple times during its existence due to the hardworking, enterprising, and determined nature of its residents. That continued effort culminated with the City’s incorporation on July 1st, 1983. There have been several milestone years to celebrate this monumental effort. While there is a much longer history of East Palo Alto than four decades can contain, there is a need to highlight the work that was done to bring this City stability and independence. As our City is known for its great levels of diversity and strength, there is time for celebration along with the continued work of sustaining East Palo Alto as a jewel of the Peninsula.
Appropriation Request
On June 7, 2022, the City Council adopted FY2022-23 budget at that time, City staff recommended that the Council approve a $50,000 set aside amount from the American Rescue Plan Act (ARPA) fund to contribute towards the planning and execution of the City’s 40th anniversary celebration. The estimates for the event are higher than expected, and staff believes that $150,000 may be needed for the event. Furthermore, due to belief that a celebratory event may not be an eligible use of ARPA funds, staff proposes to use general fund monies for 40th anniversary event expenses and to use ARPA funds for other existing City services that would otherwise be paid for with general fund monies. Staff will return to Council with alternative uses for the $50,000 ARPA funds to request appropriation.
Direction on the City Motto
A commonly known motto of East Palo Alto is “The City on a Move.” Staff will produce various keepsakes, posters and other items to commemorate the City’s 40th anniversary, and staff requests council direction on what motto or tagline should be used.
Appointment of a Steering Committee
Staff desires to involve community members and councilmembers in the planning and execution of this event. This will help the event better represent the vision of our diverse community. Staff requests council’s direction on the make-up of the steering committee.
Analysis
To continue in this tradition, the City is seeking to mark the 40th year of our incorporation with a day of celebration coupled with history marking events that honor the past and seek to drive us in to the future. For us to do so properly, staff is proposing multiple inclusive events that will provide a grand experience that will be memorable until the City reaches the milestone of half a century in 10 years. This will require the efforts of multiple organizations, individuals, and professionals.
Estimated Cost
To put on a successful event, staff is recommending a $150,000 investment from the City to host these events. Staff will also be placing significant effort on seeking sponsorship opportunities to offset any of these costs with the intention of returning funds back to the City general reserve.
Below is a table that demonstrates the estimated expenses pertaining to conducting a memorable experience for our City. The deficit in the maximum cost will be addressed through sponsorship opportunities.
Description Estimated Minimum Cost Estimated Maximum Cost Event Services Vendors $32,500 $40,000
Parade Event $15,000 $25,000
Evening Celebration $50,000 $100,000
Miscellaneous $10,000 $20,000
TOTAL $107,500 $185,000
Retain Vendors for Event Services
On December 27, 2022 City staff issued a Request for Proposals from qualified Event Management Service vendors who could assist the City in its efforts to celebrate the 40th anniversary milestone of East Palo Alto incorporation. The desired vendor would be required to lead the following categories: Event Development, Layout, Timeliness, Communication, Marketing & Promotion, Sponsorship, Event Setup and On-Site, as well as Post-Event Operations. Through this process staff received two proposals by the January 30 deadline. Staff then went in to the review process and concluded with an joint interview of both proposed vendors. From this interview, it was identified that both organizations had distinct levels of experience in each event.
With this information, staff is recommending that Council approve the following vendors to negotiate and execute agreements with . A Monique Affair, headed by Chanda Daniels, is a boutique event planning firm that Staff seeks to retain to lead the efforts to develop an evening of Celebration for our City. The final vision for the event will belong to East Palo Alto with the soonto-be appointed Steering Committee, as recommended below, working closely with the firm to make it an unforgettable experience.
Upbeat Parades led by Ray Pulver has conducted events throughout the US and is extremely knowledgeable about the processes of local government. Having managed everything from small celebrations to nationally televised parades, Staff recommends retaining Upbeat Parades to conduct an entertaining caravan through our City that culminates at one of our most culturally defining spaces.
Official City Motto
As our City is known for our constant efforts of forward progress, former Mayor Larry Moody and Councilmembers inspirationally dubbed East Palo Alto as the “City on the Move,” which continues to ring true to this day. To ensure that we are continuing to push into the future while honoring the significant efforts of our past leaders, Staff is seeking Council input on choosing an official City motto, one that owns our narrative and tells the story of who we are. For the Council’s consideration, staff offers the following:
1. City on the Move: This motto will forever be tied to East Palo Alto. A true representation of the fight forward and the nature of our community members. The progress never stops and 40 years of incorporation while always seeking improvement is who we are.
2. The Soul of Silicon Valley: Not just the gateway to one of the most well regarded and innovative places in the world, East Palo Alto is home to the backbone and most culturally diverse communities on the Peninsula. Soul is sewn into all our cultures and truly cements us as a driving force behind what keeps the Valley going.
3. Four-Ever Forward: Highlighting the great achievements of what our City has accomplished by focusing on the milestone of Four(ty). While continuing to acknowledge our on the move nature through Forward progress forever. This tagline stands for itself and can be continuously re-imagined throughout the years.
Appoint Celebration & Parade Steering Committee
To properly execute these events, City staff cannot be on an island. It will take the voices and expertise of several to properly recognize this monumental milestone. A steering community of elected officials and local organizations spanning all the cultural backgrounds that our City is known for as we rapidly approach July 1st, 2023 is listed below. The recommended committee is:
1. Mayor Lisa Gauthier
2. Vice Mayor Antonio Lopez
3. Nadine Rambeau (EPACenter Arts)
4. Eugene Jackson (Live in Peace)
5. Representative from Comite de Latino
6. Sharifa Wilson (East Palo Alto Community Archive)
7. Tiffany Uhila-Hautau (Anamatangi Polynesian Voices)
Fiscal Impact
Staff is requesting additional appropriation in the amount of $150,000 from the General Fund replacing the previously recommended $50,000 funding from ARPA fund. Staff will return to Council with alternative uses for the $50,000 ARPA funds to request appropriation.
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 in East Palo Alto, CA.
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. Resolution
2. Event Services Vendor Proposed Scope of Work
3. RFP for Event Services Vendors