CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: November 18, 2025
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Sean McDonagh – Police Chief
Subject: Informational staff report regarding draft Surveillance Impact Report and Surveillance Use Policy for the police department’s security system upgrade Recommendation:
That the City Council review the Surveillance Impact Report and Surveillance Use Policy prepared for the proposed Police Department Security Camera System, consistent with Chapter 8.80 of the Sebastopol Municipal Code. The item will be agendized 45 days after the informational item.
Executive Summary:
Pursuant to Chapter 8.80 of the Sebastopol Municipal Code, city departments must submit a Surveillance Impact Report and Surveillance Use Policy via an informational staff report on a regular City Council meeting consent calendar at least 45 days prior to the public hearing required under SMC § 8.80.050 for council approval before acquiring or deploying new surveillance technology.
The Police Department has prepared a Surveillance Impact Report and Surveillance Use Policy as part of this staff report, addressing the proposed replacement and modernization of the Police Department’s internal and external security camera system. The report and policy document the description of technology, intended purpose, deployment locations, fiscal impact, civil rights safeguards, third party data handling, and experience of other jurisdictions as required under SMC § 8.80.020 and SMC § 8.80.050.
PROCESS OF AGENDA ITEM:
1. If item remains on consent, no presentation of item is required. Item would be approved as a consent calendar item.
2. If item is removed from the consent calendar; item would be placed at the end of the regular agenda items or as otherwise determined the Mayor for discussion following the process below:
a. Presentation of agenda item by the Responsible Department b. Questions and discussion from Councilmembers
c. Public comment period
d. This is an informational item and no action is necessary.
Background:
The Sebastopol Police Department’s current security camera system is believed to have been installed when the building was completed in about 1991, produces low quality images, and lacks recording capability. This limits the department’s ability to investigate incidents, safeguard officers, protect the public during their time at the police department, further ensure public trust and accountability at the department and maintain the security of city assets.
Agenda Item Number: 6
Agenda Item Number: 6
City Council Meeting Packet for Meeting of: November 18th
Below are a selection of recent law enforcement incidents which further illustrate the importance of effective camera coverage:
• Hillsborough Police Department (CA, Feb 2025): Officer shot in the department parking lot. Investigators relied on third-party footage to identify the suspect.
• Santa Cruz PD (CA, 2019): Lobby cameras captured a suspect brandishing a weapon, allowing lockdown and preventing injuries.
• San Francisco PD (CA, 2022): Cameras helped identify a vandal/vehicle arson suspect at Mission Station. • Dallas PD (TX, 2015): Cameras documented armed assault at headquarters, supporting tactical response. • Palo Alto PD (CA, 2021): Lot cameras captured hit-and-run outside station, facilitating suspect identification and prosecution.
• Los Angeles PD (CA, 2023): Exterior cameras captured burglary attempt at police vehicles, leading to arrest.
These examples underscore the critical role of surveillance technology in protecting officers, visitors, and city assets, and demonstrate the necessity of a modern, recording-capable system.
Discussion:
This Surveillance Impact Report addresses the seven elements required under SMC § 8.80.050 as defined by SMC § 8.80.020:
1. Information describing the surveillance technology and how it works, including product descriptions from manufacturers
The proposed system from SAFE HOUSE Modern Security Systems includes high-definition cameras with night capability and secure network storage. There is no facial recognition or predictive policing capabilities with this system. It is purely designed to be a better quality version of the security system in place at the department now, but with the ability to record.
2. Information on the proposed purpose(s) for the surveillance technology To enhance safety for officers, staff, and visitors; deter criminal activity; protect city property; document incidents; and support accountability.
3. If applicable, the location(s) it may be deployed and crime statistics for any location(s) Deployment at entrances, lobby, outside of the police department and parking lots. The current system does not capture/record and as such cannot provide usable footage, which the new system would address.
4. The fiscal costs for the surveillance technology, including initial purchase, personnel, and other ongoing costs, and any current or potential sources of funding
The security system has already been approved by the city council and was purchased via the police endowment fund, with no fiscal impact to the city’s general fund. The purchase cost of the system was $46,008.42 and the cost to install is $13,875, totaling $59,883.42.
5. An assessment identifying with specificity any potential adverse impacts the surveillance technology might have on civil liberties and civil rights; and affirmative measures to safeguard the public Potential impacts: inadvertent recording, misuse of footage.
Safeguards: posted signage, restricted access, retention limit (unless deemed to be evidence in a case and will be governed by the retention requirements specific to the type of crime to which it relates).
Agenda Item Number: 6
Agenda Item Number: 6
City Council Meeting Packet for Meeting of: November 18th
6. Whether use or maintenance requires third-party handling or storage of data All data stored on city servers; vendors only have supervised temporary access during installation/maintenance.
7. Summary of experience of other governmental entities with the proposed technology Security systems of this nature are standard for police departments, nationwide. Benefits include incident documentation, deterrence, and operational safety.
This Surveillance use policy addresses the eleven elements required under SMC § 8.80.050 as defined by SMC §
8.80.020:
1. Purpose
2. Authorized Use
3. Data Collection
4. Data Access
5. Data Protection
6. Data Retention
7. Public Access
8. Third-Party Data Sharing
9. Training
10. Auding and Oversight
11. Complaints
STAFF ANALYSIS:
Review of the Surveillance Impact Report and Surveillance Use Policy ensures that the Police Department can legally and transparently implement the updated security camera system. The report and policy demonstrate that the technology is necessary, proportionate, and includes safeguards to protect civil liberties while addressing operational and public-safety needs.
CITY COUNCIL GOALS/PRIORITIES; AND/OR GENERAL PLAN CONSISTENCY:
This agenda item represents the City Council goals/priorities as follows:
PUBLIC SAFETY
Strengthen the public’s safety and improve the quality of life. Includes supporting our first responders (police, fire, public works), responding to emergencies, protecting people, property, and businesses, and engaging in emergency preparedness community outreach, public education and prevention activities. • Restoring public trust
Fiscal Impact:
There is no direct cost to the city for the approval of the Surveillance Impact Report and Surveillance Use Policy associated with this report.
COMMUNITY OUTREACH:
This item has been noticed in accordance with the Ralph M. Brown Act and was made available for public review at least 72 hours prior to the scheduled meeting date. The city has also promoted the council meeting and agenda items through its social media platforms.
Agenda Item Number: 6
Agenda Item Number: 6
City Council Meeting Packet for Meeting of: November 18th
As of the writing of this report, the city has not received public comments. Any additional comments received after publication will be provided to the City Council as supplemental materials prior to or at the meeting.
RESTATED RECOMMENDATION:
That the City Council:
1. Review the Surveillance Impact Report and Surveillance Use Policy as an informational item for the Police Department Security Camera System.
APPROVALS:
Department Head Approval: Approval Date:
CEQA Determination (Planning): Approval Date: N/A
Administrative Services (Financial) Approval Date: N/A
Costs authorized in City Approved Budget: ☐ Yes ☐ No N/A Account Code (if applicable)
City Attorney Approval: Approval Date: 11/10/2025
City Manager Approval: Approval Date: 11/10/2025
Agenda Item Number: 6
Agenda Item Number: 6
City Council Meeting Packet for Meeting of: November 18th