Agenda packet — East Palo Alto City Council, November 21, 2023

East Palo Alto City Council November 21, 2023 Agenda
1 EAST PALO ALTO CITY

COUNCIL REGULAR SESSION

AMENDED AGENDA
Tuesday, November 21, 2023, 6:30 PM
EPA Government Center
2415 University Avenue, 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 inperson 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.

Please click this URL to join
https://us06web.zoom.us/j/82925723506
Or join by phone:

Dial (for higher quality, dial a number based on your current location):

US: +1 669 900 6833 or
+ 1 346 248 7799 or
+ 1 253 215 8782 or
+ 1 312 626 6799 or
+ 1 929 205 6099 or
+ 1 301 715 8592
Webinar ID: 829 2572 3506
International numbers available: https://zoom.us/u/aMWYF4KT 1 East Palo Alto City Council November 21, 2023 Agenda
2 1. CALL TO ORDER AND ROLL CALL

2. APPROVAL OF THE AGENDA

3. APPROVAL OF CONSENT CALENDAR

3.1 Pro-Vigil Contract Termination
Recommendation:

Adopt a Resolution:

1. Authorizing the City Manager to terminate contract with Pro-Vigil, Inc. and payout a final amount not-to-exceed by $15,575.48 for a total not-toexceed of $42,575.48.

2. Waving the formal bid procedures under section 2.84.070(D) of the Municipal Code.

3.2 FY 2023-24 First Quarter Treasury Report.

Recommendation: Accept and file the Treasury Report for the first quarter ended September 30, 2023.

3.3 Consideration of a Donation from H & H Evergreen Foundation and the California Law Enforcement Columbia Association for the Police Department Traffic Safety Awareness Program, Annual Toy Distribution Program, and Department Needs
Recommendation:

Adopt a Resolution authorizing the City Manager to:

1. Accept a donation of funds in the amount of One Hundred Fifty Thousand Dollars ($150,000) from the H & H Evergreen Foundation, and execute a Donation Agreement to support the Police Department’s Traffic Safety Awareness Program ($20,000.00), Annual Toy Distribution Program ($30,000.00), and general department needs ($100,000) in accordance with the City’s Donation Acceptance Policy; and

2. Accept a donation of funds in the amount of Two Thousand Five Hundred Dollars ($2,500) from the California Law Enforcement Columbia Association to support the Police Department’s Annual Toy Distribution Program; and

3. Express the City Council’s appreciation for the donation to the H & H Evergreen Foundation and the California Law Enforcement Columbia Association.
2 East Palo Alto City Council November 21, 2023 Agenda
3 3.4 Capital water system improvement payments to Veolia Recommendation: Adopt a resolution authorizing the City Manager to reimburse Veolia for city-wide capital water system improvements from the Water Capital Fund.

3.5 City Council Meeting Minutes
Recommendation:

Adopt the September 25, 2023 – November 7, 2023, City Council Meeting Minutes.

4. CLOSED SESSION - NONE

5. PUBLIC COMMENT

6. INFORMATIONAL REPORTS

6.1 RV Safe Parking Program Closure Final Report (Staff report updated) Recommendation: Accept staff report on RV Safe Parking Program closure and final program results.

7. SPECIAL PRESENTATIONS - NONE

8. PUBLIC HEARINGS - NONE

9. POLICY AND ACTION

9.1 Police Department Relocation Options
Recommendation: After receiving an update from Staff on police department location options, provide direction on whether the City should take steps to relocate the police department to 1798 Bay Road (the Tanklage Property) or renew the City’s leases for police facilities at 141 and 219 Demeter Street .

10. COUNCIL REPORTS

11. ADJOURNMENT
3 East Palo Alto City Council November 21, 2023 Agenda
4 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 from disclosure pursuant to the Public Records Act, that are distributed to the majority of the City Council will be available for public inspection at the City Clerk’s Office, 2415 University Avenue, East Palo Alto, CA at the same time that the public records are distributed or made available to the City Council. Such documents may also be available on the East Palo Alto website www.cityofepa.org subject to staff’s ability to post 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 pertaining to 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, 2ND Floor, City Hall, 2415 University Avenue, East Palo Alto, California 94303 during normal business hours. Information distributed to the Council at the Council meeting becomes part of the public record. A copy of written material, pictures, etc. should be provided for this purpose.

East Palo Alto City Council Chambers is ADA compliant. Requests for disability related modifications or accommodations, aids or services may be made by a person with a disability to the City Clerk's office at (650) 853-3127 no 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 least 72 hours prior to the meeting.

POSTED: November 15, 2023
*AMENDED: November 17, 2023
ATTEST:

James Colin
City Clerk
Upcoming meetings:

Meeting Date Time
Regular Meeting December 5, 2023 6:30 p.m.

Reorganization Special Meeting December 12, 2023 6:00 p. m.

Regular Meeting December 14, 2023 6:30 p.m.
*6.1 Staff report updated
4 CONSENT ITEM 3.1

EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: November 21, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Maurice Baker, Community Services Manager
Adam Politzer, Interim Assistant City Manager
SUBJECT: Termination of contract with Pro-Vigil Inc.

Recommendation
Adopt a Resolution:

1. Authorizing the City Manager to terminate contract with Pro-Vigil, Inc. and payout a final amount not-to-exceed by $15,575.48, the remainder under the existing $42,575.48 contract.

2. Waving the formal bid procedures under section 2.84.070(D) of the Municipal Code to cover the final payout for services already rendered.

Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:

Priority No. 3: Promote Health & Public Safety
Priority No. 7: Enhance Community Services and Parks for Residents Background
In response to the community’s concern for safety in the parks, the City Council authorized staff to explore options to place cameras at different locations, including Jack Farrell and Martin Luther King Junior Parks. Staff sought out multiple bids and ultimately entered an agreement with Pro-Vigil Inc. The temporary cameras were installed in September 2022. To date, the City has spent $27,000 on the system, the maximum of the City Manager’s authority. 5 CONSENT ITEM 3.1
While the Pro-Vigil camera systems are useful tools to disincentivize crime, these particular tools have limitations. The systems have limited sight lines, and have been vandalized on a number of occasions, making them incapacitated. The City is interested in different video solutions that could be more effective and less costly. Staff requests that the Council Authorize a final payment to Pro-Vigil in the amount of $15,000. This amount would satisfy the remaining amount owed to Pro-Vigil through November 30 for services already rendered, which would allow staff to launch new systems with little to no gap in the vital services to residents and park attendees If approved, Staff will close out the agreement with Pro-Vigil, Inc. and begin the process of converting to the new systems outlined in the section below. Since the authorization sought by staff represents monies owed for services already rendered, the City would not have benefitted from re-bidding out the project. Accordingly, staff is recommending that pursuant to section 2.84.070(D) of the Municipal Code, that the Council waive formal bidding procedures.

Analysis
Martin Luther King Junior Park
The City is in the process of entering an agreement with Juganu, for a pilot project that will install smart lights at MLK Jr. Park. The pilot project, which will also provide smart lights at the bike/pedestrian overcrossing, will cost the City $10,000, excluding any capital costs such as pole installation. The Juganu smart lights have the ability to be used as air quality monitors, wifi routers, cameras, and more.

This new smart system is scheduled to be installed prior to the holiday season in 2023 so there is little to minimal gap in transition where there would not be video capability at MLK Jr. Park.

Jack Farrell Park
The Juganu smart light system cannot be installed at Jack Farrell Park without significant modifications to the existing light poles, which would be costly. If the Juganu pilot project is successful, Staff will seek Council direction on whether the City should install smart lights at Jack Farrell Park. To transition from the existing Pro-Vigil system at Jack Farrell Park, the City will proceed with an internal option, i.e., install its own camera system until a better alternative, like Juganu or another option, is found. The City will install cameras at the site of the Snack/Storage/Restroom area located centrally at the entrance of the park. Park monitoring will continue to be managed by the Community Services Division and accessible by the IT Division.

Fiscal Impact
The City will spend $15,575.48 from the General Fund to close out the Pro-Vigil contract for work already completed.
6 CONSENT ITEM 3.1
Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 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.

The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.

Awarding this contract is not a project under The California Environmental Quality Act (Section 21000, et. seq. of the California Public Resources Code, hereafter CEQA) because the action has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.

Attachments

1. Resolution
7 RESOLUTION NO. XX – 2023

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF EAST PALO ALTO
RATIFYING PAYMENT TO PRO-VIGIL, INC. FOR $15,575.28 AUTHORIZING THE

CITY MANAGER TO EXECUTE A FINAL NOT-TO-EXCEED PAYMENT OF $42,575.48 TO TERMINATE THE CONTRACT AND IMPLEMENT ALTERNATIVE

SOLUTIONS FOR CAMERAS IN JACK FARRELL & MARTIN LUTHER KING

JUNIOR PARKS
WHEREAS, in May, 2022, City Council and staff sought out community input on safety in the parks following the fatal shooting at Jack Farrell Park. Staff returned with an option for temporary cameras from a company, Pro-Vigil, Inc. The system was installed in September 2022 with the intention to be for three to six months as permanent solutions were sought; and
WHEREAS, as the agreement with Pro-Vigil, Inc. reached the City Manager’s budget authority of $27,000 on July 1, 2023, staff is seeking to formally terminate the agreement with Pro-Vigil and seek alternative options that include innovative solutions like partnerships with pilot programs such as Juganu and internal options; and WHEREAS, on November 21, 2023 staff requested authority to pay the final $15,575.28 for a grand total not-to-exceed $42,575.48. This amount would satisfy the remaining amount to Pro-Vigil through November 30 which would allow staff to launch new systems with little to no gap in the vital services to residents and park attendees; and

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY authorizes the City Manager to execute a final payment to with Pro-Vigil, Inc., for an additional $15,575.28 for a total not-to-exceed amount of $42,575.48 to terminate an agreement for temporary camera options in Jack Farrell & Martin Luther King Junior Park(s).
8 PASSED AND ADOPTED this 21ST day of NOVEMBER 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:

James Colin, City Clerk John D. Lê, City Attorney
9 CONSENT ITEM 3.2

EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: November 21, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Tomohito Oku, Finance Director
Bo-kyoung Kim, Finance Services Manager
SUBJECT: FY 2023-24 First Quarter Treasury Report
Recommendation
Accept and file the Treasury Report for the first quarter ended September 30, 2023.

Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:

Priority No. 4: Ensure Our Financial and Organizational Health Background
Pursuant to Section 53646 of the Government Code of the State of California, the City Treasurer may submit a quarterly report to the City Council regarding the funds and investments of the City. Finance staff provides quarterly reporting to the City Council indicating the summary of investments for the period and denoting the ability of the City to meet its expenditure requirements for the next three months.

Analysis
This report covers primary cash and investments of the City. For investment purposes, City cash is pooled, except for bond proceeds, which are held in trust by a trustee. The City does not have, nor is it legally required to have, separate bank accounts for each individual fund. However, all cash is segregated in the City’s accounting records.
10 CONSENT ITEM 3.2
As of June 30, 2023, the total deposit value of cash and investments equals $130,431,760, including outstanding checks and other minor adjustments of $483,006. Compared to the prior quarter ending in June 2023, the FY 2023-24 first quarter (Q1) ending on September 30, 2023, total book value balance decreased by approximately $3.4M. The overall decrease is mainly due to Successor Agency Principal and Interest payment ($1.3M) and other operating expenditures.

The following table shows a breakdown of cash and investment balance by fund type.

The book market value totals $128,290,852, including an unrealized loss of $2,140,909, reflecting treasury yields during the calendar year. All except for General Fund balance is restricted by either City Council or external parties for specific purposes. Unrestricted cash and investment balance under General Fund ($25,081,669) may be used at Council discretion.

The table below reflects changes in rates since September 30, 2022, and compared to the previous month of August 2023, demonstrating an increase in both long-term Treasury yields and short-term yields since September 30, 2022, across the curve1:

The City’s portfolio is invested in the Local Agency Investment Fund (LAIF) and the San Mateo County Treasurer’s Pool. LAIF is a highly liquid investment pool operated by the State Treasurer, and the City has same-day access to the funds. The County Treasurer’s Pool is less liquid, and 1 Daily Treasury Yield Curve Rates, Treasury.gov
Summary September 30, 2023
Average
Maturity
(YRS)
Average
Earnings
(QTR)
Deposit Value Market Value
Petty Cash n/a n/a $ 10,800 $ 10,800
Bank Checking n/a n/a $ 9,121,592 $ 9,121,592
Local Agency Investment Fund 0.70 3.42% $ 70,476,441 $ 69,511,459 San Mateo County Pool Investment 1.71 3.32% $ 50,822,927 $ 49,646,999 $ 130,431,760 $ 128,290,850
Deposit Value Market Value
General Fund (Inc. Petty cash of $10,800) $ 25,081,669 $ 25,081,669 General Sub-Funds (Commited/Reserved) $ 24,464,159 $ 24,464,159 City Funds Restricted and Committed $ 80,396,904 $ 80,396,904 Successor Agency Trust $ 489,028 $ 489,028
Unrealized Gain on Investment Pools $ - $ (2,140,909)
$ 130,431,759 $ 128,290,852
Summary September 30, 2023
Sep-23 Aug-23 Sep-22
6-month Treasury Bill 5.32 5.28 3.82
2-year Treasury Note 5.03 4.85 4.22
5-Year Treasury Note 4.60 4.23 4.06
11 CONSENT ITEM 3.2
the maturity and diversification of the underlying securities which in normally functioning markets is generally expected to result in higher yield. City staff does not control or direct the underlying investment of funds and each pool is managed by the respective agency’s investment staff and oversight committee or board. June to September over quarter LAIF yields increased from

3.167% to 3.534% and San Mateo County Pool average gross pool earnings increased from

3.073% to 3.320%. San Mateo County Pool earnings are quoted on gross earnings. LAIF fair value factor in the first quarter has increased from 0.9848 to 0.9863 and the County Pool factor has decreased from 0.9715 to 0.9698, compared to the previous quarter.

Based on the foregoing, pursuant to California Government Code Section 53646, the City shall meet its expenditure requirements for the next six months.

Fiscal Impact
None. This report is informational.

Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.

Attachments
Treasury Report QE September-23
12 Average
Interest
Earnings

DEPOSIT AND
BOOK VALUE % MARKET
VALUE
Days Years For QTR

1. Petty Cash na na 0.000% 10,800 0.0% 10,800

2. On Demand Deposits (Wells Fargo checking) na na 0.000% 9,121,592 7.1% 9,121,592

3. Local Agency Investment Fund (LAIF) 256 0.70 3.424% 70,476,441 54.2% 69,511,459

4. San Mateo County Pool Investment 624 1.71 3.320% 50,822,927 38.7% 49,646,999

3.196% 130,431,760 100.0% 128,290,850
General Fund (including petty cash of $10,800) 25,081,669 25,081,669 General Sub - Funds (Committed/Reserved) 24,464,159 24,464,159 City Funds Restricted and Committed 80,396,904 80,396,904 Successor Agency Trust 489,028 489,028
Unrealized Gain on Investment Pools (2,140,909) -
128,290,850 130,431,760
Checks Outstanding/Other AJE 483,006 483,006
483,006 483,006
128,290,850 130,914,766
CERTIFICATION:

Pursuant to Government Code Section 53646, the City will meet its expenditure requirements for the next six months. Total funds invested represent the consolidation of all fund types, and availability of certain funds is restricted by law.

Tomohito Oku 10/31/2023
Director of Finance Date
For Reporting Information Regarding Investment Pools:

LAIF http://www.treasurer.ca.gov/pmia-laif/laif/index.asp San Mateo County Pool http://sanmateocountytreasurer.org/index.html Total Cash and Investment Portfolio
Treasury Summary

CITY AND SUCCESSOR AGENCY OF EAST PALO ALTO

SUMMARY OF INVESTMENTS
For Quarter Ended September 30, 2023
Category
Average Maturity
Cash and Investments
Total Cash and Investments on Deposit
Total Book Balance
Bank to Book Adjustments
Total Book Adjustment
13 CONSENT ITEM 3.3

EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: November 21, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Jeff Liu, Police Chief
SUBJECT: Consideration of a Donation from H & H Evergreen Foundation and the California Law Enforcement Columbia Association for the Police Department Traffic Safety Awareness Program, Annual Toy Distribution Program, and Department Needs Recommendation
Adopt a Resolution authorizing the City Manager to:

Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:

Priority No. 3: Promote Health & Public Safety
14 CONSENT ITEM 3.3
Background
Since November 2014, the police department has received kudos for engaging in a robust community policing program that included engaging the community, initiating new community policing programs, and substantially increasing the amount of involvement with the community.

After initiating this model of community policing, the community assisted in several high-profile criminal cases that lead to arrests and reduced crime. The media coverage has drawn a significant attention from the community and region helping in many ways including financial contributions.

Analysis
This private donation made by the H & H Evergreen Foundation was made with the expressed desire from the donor to help facilitate a safer holiday season and to help families in need during the holiday season. The H & H Evergreen Foundation is donating $20,000 to help fund a traffic safety awareness program during this November and December holiday season and an additional $30,000 to assist East Palo Alto families with holiday needs. The remaining $100,000 is to support East Palo Alto Police Department needs. The total amount of the donation is $150,000.

For the traffic safety awareness program, the department will acquire gift cards that will be given to East Palo Alto community members that are involved in minor traffic violations and/or those demonstrating safe driving habits. The department will use $30,000 to support the annual toy distribution program, which is supplemented by a donation from the California Law Enforcement Columbia Association. The Department typically uses the department support funds to support employee wellness, training and development as well as to equipment needs.

Fiscal Impact
There will be no fiscal impact to the general fund.

Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.

Attachments

1. Resolution
15 RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF EAST PALO ALTO

ACCEPTING A DONATION FROM H & H EVERGREEN FOUNDATION IN THE AMOUNT OF $150,000 AND THE CALIFORNIA LAW ENFORCEMENT
COLUMBIA ASSOCIATION IN THE AMOUNT OF $2,500 TO BENEFIT THE

EAST PALO ALTO POLICE DEPARTMENT COMMUNITY PROGRAMS
WHEREAS, H & H Evergreen Foundation proposes to donate $150,000 to the City of East Palo Alto to support the Police Department’s community programs; and, WHEREAS, H & H Evergreen Foundation requested that $20,000 be used to purchase gift cards to be used in the holiday traffic safety program; and WHEREAS, H & H Evergreen Foundation also requested that $30,000 be used to fund the purchase of toys to support the Police Department’s annual holiday gift program for East Palo Alto families in need; and
WHEREAS, H & H Evergreen Foundation requested that $100,000 be used by the East Palo Alto Police Department for departmental needs; and WHEREAS, California Law Enforcement Columbia Association proposes to donate $2,500 to be used to fund the purchase of toys to support the Police Department’s annual holiday gift program for East Palo Alto families in need.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO, with immense appreciation expressed to H & H Evergreen Foundation and the California Law Enforcement Columbia Association for their generous gift, hereby authorizes the City Manager to:

1. Accept a donation of funds in the amount of One Hundred Fifty Thousand Dollars ($150,000) from the H & H Evergreen Foundation, and execute a Donation Agreement to support the Police Department’s Traffic Safety Awareness Program ($30,000.00) and Annual Toy Distribution Program ($20,000.00), and general departmental needs ($100,000) in accordance with the City’s Donation Acceptance Policy; and

2. Accept the donation of funds in the amount of Two Thousand Five Hundred Dollars ($2,500) from the California Law Enforcement Columbia Association, and execute a Donation Agreement to support the Police Department to support the Police Department’s Annual Toy Distribution Program.
16 PASSED AND ADOPTED this 21st day of November 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:

James Colin, City Clerk John Le, City Attorney
17 CONSENT ITEM 3.4

EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: November 21, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Humza Javed, Public Works Director
SUBJECT: Capital water system improvement payments to Veolia Recommendation
Adopt a resolution authorizing the City Manager to reimburse Veolia for city-wide capital water system improvements from the Water Capital Fund.

Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:

Improve the City’s Water Infrastructure
Background
The City has a lease agreement with Veolia to operate and maintain the City’s water system through April 9, 2026. The lease agreement allocates up to $110,000 annually for system maintenance and repair costs. According to the lease agreement, any costs above the allocation are considered water system improvements for which Veolia must be reimbursed.

