EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: March 21, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Maurice Baker, Acting Community Services Manager
Melvin Gaines, City Manager
SUBJECT: 40th Anniversary Follow Up Report
Recommendation
Adopt a resolution:
1. Appropriate an additional amount of general funds, not to exceed $100,000, complementing the $50,000 already appropriated on March 7, 2023 to fund the City’s 40th Anniversary celebrations; and
2. Select a motto and logo commemorating the 40th Anniversary celebration.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 7: Enhance Community Services and Parks
Background
On March 7, Staff presented a report to the City Council detailing its efforts to host the 40th Anniversary celebration of our City’s incorporation. Staff presented options and recommended 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; and
3. Appointing a steering committee, comprised of elected officials and community members.
On June 7, 2022, the Council committed to using $50,000 of the City’s American Rescue Plan Act (ARPA) funds for the City’s 40th anniversary celebration; however, on March 7, 2023 staff recommended that the City not use ARPA funds for the City celebration. Instead, staff proposed that the City appropriate up to $150,000 in general funds for the City celebration and to appropriate the $50,000 of ARPA funds at another time toward another City activity to be determined. The funds the Council would appropriate for the City celebration would be the maximum that the City would spend on the celebration; however, the celebration’s steering committee intends to fundraise for the celebration in order to reduce the costs to the City.
During its March 7 regular meeting, the Council discussed appropriating between $75,000 and $150,000 in general funds for the City celebration. Ultimately, the Council appropriated $50,000 to the City celebration so that the City could enter agreements with selected vendors and directed staff to return on March 21 to discuss additional appropriations for the City celebration, presumably when all Council-members would be present. The Council also deferred a decision on the City motto and logo for the celebration until March 21; however, approved the steering committee membership that staff proposed.
Analysis
To properly honor the 40th Anniversary of our city’s incorporation, the events that surround July 1, 2023 should reach a level that brings our residents together. If we plan to celebrate with events, the planning and operations must begin immediately. However, to ensure we are remaining fiscally responsible, Staff is presenting multiple plans to execute the type of events that Council desires. The options below contain recommended appropriations based on the fact that the Council has already appropriated $50,000 for the event.
1. Alternative Plan 1 ($75,000) - This would require an additional $25,000 appropriation.
• Host smaller block party exclusively at local organization instead of a full block party.
• Conduct evening celebration with charge for attendees ($100 per person). • Reduce scope of activations at celebration (one musical performance total).
2. Alternative Plan 2 ($100,000) - This would require an additional $50,000 appropriation.
• Contain block party to Bay Road/Cooley Landing.
• Involve one larger performance act at evening celebration or Block Party and mid-tier artist at both events.
• Increase cost of table sponsorship to offset expenses related to evening celebration.
•
40th Anniversary Motto
With most celebratory milestones, it is appropriate to attach a moniker that will provide a theme to the events. Staff has received council’s comments and are returning with a final list for the Council to consider. With this recommendation, Staff will apply the motto to the 40th Anniversary logo concepts previously proposed that would appear beneath the words “City of East Palo Alto”.
1. “Four-ever Forward”
2. “Soul of the Peninsula (or The Peninsula’s Soul)”
3. “Soul of Silicon Valley”
“Building the Just City” (New Addition; Community Member): A motto that stands strong and highlights East Palo Alto’s historical struggle to build a just City and could provide a vision that all residents new or old may want to identify with.
Fiscal Impact
Staff’s recommendation would require an additional $100,000 investment from the General Fund to complement the $50,000 that Council previously set aside for a grand total of $150,000. Staff and Steering Committee will also be seeking outside sponsorship opportunities to offset any of these costs subject to Council direction.
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 proposed action does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15378(b)(4) and (5) in that it is a governmental fiscal, organizational or administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. 40th Anniversary Staff Report (Final)
2. 40th Anniversary Follow Up Resolution (Final)