City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: April 21, 2025
Report #:2502-4143
TITLE
Approval of a Surveillance Use Policy for Security Cameras in Council Chambers and Approval of Purchase of $4,886 for Security Cameras; CEQA status – not a project.
RECOMMENDATION
Staff recommend that the City Council:
1. Approve the attached surveillance use policy (Attachment A) for use of security cameras to enhance the security and safety of Council Chambers, and deter and investigate unauthorized or criminal activity.
2. Approve and direct staff to purchase security cameras for the Council Chambers in an amount of $4,886 as detailed in Attachment B.
EXECUTIVE SUMMARY
This report contains a surveillance evaluation of security cameras as required by Palo Alto Municipal Code section 2.30.620 1 describing the uses and benefits of the technology and associated privacy considerations and applicable law. Staff is recommending City Council approve the surveillance use policy and purchase of surveillance equipment for Council Chambers.
Equipment will include security cameras and potentially motion detectors and alarm systems to alert staff and document unauthorized entry and damage to City property.
BACKGROUND
Equipment necessary for facilitating public meetings, including computers, monitors, and microphones, is kept in Council Chambers and the general area. Access to Council Chambers is available to the general public for public meetings or authorized specific events. Outside of these, use is limited to staff to minimize the risk of damage to City property, tampering with equipment, and security risks. There have been repeated instances of vandalism, theft, and interference with 1 Palo Alto Municipal Code https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-62119
A/V equipment critical to the ability to support public meetings in Council Chambers. The recommended surveillance equipment use is intended to deter such incidents, increase the security and safety of Council Chambers, and assist the staff in reviewing evidence should an incident occur.
ANALYSIS
Palo Alto’s Surveillance Technology ordinance, codified PAMC § 2.30.620, et seq., sets criteria and procedures to protect personal privacy in the acquisition and use of surveillance technology, and provide for ongoing oversight. The proposed security camera technology is “surveillance technology” as defined by the ordinance. The ordinance requires City Council approval of the acquisition of new surveillance technology and of a Surveillance Use Policy specific to each new approved technology. In approving new surveillance technology, the Council must determine that its benefits outweigh the associated costs and concerns.
The ordinance sets forth specific elements that must be present in a Surveillance Use Policy, including limitations on access, use, and retention, as well as a description of compliance procedures. The Clerk’s Office has prepared and attached a Surveillance Use Policy, which addresses each of these elements.
In addition, prior to the approval by the Council of a new surveillance activity, the ordinance requires the completion of a Surveillance Evaluation, consisting of the five specific elements below.
Surveillance Evaluation
(1) A description of the surveillance technology, including how it works and what information is captures;
The surveillance technology will include security cameras and monitoring systems designed to capture real-time video and audio footage. These devices will record activities within and around Council Chambers. Security cameras in Council Chambers will focus on entry points, Council dais, and areas where valuable equipment is stored. The technology may also include motion detectors and alarm systems that notify designated personnel of suspicious activities.
(2) Information on the proposed purpose, use and benefits of the surveillance technology; The primary purpose of implementing surveillance technology is to enhance the safety and security of Council Chambers, which has been subject to unauthorized entry, vandalism, theft, and tampering with essential technology equipment such as computers, monitors, and TVs. With the Police Department’s imminent relocation to the Public Safety Building, surveillance will help deter criminal activity, document incidents for investigative purposes, and protect city assets. It will also reduce the ongoing need for staff time and resources to address security breaches.
(3) The location or locations where the surveillance technology may be used; Surveillance technology may be installed at in Council Chambers - it includes strategic points, including wide angle of the dais and areas housing sensitive technology equipment. This will provide comprehensive coverage of high-risk areas prone to vandalism or theft. Access to the dais and seating areas is limited to staff when not in use for a public or authorized meeting. Surveillance will be limited to this area. The route connecting the main lobby and Police Department will not be monitored. (4) Existing federal, state and local laws and regulations applicable to the surveillance technology and the information it captures; the potential impacts on civil liberties and privacy; and proposals to mitigate and manage any impacts;
Surveillance technology will comply with applicable laws related to video and audio recording. This includes Labor Code section 435, which forbids employers from recording in a restroom, locker room, or changing room; and Penal Code section 632, which prohibits recording audio of “confidential communication,” subject to exceptions such as for public meetings under Penal Code section 632(c). Lastly, the City is required to retain certain building security recordings for one year under Govt. Code section 34090.6(a).
Mitigation Actions:
•Access to surveillance footage will be limited to authorized City personnel for law enforcement purposes.
•Encryption and access control mechanisms will safeguard the footage. (5) The costs for the surveillance technology, including acquisition, maintenance, personnel and other costs, and current or potential sources of funding.
Costs will include the acquisition of surveillance cameras, monitoring systems, storage, maintenance, and personnel for oversight. The budget will also cover encryption and secure storage solutions. Potential funding sources may include city security budgets, grants, or public safety funds. For the Council Chambers, a one-time cost of $4,300 and annual maintenance cost of $615 is anticipated.
FISCAL/RESOURCE IMPACT
Costs will include the acquisition of surveillance cameras, monitoring systems, maintenance, and personnel for oversight. The budget will also cover encryption and secure storage solutions.
Potential funding sources may include city security budgets, grants, or public safety funds. A one- time cost of $4,300 and annual maintenance cost of $615 is anticipated.
STAKEHOLDER ENGAGEMENT
The City Clerk’s Office coordinates with multiple departments on security measures for Council Chambers including City Manager’s Office, IT, Public Works, and the City Attorney’s Office.
ENVIRONMENTAL REVIEW
Approval of this surveillance policy is exempt under CEQA section 15601(b)(3) as it can been seen with certainty that there is no possibility this activity will have a significant effect on the environment.
ATTACHMENTS
Attachment A - Council Chambers Surveillance Use Policy Attachment B – Quote for Cameras for Council Chambers
APPROVED BY:
Mahealani Ah Yun, City Clerk