Analysis
In addition to Veolia staff, there are a number of subcontractors (including C2R) that perform work on behalf of Veolia for the City of East Palo Alto water system capital improvements as well as operation and maintenance. This work includes repairing water leaks, upgrading water valves/boxes, replacement of fire hydrants, Gloria Way well maintenance, and maintenance of 18 CONSENT ITEM 3.4
the various water sampling stations citywide, etc.

In FY 2022/2023, Veolia paid its subcontractors for additional capital improvements including repairing watermain leaks and service lines citywide, as well as replacing deteriorated fire hydrants. These costs are above and beyond the annual $110,000 allocation and Veolia has requested reimbursement for these items. Staff has verified the additional work and the breakdown is as follows:

INV VENDOR DATE TASK NAME DESCRIPTION AMOUNT
C4567A C2R 6/22/2023 Mouton Circle 952 Repair water service $5,745.58 C4568A C2R 6/22/2023 Mouton Circle 955 Repair water services $5,137.34 C4563A C2R 6/12/2023 610 Circle Install5 service meters $15,251.54 C4553A C2R 5/29/2023 2450 Ralmar Fire Hydrant Repair $14,585.17 C4567A C2R 6/19/2023 2516 Baylor Repair watermain pipe $7,529.51 C4571A C2R 6/30/2023 1459 Kavanaugh Fire Hydrant Repair $12,983.02 C4542A C2R 5/19/2023 823 Donohoe Leaking service line $4,775.33 C4543A C2R 5/19/2023 Leak Repair Leaking watermain line $15,149.25 C4545A C2R 5/22/2023 926 Mouton Water service repair $7,042.73 C4346A C2R 4/1/2023 University Ave Fire Hydrant repair $16,209.08 C4328A C2R 2/27/2023 Gardenia Way Water main repair $8,338.72 C4326A C2R 2/22/2023 Main Repairs Water Main Repairs $66,458.57 C4320A C2R 2/13/2023 O'Brien and University Leaking Tee $16,950.72 C4289A C2R 12/9/2022 O'Brien Vault repair $7,711.50
C4289B C2R 12/9/2022 O'Brien Vault Work $15,223.14
C4283A C2R 11/15/2022 Hunter st Water main repair $13,384.69 C4282A C2R 11/15/2022 Pulgas Water meter repair $2,745.35 C4281A C2R 11/15/2022 Purdue Water service leak $7,429.58 C4284A C2R 11/18/2022 Fordham Water main leak $8,963.03 C4278A C2R 11/5/2022 Bay Rd Water service leak $6,507.60 C4279A C2R 11/5/2022 DEWR Water service leak $8,251.09
C4259A C2R 9/30/2022 Alberni Water main repair $22,704.96 C4261A C2R 10/4/2022 Gonzaga Repair water leak $3,794.33 C4263A C2R 10/11/2022 City Hall Water main service $46,756.95 C4244A C2R 9/8/2022 Capital Ave Repair leak $1,800.00
C4222A C2R 8/18/2022 Bayshore Sinkhole $7,813.93
C4223A C2R 8/18/2022 Flushing Line Flushing water service line $4,048.86 C4224A C2R 8/18/2022 Daphne Ct Repair leaks $16,600.74
C4199A C2R 7/19/2022 Capital Ave Repair leaking water $6,627.46 C4198A C2R 7/19/2022 Fordham and Bay rd Repair leak $19,006.62 C4186A C2R 7/7/2022 G5 Install G5 box $1,996.27
C4275A C2R 10/24/2022 Capitola Ave Water service leak $10,124.79 C4342A C2R 3/21/2023 Bayshore Fire Hydrant repair $14,585 C4344A C2R 3/27/2023 University Ave Fire Hydrant repair $8,779.65 C4558A C2R 6/7/2023 Bay rd Water main repair $15,679.04 C4554A C2R 5/29/2023 Bay Rd Fire hydrant repair $11,368.80 19 CONSENT ITEM 3.4
In FY 22/23 Veolia paid $458,060.11 to its subcontractors for water system improvements in the City. Because this amount exceeds the $110,000 allocation, Veolia needs to be reimbursed for the additional $348,060.11. There was a subsequent credit from the contractor in the amount of $2,747.27, which brings the total reimbursement to Veolia an amount of $345,312.84. This amount is due to Veolia in accordance with the lease agreement, as Veolia requests an annual “true-up” for the additional costs.

The allocation of $110,000 for water system operation and maintenance in the lease agreement was set in 2001 (over 22 years ago), and this amount is insufficient to operate and maintain the water system in 2023. Moreover, these costs also include capital improvements to the system (such as new fire hydrants, water mains and valves). The majority of the costs to the system this past fiscal year included water main repair at multiple locations, a service lateral at City Hall, and fire hydrant repairs.

In FY 21/22, water capital and O&M costs were approximately $250k and in FY 20/21, the costs were $375k.

Attachment 2 of the staff report includes a breakdown and invoices for the work performed in FY 22/23.

Fiscal Impact
Staff recommends appropriating funds in the amount of $345,312.84 from Water Capital Funds which holds an adequate fund balance to cover the expenditures.

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 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. Significantly, the proposed action (reimbursement decision for repairs already made) does not involve the underlying repairs; such repairs, are nevertheless further exempt pursuant to CEQA Guidelines sections 15269(b) and (c) because they either: a. involve emergency repairs to publicly or privately owned service facilities necessary to maintain service essential to the public health, safety or welfare; or b. consist of specific actions taken that are necessary to prevent or mitigate an emergency.
20 CONSENT ITEM 3.4
Attachments

1. Resolution

2. Veolia invoices
21 1 of 1
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF EAST PALO ALTO

AUTHORIZING THE CITY MANAGER TO COMPENSATE VEOLIA FOR CITY-WIDE CAPITAL

WATER SYSTEM IMPROVEMENTS
WHEREAS, the City has a lease agreement with Veolia to operate and maintain the City’s water system through April 9, 2026; and
WHEREAS, the lease agreement allocates up to $110,000 annually for system maintenance and repair costs; and
WHEREAS, in FY 22/23 Veolia paid $458,060.11 to its subcontractors for water system improvements in the City; and
WHEREAS, according to the lease agreement, Veolia needs to be reimbursed for the additional $345,312.84 for FY 22/23 capital water system improvements in the City.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY:

1. Finds the foregoing recitals are true and correct, and are incorporated by this reference into this action; and

2. Authorizes the City Manager to reimburse Veolia for city-wide capital water system improvements in an amount not to exceed cost of $345,312.84 from the Water Capital Fund, as described in Exhibit A, which incorporated by this reference; and

3. Finds that the 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. Significantly, the proposed action (reimbursement decision for repairs already made) does not involve the underlying repairs; such repairs, are nevertheless further exempt pursuant to CEQA Guidelines sections 15269(b) and (c) because itthey either: a. involves emergency repairs to publicly or privately owned service facilities necessary to maintain service essential to the public health, safety or welfare; or b. consist of specific actions taken that are necessary to prevent or mitigate an emergency.

4. .

PASSED AND ADOPTED this 21st day of November 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
22 1 of 1
Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:

James Colin, City Clerk John D. Lê, City Attorney
23 1 of 1
Exhibit A

INV VENDOR DATE TASK NAME DESCRIPTION AMOUNT
C4567 A
C2R 6/22/2023 Mouton Circle 952 Repair water service $5,745.58 C4568 A
C2R 6/22/2023 Mouton Circle 955 Repair water services $5,137.34 C4563 A
C2R 6/12/2023 610 Circle Install5 service meters $15,251.5 4 C4553 A
C2R 5/29/2023 2450 Ralmar Fire Hydrant Repair $14,585.1 7 C4567 A
C2R 6/19/2023 2516 Baylor Repair watermain pipe $7,529.51 C4571 A
C2R 6/30/2023 1459 Kavanaugh Fire Hydrant Repair $12,983.0 2 C4542 A
C2R 5/19/2023 823 Donohoe Leaking service line $4,775.33 C4543 A
C2R 5/19/2023 Leak Repair Leaking watermain
line
$15,149.2
5 C4545 A
C2R 5/22/2023 926 Mouton Water service repair $7,042.73 C4346 A
C2R 4/1/2023 University Ave Fire Hydrant repair $16,209.0 8 C4328 A
C2R 2/27/2023 Gardenia Way Water main repair $8,338.72
C4326 A
C2R 2/22/2023 Main Repairs Water Main Repairs $66,458.5 7 C4320 A
C2R 2/13/2023 O'Brien and University Leaking Tee $16,950.7 2 C4289 A
C2R 12/9/2022 O'Brien Vault repair $7,711.50
C4289 B
C2R 12/9/2022 O'Brien Vault Work $15,223.1
4 C4283 A
C2R 11/15/2022Hunter St Water main repair $13,384.6
9 C4282 A
C2R 11/15/2022Pulgas Water meter repair $2,745.35
C4281 A
C2R 11/15/2022Purdue Water service leak $7,429.58
C4284 A
C2R 11/18/2022Fordham Water main leak $8,963.03
C4278 A
C2R 11/5/2022 Bay Rd Water service leak $6,507.60
C4279 A
C2R 11/5/2022 DEWR Water service leak $8,251.09
C4259 A
C2R 9/30/2022 Alberni Water main repair $22,704.9
6 C4261 A
C2R 10/4/2022 Gonzaga Repair water leak $3,794.33
C4263 A
C2R 10/11/2022City Hall Water main service $46,756.9
5 C4244 A
C2R 9/8/2022 Capital Ave Repair leak $1,800.00
C4222 A
C2R 8/18/2022 Bayshore Sinkhole $7,813.93
C4223 A
C2R 8/18/2022 Flushing Line Flushing water service line $4,048.86 C4224 A
C2R 8/18/2022 Daphne Ct Repair leaks $16,600.7
4 C4199 A
C2R 7/19/2022 Capital Ave Repair leaking water $6,627.46 C4198 A
C2R 7/19/2022 Fordham and Bay Rd Repair leak $19,006.6
2 C4186 A
C2R 7/7/2022 G5 Install G5 box $1,996.27
24 1 of 1
C4275
A
C2R 10/24/202
2 Capitola Ave Water service leak $10,124.7
9 C4342
A
C2R 3/21/2023 Bayshore Fire Hydrant repair $14,585
C4344
A
C2R 3/27/2023 University Ave Fire Hydrant repair $8,779.65 C4558
A
C2R 6/7/2023 Bay Rd Water main repair $15,679.0
4 C4554
A
C2R 5/29/2023 Bay Rd Fire hydrant repair $11,368.8
0 25
26 27
28 29
30 31
32 33
34 35
36 37
38 39
40 41
42 43
44 45
46 47
48 49
50 51
52 53
54 55
56 57
58 59
60 61
62 63
64 65
66 67
68 69
70 71
72 73
74 CONSENT ITEM 3.5

EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: November 21, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: James Colin, City Clerk
SUBJECT: City Council Meeting Minutes
Recommendation
Adopt the September 5, 2023 – November 7, 2023, City Council Meeting Minutes.

Attachments

1. September 5, 2023 – November 7, 2023, Minutes
75 East Palo Alto City Council September 5, 2023 Minutes Page 1 of 3

EAST PALO ALTO CITY COUNCIL

REGULAR MEETING MINUTES
SEPTEMBER 5, 2023
EPA Government Center
2415 University Ave, First Floor – City Council Chamber East Palo Alto, CA 94303

1. CALL TO ORDER AND ROLL CALL
The meeting was called to order by Mayor Lisa Gauthier at 6:30 p.m.

Attendee Name Title Status Arrived
Carlos Romero Councilmember Present
Ruben Abrica Councilmember Present
Lisa Gauthier Mayor Present
Antonio Lopez Vice Mayor Present
Martha Barragan Councilmember Absent

2. APPROVAL OF THE AGENDA
A motion to approve the agenda was made by Councilmember Ruben Abrica and seconded by Vice Mayor Antonio Lopez and passed unanimously.

3. APPROVAL OF CONSENT CALENDAR
A motion to approve the consent calendar except for items, 3.2, 3.10, 3.12, and 3.13 was made by Councilmember Carlos Romero and seconded by Vice Mayor Antonio Lopez and passed unanimously.

1. City’s Response to the San Mateo County Grand Jury’s 2022-2023 Final Report, “Accessory Dwelling Units: Affordable Housing’s Panacea or Prevarication?”

2. Approval of Agreements for Anti-Displacement Rental Assistance Councilmember Romero pulled item 3.2 for discussion.

A motion to approve the agenda was made by Councilmember Carlos Romero and seconded by Vice Mayor Antonio Lopez and passed unanimously.

3. South Bayside Waste Management Authority (SBWMA) Property Acquisition

4. Rescind the Water Shortage Emergency Declaration

5. 965 Weeks Emergency Vehicle Access Easement

6. Award Agreements with Bolt Staffing, Muchmore than Consulting, LLC & 22nd Century Technologies, Inc for On-Call Administrative and Technical Staffing Support

7. Award Agreements with Regional Government Services (RGS), Muchmore than Consulting, LLC, and CPS HR Consulting for Human Resources Support

8. Agreement with Ken Brown Strategic Consulting

9. Professional Services Contract for Traffic Signals, Streetlights, & RRFB Services

10. Latino/a Culture & History Month
Councilmember Abrica presented the Proclamation.

A motion to approve the agenda was made by Councilmember Ruben Abrica and seconded by Vice Mayor Antonio Lopez and passed unanimously. 76 East Palo Alto City Council September 5, 2023 Minutes Page 2 of 3

11. National Health Center Week Proclamation

12. Suicide Prevention Month Proclamation
Mary Gulner from the suicide Prevention Committee accepted the proclamation.

A motion to approve the agenda was made by Mayor Lisa Gauthier and seconded by Councilmember Carlos Romero and passed unanimously.

13. Recovery Happens Month Proclamation
Sheron Heath from Voices of Recovery accepted the proclamation.

A motion to approve the agenda was made by Councilmember Ruben Abrica and seconded by Vice Mayor Antonio Lopez and passed unanimously.

4. CLOSED SESSION - NONE

5. PUBLIC COMMENT
The following speakers made a public comment during this meeting:
- Sarjeet Singh
- Leonarda Corado
- Q Smith
- Constance French
- Nicole Steward French
- Andrea Williams-Johnson
- Cornelia Fletcher
- Romaine Taniere
- Bernice Turner
Councilmember Abrica requested an item to be added to a future Council meeting agenda regarding speeding.

6. INFORMATIONAL REPORTS - NONE

7. SPECIAL PRESENTATIONS

1. Special Presentation from the San Francisquito Creek Joint Powers Authority Margaret Bruce, the Executive Director of the San Francisquito Creek Joint Powers Authority provided a presentation regarding the SAFER Bay projects.

2. Special Presentation Boys and Girls Club of the Peninsula Jenny Obiaya CEO of the boys and Girls Clubs of the Peninsula provided a presentation on the Boys and Girls Club of the Peninsula.

3. Veolia Informational Item
Anthony Harper from the Veolia Water Company provided a presentation regarding the Veolia Water Company’s work in the City.

Adrienne Bryant made a public comment regarding this presentation.

8. ADJOURN CITY COUNCIL REGULAR MEETING TO THE JOINT SUCCESSOR AGENCY

9. JOINT SUCCESSOR AGENCY BOARD SPECIAL MEETING
77 East Palo Alto City Council September 5, 2023 Minutes Page 3 of 3

1. Approval of San Mateo County Community College District Obligation Tomohito Oku, Finance Director, provided a presentation regarding the San Mateo County Community College District Obligation
A motion to approve item 9.1 was made by Councilmember Carlos Romero and seconded by Mayor Lisa Gauthier and passed unanimously.

10. ADJOURN JOINT SUCCESSOR AGENCY BOARD SPECIAL MEETING and RECONVENE

CITY COUNCIL REGULAR MEETING

11. PUBLIC HEARINGS

1. TEFRA Public Hearing Regarding Conduit Financing for the Colibri Commons Apartments
Karen Camacho Housing and Economic Development Manager provided a presentation regarding the Conduit Financing for the Colibri Commons Apartment.

A motion to approve item 11.1 was made by Councilmember Carlos Romero and seconded by Vice Mayor Antonio Lopez and passed unanimously.

12. POLICY AND ACTION

1. Parking Around City Parks and Facilities
Humza Javed, Public Works Director, provided a presentation regarding Parking Around City Parks and Facilities
Gail Wilkerson provided a public comment regarding item 12.1.

2. Draft Community Climate Action Plan and Adaptation Strategies 2030 Fatima Kahn, Environmental Services Aide, provided an update regarding the 2. Draft Community Climate Action Plan and Adaptation Strategies 2030.

Adrienne Bryant made a public comment regarding item 12.2.

A motion to approve item 12.1 was made by Councilmember Carlos Romero and seconded by Vice Mayor Antonio Lopez and passed unanimously.

13. COUNCIL REPORTS
Mayor Gauthier announced the National Day of Service in the City along with Airport Day.

14. ADJOURNMENT
Meeting was adjourned to commemorate the lost lives in Lahaina Hawaii.

The meeting was adjourned at 10:49 p.m.
78 East Palo Alto City Council September 19, 2023 Minutes Page 1 of 3

EAST PALO ALTO CITY COUNCIL

REGULAR MEETING MINUTES
SEPTEMBER 19, 2023
EPA Government Center
2415 University Ave, First Floor – City Council Chamber East Palo Alto, CA 94303

1. CALL TO ORDER AND ROLL CALL
The meeting was called to order by Mayor Lisa Gauthier at 6:31 p.m.

Attendee Name Title Status Arrived
Carlos Romero Councilmember Present
Ruben Abrica Councilmember Absent
Lisa Gauthier Mayor Present
Antonio Lopez Vice Mayor Present
Martha Barragan Councilmember Present

2. APPROVAL OF THE AGENDA
A motion to approve the agenda was made by Councilmember Romero and seconded by Vice Mayor Lopez and passed unanimously.

3. APPROVAL OF CONSENT CALENDAR
A motion to approve the consent calendar except for items 3.1 and 3.4 was made by Mayor Gauthier and seconded by Vice Mayor Lopez and passed unanimously.

1. Monthly Cash Treasury Report for July 2023
Councilmember Carlos Romero pulled item 3.1 for discussion.

A motion to approve item 3.1 was made by Councilmember Romero and seconded by Mayor Gauthier and passed unanimously.

2. Ravenswood Business District / 4 Corners Specific Plan – Second Contract Amendment to Raimi + Associates Contract

3. Annual Compensation Schedule for FY 2023-24.

4. Submit an Application for the Measure A and W Highway Program 2023 Recommendation:

Councilmember Carlos Romero pulled item 3.1 for discussion. 79 East Palo Alto City Council September 19, 2023 Minutes Page 2 of 3 A motion to approve item 3.4 was made by Councilmember Romero and seconded by Vice Mayor Lopez and passed unanimously.

5. FY 2022-23 Fourth Quarter Treasury Report

6. Authorization of purchasing one utility truck from
Downtown Ford Sales for the Maintenance Division

4. CLOSED SESSION - NONE

5. PUBLIC COMMENT
- Sargeet Singh
- Donna Rutherford
- Senter Uhila

6. INFORMATIONAL REPORTS - NONE

7. SPECIAL PRESENTATIONS

1. Midpeninsula Regional Open Space District (Midpen) Presentation Karen Holman, Board Member from the Open Space District provided a presentation regarding MidPen.

2. Assemblymember Diane Papan - Funding Award Presentation

8. PUBLIC HEARINGS - NONE

9. POLICY AND ACTION

1. Update on Youth Commission Development
Maurice Baker, Community Services Manager, provided a presentation regarding a Youth Commission.

Council provided feedback and direction to staff.

2. Resolution in Support of the San Mateo County Juvenile Justice & Delinquency Prevention Commission's Efforts to Keep Youth Under the Age of 18 in Juvenile Justice Facilities instead of adult facilities.

Becca Heiler from In Our Care provided a presentation regarding the SMC Juvenile Justice Resolution.

The following speakers provided public comment on item 3.2 80 East Palo Alto City Council September 19, 2023 Minutes Page 3 of 3 - Mama Dee
- Arnold Morales
- Senter Uhila
- Andrea Zuniga
- Gail Wilkerson
- Paul Bocanegra
- Ofelia Bello
A motion to approve item 9.2 was made by Councilmember Romero and seconded by Mayor Gauthier and passed unanimously.

10. COUNCIL REPORTS
Councilmember Carlos Romero made an announcement regarding COVID vaccine events in the community.

11. ADJOURNMENT
The meeting was adjourned at 8:23 PM.
81 East Palo Alto City Council October 3, 2023 Minutes Page 1 of 3

EAST PALO ALTO CITY COUNCIL

REGULAR MEETING MINUTES
OCTOBER 3, 2023
EPA Government Center
2415 University Ave, First Floor – City Council Chamber East Palo Alto, CA 94303

1. CALL TO ORDER AND ROLL CALL
The meeting was called to order by Mayor Lisa Gauthier at 6:31 p.m.

2. APPROVAL OF THE AGENDA
A motion to approve the agenda was made by Councilmember Abrica and seconded by Vice Mayor Lopez and passed unanimously.

3. APPROVAL OF CONSENT CALENDAR
Adrienne Bryant made a comment on item 3.2.

A motion to approve the consent calendar except for items 3.2 was made by Councilmember Romero and seconded by Vice Mayor Lopez and passed unanimously.

3.1 Proposed Increase to the City's Local Minimum Wage by the Consumer Price Index

3.2 City Wide Engineering and Traffic Survey for Speed Limits A motion to approve the item 3.2 was made by Councilmember Romero and seconded by Vice Mayor Lopez and passed unanimously.

3.3 City’s Response to the San Mateo County’s Grand Jury Report “Bike Safety in San Mateo County: Making Bicycling Safer in San Mateo County”

3.4 Memorandum of Understanding between the City of East Palo Alto and East Palo Alto Police Officer’s Association (POA), Management 82 East Palo Alto City Council October 3, 2023 Minutes Page 2 of 3

3.5 Employees’ Association (MEA), and Service Employee’s International Union, Local 521 (SEIU

3.6 Designate the Responsibility, Authority, and set process and procedures for the determination of disability retirements for Safety Employees to meet new CalPERS requirements

3.7 Indigenous Peoples' Day Proclamation

4. CLOSED SESSION

4.1 Conference With Labor Negotiators
(Government Code Section 54957.6)
City Attorney, John Le, announced that there was not reportable action at the Closed Session portion of this meeting.

5. PUBLIC COMMENT - NONE

6. INFORMATIONAL REPORTS - NONE

7. SPECIAL PRESENTATIONS - NONE

8. PUBLIC HEARINGS - NONE

9. POLICY AND ACTION

9.1 Status Update of Business Discovery and Amnesty Program and Direction from Council on Enhance Enforcement Program
Related to Business Licenses
Greg Henry Senior Management Analyst and Ian Davis from HDL, provided a presentation regarding the compliance program.

Mark Dinan, Adrienne Bryant, Liz Scully, Jennifer L and Nina Helmer provided public comments for item 9.1.

10. STUDY SESSION

10.1 East Palo Alto Opportunity to Purchase Act
Benjamin Toney, FUSE Fellow and Karen Camacho, Housing and Economic Development Manager provided a presentation on the East Palo Alto Opportunity to Purchase Act
Public Speakers:
- Ofelia Bello
- Julissa Manriques
- Kevin Molina
- Danny Montes
- Estafani Ruiz
- BAHN
83 East Palo Alto City Council October 3, 2023 Minutes Page 3 of 3 - Jennifer L
- Nina Helmer
- Wang Lee
- Mac
- Iliana Nicholas
- Bryant Herrera
- Francisca Guzman
- Fili
- Elizabeth Jackson
- Darrel Ford
- Adrienne Bryant
- Gene Gan
- Elizabeth Pulido
- Marquis Terrel
- Mama Dee
- Rashit Nabiev
- Elena Savaia
- Masisumu Monesavusa
- Mark Dinan
- Joseph Thornton
- Alisa Patterson
- Maria Cruz
- Elena Kogan
- Dianis Paparamadidous
- Ana Ramanovskia
- Carol Cunningham
- Grace
- Sarah Hoffman
- Gene Llewellyn
Council provided direction to staff and requested that the item be revisited.

11. COUNCIL REPORTS

12. ADJOURNMENT
The meeting was adjourned at 11:11 PM in honor of Senator Dianne Feinstein’s passing.
84 East Palo Alto City Council October 17, 2023 Minutes Page 1 of 3

EAST PALO ALTO CITY COUNCIL

REGULAR MEETING MINUTES
OCTOBER 17, 2023
EPA Government Center
2415 University Ave, First Floor – City Council Chamber East Palo Alto, CA 94303

1. CALL TO ORDER AND ROLL CALL
The meeting was called to order by Mayor Lisa Gauthier at 6:30 p.m.

Attendee Name Title Status Arrived
Carlos Romero Councilmember Present
Ruben Abrica Councilmember Present
Lisa Gauthier Mayor Present
Antonio Lopez Vice Mayor Late 6:40 PM
Martha Barragan Councilmember Present
2) APPROVAL OF THE AGENDA
The approval of the agenda was motioned by Councilmember Carlos Romero and Seconded by Mayor Lisa Gauthier and passed via unanimous vote. 3) APPROVAL OF CONSENT CALENDAR

3.1) University Avenue and Weeks Street 12" Watermain Project

3.2) Woodland Avenue Waterline and Palo Alto Intertie Project

3.3) City Council Meeting Minutes

3.4) Proclamation Commemorating Pastor Paul Baines for His 25th Anniversary as Pastor at Saint Samuel Church
The approval of the agenda was motioned by Councilmember Carlos Romero and Seconded by Councilmember Abrica and passed via unanimous vote. 85 East Palo Alto City Council October 17, 2023 Minutes Page 2 of 3 4) CLOSED SESSION

4.1 PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957(b)(1). Title: City Manager

4.2 PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957(b)(1). Title: City Attorney
City Attorney, John Le, confirmed that no action was taken but direction was given at the City Council’s closed session meeting.
5) PUBLIC COMMENT
The following speakers made a public comment at the City Council meeting (2- minute limit):
- Bernice Turner
- Tiambe Jama
- Gail Wilkerson
6) INFORMATIONAL REPORTS

6.1) O’Connor street construction update
Kevin Lewis, Public Works Supervisor, provided a presentation on the O'Connor Street construction.
7) SPECIAL PRESENTATIONS - NONE
8) PUBLIC HEARINGS - NONE
9) POLICY AND ACTION

9.1) Authorization of Professional Services Agreement for Development Impact Fee Nexus Study and Financial Feasibility Analysis
Hanson Hom, Deputy Manager Special Projects, and Humza Javed, Public Works Directo, provided a presentation on the Feasibility Analysis.

The approval of item 9.1 was motioned by Vice Mayor Lopez and Seconded by Councilmember Romero and passed via unanimous vote with the amendment 86 East Palo Alto City Council October 17, 2023 Minutes Page 3 of 3 authorizing the City Manager to be able to extend the contract if necessary for up to six months past the June 30, 2024 timeframe for the contract.

Tiambe Jama provided a comment.
10) COUNCIL REPORTS
Vice Mayor Lopez called attention to the Gaza conflict between Palestine and Israel.

Councilmember Romero announced that there would be vaccination clinics and echoed Vice Mayor Lopez’s sentiments regarding the Gaza conflict. 11) ADJOURNMENT
The meeting was adjourned at 9:15 PM in honor of the lives that were lost in the Gaza conflict.
87 East Palo Alto City Council November 7, 2023 Minutes Page 1 of 5

EAST PALO ALTO CITY COUNCIL

REGULAR MEETING MINUTES
NOVEMBER 7, 2023
EPA Government Center
2415 University Ave, First Floor – City Council Chamber East Palo Alto, CA 94303

1. CALL TO ORDER AND ROLL CALL
The meeting was called to order by Mayor Lisa Gauthier at 6:30 p.m.

Attendee Name Title Status Arrived
Carlos Romero Councilmember Present
Ruben Abrica Councilmember Present
Lisa Gauthier Mayor Present
Antonio Lopez Vice Mayor Late 6:38 PM
Martha Barragan Councilmember Present
2) APPROVAL OF THE AGENDA
The approval of the agenda was motioned by Councilmember Carlos Romero and Seconded by Mayor Lisa Gauthier and passed via unanimous vote.

Item 3.4 will be revisited at the November 14 City Council meeting. 3) APPROVAL OF CONSENT CALENDAR
The approval of the consent calendar except item 3.2 was motioned by Councilmember Ruben Abrica and Seconded by Mayor Lisa Gauthier and passed via unanimous vote.

3.1) Clarification on the City’s Local Minimum Wag

3.2) Notice of Completion 2022 Annual Street Resurfacing Project The approval of the agenda was motioned by Mayor Lisa Gauthier and Seconded by Councilmember Carlos Romero and passed via unanimous vote.

3.3) Monthly Cash Treasury Report for August 2023

3.5) Authorization to apply for the TDA Article 3 Bicycle and Pedestrian Program for the Pulgas Avenue Mini-Roundabout 88 East Palo Alto City Council November 7, 2023 Minutes Page 2 of 5 Improvements

3.6) Authorize Acceptance of CalAPP Grant Fund Award from the California Energy Commission for the Hardware, Training, and Implementation for SolarAPP+

3.7) City Council Meeting Minutes

3.8) Side Letter Agreements for the Memorandum of Understanding Between the City of East Palo Alto and the Management
Employees? Association (MEA), and unrepresented
Employment Groups for FY 2023-24

3.9) Family Court Awareness Month Proclamation
4) CLOSED SESSION
5) PUBLIC COMMENT
The following speakers provided a public comment at the Council meeting:
-Gail Wilkerson
-Dixie Lee Specht Shultz
-Omar Cortez
-Jeannie Llewelyn
-Douglas Hunter
-Thurman Smith
-Maricela Ramos
-Patricia Lopez
-Jeanne Yu
-Ofelia Bello
6) INFORMATIONAL REPORTS
Humza Javed, Public Works Director, provided a presentation on Storm Preparedness.
89 East Palo Alto City Council November 7, 2023 Minutes Page 3 of 5 7) SPECIAL PRESENTATIONS

7.1) East Palo Alto Soft Story Seismic Risk Special Presentation Ana Miscolta Director of Community Resilience, and Sarah Atkinson from Thrive Alliance, provided a presentation.

The following speakers provided public comment for this item:
- Patricia Lopez
- Gail Wilkerson

7.2) San Mateo County Libraries East Palo Alto Library Branch Annual Report
Ramsés Escobedo, Branch Manager, East Palo Alto San Mateo County Libraries provided a presentation.

7.3) San Mateo County Office of Education Child Care Partnership Council 2022 needs Assessment Special Presentation
Sarah Kinahan, Coordinator, Child Care Partnership Council provided a presentation.

The following speakers provided public comment for this item:
- Court Skinner
- Mike Francois
8) POLICY AND ACTION

8.1) Joining California Asset Management Program (CAMP) Tomohito Oku, Finance Director, and Kyle Tanaka, Senior Managing Consultant at PFM Asset Management, provided a presentation.

The approval of item 8.1 was motioned by Councilmember Carlos Romero and Seconded by Mayor Lisa Gauthier and passed via unanimous vote. 9) PUBLIC HEARINGS

9.1) Introduction of East Palo Alto Opportunity to Purchase Act ("EPA OPA")
Karen Camacho, Housing and Economic Development Manager and Benjamin Toney, Fuse Fellow, provided a presentation.

Public Speakers:
90 East Palo Alto City Council November 7, 2023 Minutes Page 4 of 5 - Dixie Lee Specht Schultz
- Jennifer Liu
- Linda Wu
- Elena Kogan
- Tracey Ramirez
- Elizabeth Jackson
-Iris Li
- Ken Harris
- Jeannie Llewlyn
- Gail Wilkerson
- Sherman
- Mauricio Bell’Albero
- Yan
- Pan
- Bob Allen
- Elena Savva
- Rashit
- Nina Helmer
- Estefani Ruiz
- Julissa Manriquez
- Bryant Herrera
-Ofelia Bello
- Darrel Ford
- Charles Brewer
- Filiberto
- Wei Li
- Anne Wang
- Dan Pan
- Carol Li
- Teresa Melakuova
- Grace Popple
- Uhila Makoni
- Mark Dinan
- Court Skinner
- Ben Wu
- Allan Johnson
- Patricia Lopez
- Farshad Momeny
- Dionis Papavrramidis
- Estela Guerrero
- Yong Zheng
- George Wu
- Jennifer L
- Jenny Wu
- Mitch Speigle
- Heather Bromfield
- Chris Moore
- Francisca Guzman
- Duane Bay
- Laura Rubio
91 East Palo Alto City Council November 7, 2023 Minutes Page 5 of 5 - Bryan
- Stewart Hyland
- Carol Cunningham
- Simon Binns
- Mike Francois
- Tiambe Jama
- Pamela
- Alfred Chang
- Wilson
- Amy
- Kiana Simmons
- Tuan N.
- Anna Romanovskaia
- Joshua P.
- Marquis Terrell
- Rav S.
- Maria Cruz
- Danny Gan
- Justin
- Marisela
The approval of item 9.1 was motioned by Councilmember Carlos Romero and Seconded by Councilmember Ruben Abrica and passed via the following votes:

AYES: Carlos Romero, Ruben Abrica, Antonio Lopez
NOES: Martha Barragan, Lisa Gauthier
10) COUNCIL REPORTS
Mayor Gauthier announced that there will be a Community Meeting to discuss Rolled Curbs on November 20th.

Councilmember Romero announced a Creek Cleanup event.
11) ADJOURNMENT
Meeting adjourned at 12:05 AM
92 EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: November 21, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Karen Camacho, Housing & Economic Development Manager SUBJECT: RV Safe Parking Program Closure Final Report
Recommendation
Accept staff report on RV Safe Parking Program closure and final program results.

Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
 Promote housing, economic and workforce development
 Promote public health and safety
Background
The City owns and controls 1798 Bay Road (“Tanklage Property”). The former Redevelopment Agency transferred the 1.38 acres Tanklage Property to the City in 2011. As a former Redevelopment Agency property, the site can only be used for a public use. Between July 2018 and October 2023, the City permitted Project WeHope to use the Tanklage Property to operate the RV Safe Parking Program (“Program”). The City Council received status reports of the program and granted contract extensions on 93 April 21, 2020,1 April 20, 2021,2 April 19, 2022,3 and lastly, on April 4, 2023.4 The final Temporary Use Permit (“TUP”), and funding for the RV Safe Parking Program expired on October 30, 2023. This final report provides an update on the outcomes of the program.

Analysis
City Authorizations and Program Funding
Originally approved on July 17, 2018 the Program provided, at its peak, up to 17 Recreational Vehicle (“RV”) dwellers with a location to park their vehicle so that they would have a designated parking space that does not interfere with the public right-ofway. Program participants had access to facilities and received case management services from Project WeHOPE on-site at the Tanklage Property at 1798 Bay Rd. The Program operated for over five years, from July 2018 to October 2023. Table 1 below details the City’s financial investment that supported the program since its inception, totaling $1.4M. Project WeHope also invested more than $600,000 in the program.

TABLE 1
RV Safe Parking Program Financial Information
Year City Investment Funding Source(s)
Year 1 2019-20
$200,000 (Overnight)
$118,500 (Overnight)
$100,000 (Site Prep)
$35,000 (Homeless Assistance)
City Year 1 Total: $453,500
General Fund
Measure O
General Fund CIP
General Fund
Year 2 2020-21
$250,000 (Overnight)
$85,689 (Daytime)
City Year 2 Total: $335,689
Housing Successor
General Fund
Year 3 2021-22
$250,000 (Overnight)
$25,042 (Daytime)
City Year 3 Total: $275,042
Housing Successor
General Fund
Year 4 2022-23 $250,000 (Overnight)
City Year 4 Total: $250,000
Housing Successor
General Fund
Year 5 2023-24 $125,010 (Overnight)
City Year 5 Total: $125,010
Housing Successor
General Fund
City Total: $1,439,241

1 See Aprill 21, 2020 City Council meeting at:
eastpaloalto.iqm2.com/Citizens/SplitView.aspx?Mode=Video&MeetingID=1071&Format=Minutes. 2 See April 20, 2021 City Council meeting at:
eastpaloalto.iqm2.com/Citizens/SplitView.aspx?Mode=Video&MeetingID=1395&Format=Minutes 3 See April 19, 2022 City Council meeting at:
eastpaloalto.iqm2.com/Citizens/SplitView.aspx?Mode=Video&MeetingID=1807&Format=Minutes 4 See April 4, 2023 City Council meeting at:
eastpaloalto.iqm2.com/Citizens/SplitView.aspx?Mode=Video&MeetingID=1964&Format=Minutes 94 The original intent of the Program was to provide a temporary overnight parking site.

Project WeHOPE provided social services and essential amenities to Program participants, who were allowed to park their RVs on-site between the hours of 7:00pm and 7:00am daily. In response to the COVID-19 pandemic and County Shelter-in-Place Order, Project WeHOPE expanded the Program with City authorization and funding support to allow RVs to remain on-site 24 hours a day. The temporary 24-hour operation of the Program stayed in place and was funded by the City from April 2020 to April 2022.

On April 21, 2020, via Resolution No. 60-2020, the City Council granted Project WeHOPE the authority to temporarily place two manufactured units on the Tanklage property at 1798 Bay Rd. to provide interim housing for unhoused family households who may be in transition.

In April 2022, City Council determined to go back to overnight operations and extend the contract for an additional year. In April 2023, the City Council extended the contract for an additional six months, until October 30, 2023.

Project WeHOPE was authorized to operate the program on the Property via an Interim/Special Use Permit, and then a Temporary Use Permit (TUP) and a License and Grant Agreement. These permits allowed for special use of the Property for limited time frames of six to twelve months, with the approval of the Planning Commission. In addition to authorizing Project WeHOPE to operate the program, the Agreement provided for annual City funding of $250,000 to support program operations.

RV Safe Parking Program Outcomes
The program has been very successful at finding housing solutions for individuals and families living in RVs. Since 2018, the program assisted 116 total households. Of those, 50 (43%) transitioned to permanent housing, 40 (34%) declined housing or found alternative arrangements and 26 (22%) left the program. Of the 50 households who located permanent housing, 25 are individuals and 25 are families with children.

TABLE 2
RV Safe Parking Program Participant Outcomes (2020-2023) Participant Outcomes As of
April 2021
As of
April
2022
As of
April 2023
As of
October
2023
Left the Program 15 19 19 26
Declined housing or found alternative
arrangements 24 34 34 40
Currently participating in the Program 11 15 15 0
Transitioned into permanent housing 34 36 42 50
Total participants since 2018 85 104 110 116
The breakdown of program participation and outcomes is shown in Table 3, below. As shown, 17 households remained in East Palo Alto, while 22 households relocated within 95 San Mateo County, and five found housing in surrounding Bay Area counties. Six households relocated outside of the Bay Area. Participants relocated to a mix of housing types: a single room, housing voucher placement (rental), affordable rental, and ownership housing.

TABLE 3
Summary of RV Safe Parking Program Participants
Transitioning into Permanent Housing Locations (2020-2023) Housing
Locations of
RVSPP
Participants
Participants as
of April 2021
Participants
as of April
2022
Participants as
of April 2023
Participants as
of October
2023
Types of Housing
as of October
2023
East Palo Alto 11 12 13 17 14 Single room
3 Housing Voucher
San Mateo
County 15 15 20 22 17 Single room
5 Housing Voucher
Bay Area 3 3 3 5 3 Single room
2 Housing Voucher
Other 5 6 6 6
5 Affordable rental
1 Purchased
house
Total 34 36 39 50
Project WeHOPE shared that people residing in RV's need similar services to people residing in encampments; these services include case management to assist them in moving to more permanent housing. Project WeHOPE found that most RV households did not consider themselves to be experiencing homelessness, and they were less open to receiving essential services.

In addition to helping households find more permanent housing solutions, Project WeHOPE provided households a safe place to park, security, meals, life skills classes, job training, electricity, internet, gifts, and hope.

Program Phase-Out
In April 2023, during the last report-out, the Program had 8 RVs onsite. Staff met several times with Project WeHOPE to assess the need for program services and develop a recommendation for a phase-out of the program given the imminent need to change site use. Although the program could accommodate up to 17 RVs, Project WeHOPE stopped accepting new applicants off the waitlist around March 2023, working with the remaining eight RV households on their exit plans.

Three of the remaining households, two with one adult and four children and one with one adult, moved to the Mountain View RV Park between April and September 2023.

Two households, one with one adult and one child and the other with an individual adult, moved into housing but did not disclose their addresses. One household with two adults 96 moved into a single room for rent. Two households refused any housing alternatives and left the program.

In addition to maintaining the RV parking lot, Project WeHOPE had two manufactured homes on the site, as authorized by the First Amendment to the License & Grant Agreement in 2021. The site provided these two affordable housing units to families in need. These modular homes were used for 1 to 30 days at a time to help individuals transition from vehicles, the street, or shelters into permanent supportive housing. There were 14 individuals/families who lived in these modular homes throughout the span of the program.

All of the residents have moved out of the site. The City and Project WeHope conducted a final walk-through of the site on November 3, 2023 to confirm that the site is no longer in operation. The two modular homes remain out of operation until Project WeHOPE finds a location to move them.

Tanklage Site Use
Tanklage will be remain vacant until the City Council provides direction on how the property should be used. The City continues to explore options for relocating the Police Department and the Tanklage Property is a potential location. Staff will provide an update to the Council on options to relocate the police department on November 21.

Fiscal Impact
There is no fiscal impact associated with this staff report.

Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.

Attachments

1. RV Safe Parking Program Agreement
97 FOURTH AMENDMENT TO AGREEMENT

BETWEEN CITY OF EAST PALO ALTO AND WEHOPE
(Tanklage Property-RV Safe Parking Program)
This Fourth Amendment to the Principal Agreement made and entered into on July 18, 2018, hereafter referred to as “Agreement,” between WeHOPE, a California nonprofit public benefit corporation doing business as “Project We Hope”, therein referred to as “Contractor” or “Grantee”, and the City of East Palo Alto, a municipal corporation, therein referred to as “City”, is made and dated for reference this 4 th day of April, 2023.

Contractor and City do mutually agree as follows:

1. Extension of Term. Notwithstanding any provision of the Agreement to the contrary, the Term of the Agreement is hereby amended to extend until October 30, 2023; provided, however, nothing in this Section shall be deemed to waive, limit, or otherwise impair the City’s right to terminate the Agreement in accordance to Section

4.4. of the Agreement.

2. Amended Operation of the Site by the Grantee: Grantee Obligations. Section

2.7(a) of the Principal Agreement, which sets forth the operational services to be provided pursuant to the Principal Agreement, is hereby amended as follows:

Grantee Obligations. As between the City and the Grantee, the Grantee shall be solely responsible for all day-to-day management and operational functions with respect to the use of the Site for the Permitted Use, including without limitation the selection of the RV Parkers, providing (or otherwise ensuring that each RV Parker receives) the social services deemed necessary by the Grantee and otherwise enforcing the requirements of the agreement between the Grantee and the RV Parker (the “Parking Agreement”), including maintenance, landscaping, routine and major repairs to the Site, and security. Major repairs include, without limitation, all repairs necessary for the safe, secure and sanitary use or operation of the site for any subsequent purpose, but excludes major repairs to any improvements made by the City unless repairs to such improvements were caused by the Grantee or the RV Parkers or are the result of the operation of the Site by the Grantee. Grantee shall operate the Site consistent with the Grantee Proposal and any temporary use permit issued for the Site. To the extent the operation of the Program requires any utility service, then the Grantee shall be responsible for causing such utilities to be provided to the Site, and for all costs incurred in connection with the use of such utilities by Grantee or any of the Grantee Parties.

Other than the Preliminary Site Work, the City shall have no direct, or indirect, responsibility over management of the Site or the operation of the Program; however, the Grantee shall operate the Site in accordance with this Agreement in a manner acceptable to the City. Prior to termination of the Agreement’s term, Grantee shall work to ensure orderly relocation of RV Parkers, including assisting with the preparation of exit plans for each RV Parker, ensuring RV Parkers receive available support to secure alternative housing, and otherwise facilitating their timely and orderly exit.

DocuSign Envelope ID: DA4CD0A9-0035-483A-AC39-70E7B3323106 98 3. Amended Exhibit B, Section 1. Exhibit B, Section 1 of the Principal Agreement, entitled “Contractor’s Compensation” is hereby repealed and replaced with the following:

City agrees to pay Contractor, at the rate(s) specified below, for those services set forth in Exhibit A of this Agreement, as amended, and for all authorized reimbursable expenses, for a total not to exceed One Hundred Twenty-Five Thousand and Ten Dollars $125,010.

Contractor agrees that the amount of increase in the not-to-exceed amount specified above shall constitute full compensation for the Additional Services, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with the Additional Services, including costs associated with any changes and/or delays in work schedules or in the performance of other services or work by Contractor.

4. Integration. This Amendment, including all exhibits, if any, contains the entire agreement between the parties and supersedes whatever oral or written understanding they may have had prior to the execution of this Amendment. This Amendment shall not be amended or modified except by a written agreement executed by each of the parties hereto. Except as specifically revised herein, all terms and conditions of the Agreement, and all prior amendments, if any, shall remain in full force and effect, and Contractor shall perform all duties, obligations and conditions required under the Agreement.

5. Inconsistencies. In the event of any conflict or inconsistency between the provisions of this Amendment and the Agreement, and any prior amendment, if any, the provisions of this Amendment shall control in all respects.

6. Ambiguities. The parties acknowledge that they have had the opportunity to have this Amendment reviewed by their respective legal counsel, and that the terms and conditions of this Amendment are not to be construed against any party on the basis of such party's draftsmanship thereof.

7. Counterparts. This Amendment may be executed by the parties in one or more counterparts all of which collectively shall constitute one document and agreement.

8. Facsimile Signature; Electronic Signature. This Amendment shall be binding upon the receipt of facsimile signatures or e-mailed by PDF or otherwise. Any person transmitting his or her signature by facsimile or electronically shall promptly send an original signature to the other party pursuant to the notice provision of the Agreement.

The failure to send an original shall not affect the binding nature of this Amendment.

9. Authority. The person signing this Amendment for Contractor hereby represents and warrants that he or she is fully authorized to sign this Amendment on behalf of Contractor.

DocuSign Envelope ID: DA4CD0A9-0035-483A-AC39-70E7B3323106 99 IN WITNESS WHEREOF, the parties have entered into this Fourth Amendment on the day and year first hereinabove appearing.

WEHOPE, a California nonprofit benefit
corporation doing business as “Project
We Hope”
By: _______________________
Pastor Paul J. Bains
President/Founder
DATE: ____________________
FEDERAL I.D. #: ____________
18300026
East Palo Alto Business License No.

CITY OF EAST PALO ALTO,
a municipal corporation
By:________________________
Melvin E. Gaines
City Manager
DATE: ____________________
APPROVED AS TO CONTENT:
__________________________
Amy Chen
Community and Economic
Development Director
APPROVED AS TO FORM:
__________________________
John D. Lê
City Attorney
DocuSign Envelope ID: DA4CD0A9-0035-483A-AC39-70E7B3323106 8/14/2023
94-3342713
8/18/2023
100
WWI

AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDED LICENSE AND GRANT

AGREEMENT WITH PROJECT WEHOPE TO EXTEND THE RV SAFE PARKING PROGRAM THROUGH OCTOBER 30, 2023 AND ALLOCATING $ 125, 010 IN HOUSING SUCCESSOR FUNDS

TO OPERATE THE PROGRAM FOR AN ADDITIONAL SIX MONTHS
WHEREAS, on July 17, 2018, through Resolution No. 4998, the City Council declared a Shelter Crisis pursuant to Government Code Section 8698 and authorized the City Manager to execute a License and Grant Agreement ("Agreement") with Project WeHOPE ("PWH"), to operate the RV Safe Parking Pilot Program (" Program") for one year at the City -owned property located at 1798 Bay Road Property"); and
WHEREAS, Resolution No. 4998 also committed a maximum of $ 318,500 to the Program, including a grant of up to $ 218, 500 to PWH to assist with operations and programming and $ 100,000 for preparation of the Property; and
WHEREAS, on September 10, 2018, through Resolution No. PC 2018-02, the Planning Commission authorized the interim use of the Property for a one-year period, commencing with the date the City deemed the site construction complete ( May 1, 2019); and WHEREAS, on May 1, 2019, the Program began serving clients at the Property; and WHEREAS, on April 21, 2020, through Resolution No. 60- 2020, the City Council authorized the City Manager to execute an Amended License and Grant Agreement (" Amended Agreement") with PWH that extended the term through April 30, 2021, allowed two temporary structures to be placed on the Property and allocated $ 250,000 in Housing Successor Funds as a grant to PWH to operate the Program; and
WHEREAS, on April 20, 2021, through Resolution No. 50- 2021, the City Council once again extended the term of the Program through April 30, 2022, by authorizing the City Manager to execute a Second Amendment to the License and Grant Agreement; and WHEREAS, the Planning Commission approved two additional special use permits to continue the Program through April 2022: SUP20-001 and SUP21- 001 by Resolution No. PC 2020- 01 and Resolution No. PC 2021- 04, respectively; and
WHEREAS, on April 19, 2022, through Resolution No. 40- 2022, the City Council once again extended the term of the Program through April 30, 2023, by authorizing the City Manager to execute a Third Amendment to the License and Grant Agreement; and WHEREAS, on April 11, 2022, through Resolution No. PC 2022- 04, the Planning Commission approved a new Special Use Permit (SUP22-001) to allow the Program to continue through April 30, 2023; and
WHEREAS, to date, only 8 or the potential 17 households remain in the Program; and Resolution No. 35- 2023 1 of 2
DocuSign Envelope ID: DA4CD0A9-0035-483A-AC39-70E7B3323106 101
WHEREAS, at a regular meeting on April 4, 2023, the City Council directed staff to obtain the necessary authorizations from the Planning Commission and City Council to extend the Program for an additional six months, through October 30, 2023; and WHEREAS, on April 13, 2023, the TUP will be considered at a Director' s Hearing to allow the Program to continue through October 30, 2023.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY authorizes the City Manager to:

1. Negotiate and execute a Fourth Amendment to the License and Grant Agreement (" Fourth Amendment") with Project WeHOPE, in a form approved by the City Attorney, to extend the RV Safe Parking Program through October 30, 2023; and

2. Allocate $ 125,010 in Housing Successor funds to operate the RV Safe Parking Program for an additional six months or less.

LAG ISSIED ` MD D OP 71J[ ED thos % th day of Apr2023, by the folGow' ng vote, AYES:

Barragan, Gauthier, Lopez, Romero, Abrica NOES:

ABSENT:

ABSTAIN:

ATTEST:

James
Colin, City Clerk M '
6L
authier, Layo APPROVED
ASTO FORM: J@fr6
D. Le, City Attorney Resolution
No. 35- 2023 2 of 2
DocuSign Envelope ID: DA4CD0A9-0035-483A-AC39-70E7B3323106 102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
POLICY AND ACTION ITEM 9.1

EAST PALO ALTO

CITY COUNCIL

STAFF REPORT
DATE: November 21, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin E. Gaines, City Manager
BY: Jeff Liu, Police Chief, Adam Politzer, Interim Assistant City Manager SUBJECT: Police Department Relocation Options
Recommendation
After receiving an update from Staff on police department location options, provide direction on whether the City should take steps to relocate the police department to 1798 Bay Road (the Tanklage Property) or renew the City’s leases for police facilities at 141 and 219 Demeter Street.

Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
• Promote public health and safety
• Ensure our financial and organizational health
• Develop and Implement a Comprehensive Facilities Master Plan Background
Since 2006, the City of East Palo Alto has operated and housed its Police Department in modular facilities located at 141 and 219 Demeter Street. The City currently leases 13,000 square feet (SF) of building space across two properties for the police department. The City owns the manufactured offices at 141 Demeter Street (7,000 SF), but the structures are well beyond their useful life and need replacement. The leases for both properties expire October 31, 2025.

On May 18, 2021, the City Council adopted the City of East Palo Alto Facilities Master Plan (“Plan”) which included specific objectives and recommended actions. Objective #3 118
POLICY AND ACTION ITEM 9.1
of the Plan, “Develop a Short-Term Strategy for the Police Department,” was prioritized by the City Council given the pending expiration of the current leases.

The City owns 1798 Bay Road (“Tanklage Property”). The former Redevelopment Agency transferred the 1.38 acres comprising the Tanklage Property to the City in 2011.

As a former Redevelopment Agency property, the site can only be used for public use.

The arced/crescent-like shape of the Tanklage Property and the property’s narrow frontage on Bay Road present challenges to designing a police department that fits within the City’s design vision for Bay Road difficult. Specifically, the City, or any developer, would likely need to acquire two additional parcels (1800 Bay Road, formerly Lee’s Backhoe, and the adjacent property) to ensure a cohesive project that fits within the City’s design vision. Like the existing police department at 141 Demeter Street, which was also intended to be a short-term location, the Tanklage Property will only have one vehicular entry/exit way, which also makes the site unideal for public safety function. For these reasons, the City considers the Tanklage Property only as a potential temporary police department location.

On April 19, 2022, the City Council received a presentation from Staff and representatives from Group 4 Architecture, Research + Planning, Inc. (Group 4 Architecture) exploring design options for a temporary police station at the Tanklage Property. The City Council acknowledged then that there were few viable alternatives to locate a police department within city limits that could be developed within a timeline that coincides with the October 31, 2025 expiration of the existing police department leases. The Council directed staff to amend the City’s agreement with Group 4 Architecture, adding $128,750 for Group 4 to explore police department design options at the Tanklage Property.

On April 4, 2023 the City Council received an update on the potential use of the Tanklage Property for a temporary police station. Group 4 Architecture evaluated two police department design options at the Tanklage Property: 1. a 16,000 SF building design, and 2. a 19,000 SF building design. In addition to two different size options, Group 4 Architecture explored three different building types - modular relocatable, preengineered, and conventional buildings.

The City Council expressed interest in further exploring the 19,000 SF modular option at Tanklage, particularly if the design was modified to include easily accessible space for community use. The City Council directed staff to return with updated design and finance options. The Council also directed Staff to explore options to renew the police department leases at 141 and 219 Demeter Street.

This report outlines the options for using the Tanklage property as a future police department site and discusses options to renew the existing police department leases. 119
POLICY AND ACTION ITEM 9.1
Analysis
Whether for temporary or permanent police buildings/campuses, the City should strive to develop sites that adequately meet the public safety needs of our community while providing a sense of place for those who serve it in this capacity. 141 and 219 Demeter Street Lease Renewal Options
As presented at the April 4, 2023 City Council meeting, the configuration of both 141 and 219 Demeter is not optimal for public safety operations. The City did not intend for the Demeter properties to be long-term homes for the police department when it moved the police department from 2415 University. Nevertheless, the police department has operated out of the Demeter Street properties for seventeen years. Unfortunately, the modular buildings at 141 Demeter Street are beyond their expected life and require significant rehabilitation including a new roof and HVAC system, as well as new carpets and exterior paneling. The initial expense for the above work is estimated to be $500,000.

The leases for 141 and 219 Demeter Street have base rents that increase each October. The remaining lease terms require the City to pay from $254,400 (October 2023 - October 2024) to $271,200 (October 2024 - October 2025) per year to rent the two properties used by the police department. The leases expire October 31, 2025.

Staff is currently working with the Nicholson Company to secure terms to extend the existing lease for 141 Demeter another 3 to 5 years. The property owner of 219 Demeter has previously expressed a willingness to extend the lease for that building.

Budget considerations:
• Temporary improvements to the existing modulars at 141 and 219 Demeter Street would require an additional $500,000, likely from general fund reserves. • Based on existing leases, extensions at 141 and 219 Demeter Street could cost more than $1.35 million from 2025 through 2030 (a five-year extension), also from general fund.

If directed by Council, Staff will negotiate lease extensions and terms for the Council to consider. Staff will also return with a mid-year budget request for temporary improvements.

Options to Locate the Police Department at the Tanklage Property Since the April 4, 2023 City Council meeting, Staff has met with Group 4 Architecture to revise the design and budget for options to locate the police department at the Tanklage Property. The project size and design options remained largely the same as presented April 4; however, Group 4 Architecture updated the layout of the 19,000 SF design option to accommodate an easily accessible space that could be used by community members. Group 4 also provided updated budget estimates for the costs of each design option. These estimates are displayed in Table 1, below. 120
POLICY AND ACTION ITEM 9.1
Table 1: Budget Estimates for Different Options (Estimated total project costs) Building Type
Modular
Lease
(10-15 year
expected life)
Modular Buy
(10-15 year
expected life)
PreEngineered
(25-30 year
expected life)
Conventional
(30-40 year expected life)
16,400
SF
Building
Project
Budget $6,800,000
$11,000,000
to
$14,200,000
$17,000,000 $25,400,000
Annual
Lease
Cost
$688,800/YR
Total 10-
15 Year
Cost
w/Lease
$13,700,000
(10 years)
$17,200,000
(15 years)
$11,000,000
to
$14,200,000
$17,000,000 $25,400,00
$/Year of
Expected
Life
$1.37M/YR
(10 years)
$1.15M/YR
(15 Years)
$1.1M1.42M/YR
(10 Years)
$733k946K/YR
(15 years)
$680K/YR
(25 Years)
$566K/YR
(30 Years)
$847K/YR
(30 Years)
$635K/YR (40 Years)
19,700
SF
Building
Project
Budget $7,200,000
$12,800,000
to
$16,100,000
$19,300,000 $29,500,000
Annual
Lease
Cost
$827,400/YR
Total 10-
15 Year
Cost
w/Lease
$15,500,000
(10 years)
$19,600,000
(15 years)
$12,800,000
to
$16,100,000 $19,300,000 $29,500,000
$/Year of
Expected
Life
$1.55M/YR
(10 years)
$1.31M/YR
(15 years)
$1.28 -

1.61M/YR
(10 years)
$853K1.07M
(15 years)
$772K/YR
(25 years)
$643K/YR
(30 years)
$938K/YR
(30 Years)
$738K/YR
(40 Years)
121
POLICY AND ACTION ITEM 9.1
Budget Considerations:
• Group 4 Architecture’s initial estimates for a new Police building range from $14 to $30 million, depending on building size and type.
• The primary ways the City could finance these options would be some combination of bonds proceeds or general fund reserves. The City could pursue a voter-approved general obligation bond or a lease revenue bond (leaseleaseback structure) where the new police station could be used as the leased asset. If the City Council is interested in either of these options, staff will arrange for Urban Futures or another municipal finance advisor to provide a presentation to the Council.

The modular options are estimated to take 6 to 10 months to construct, while the preengineered and conventional construction options are estimated to take 24 to 30 months to construct. Considering value, staff would recommend the pre-engineered option as the most viable. This option could take more than two years to construct; and the City may need a successful bond measure to finance the construction. If the City pursues the pre-engineered construction option, it should explore options to extend the existing police department leases for at least one year.

Alternatives Options
A number of properties are entering the market that the City may wish to explore purchasing. This includes sites with structures that potentially could be converted to a police department as well as sites without structures. If the Council desires, Staff could explore options to acquire such sites and return to the City Council. If this alternative is preferred, Staff recommends that the City Council also direct staff to negotiate renewed leases at the existing police department locations as it is unlikely the City would be able construct necessary improvements and move prior to the expiration of the current leases, October 31, 2025.

Next Steps
Depending on whether the Council desires for the City to:

A. Renew the existing police department leases on Demeter Street.

B. Pursuit one of the option to move the police department to the Tanklage Property; or
C. Explore alternative locations.

Staff will develop a specific plan to fulfill that option and return to Council with financial terms, estimated timelines, and requests for any financial or contractual approvals.

Fiscal Impact
There is no fiscal impact associated with this report.
122
POLICY AND ACTION ITEM 9.1
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 County Library located at 2415 University Avenue, East Palo Alto.

East Palo Alto City CouncilNovember 21, 2023

East Palo Alto City Council
November 21, 2023