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HomeMy WebLinkAboutStaff Report 2406-3190CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, August 12, 2024 Council Chambers & Hybrid 5:30 PM     Agenda Item     4.Adoption of a Resolution Authorizing the City Manager to Accept on Behalf of the City of Palo Alto a Grant of Funds from the County of Santa Clara for the 2023 Emergency Management Performance Grant (EMPG) Program and Approve FY 2025 Budget Amendments in the General Fund; CEQA Status: Not a Project Consent Questions City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Office of Emergency Services Meeting Date: August 12, 2024 Report #:2406-3190 TITLE Adoption of a Resolution Authorizing the City Manager to Accept on Behalf of the City of Palo Alto a Grant of Funds from the County of Santa Clara for the 2023 Emergency Management Performance Grant (EMPG) Program and Approve FY 2025 Budget Amendments in the General Fund; CEQA Status: Not a Project RECOMMENDATION Staff recommends that the City Council adopt the Resolution (Attachment A) authorizing the City Manager or their designee to execute the Standard Agreement and any other documentation necessary to secure the award with the County of Santa Clara for Department of Homeland Security Emergency Management Performance Grant (EMPG) funding in the amount of $20,000 for EOC technology equipment. Staff recommends that the City Council amend the Fiscal Year 2025 Budget Appropriation for the General Fund budget (requires 2/3 approval) by: 1. Increasing the Office of Emergency Services Department revenue estimate for Revenue from Local Agencies (grants) by $20,000; and 2. Increasing the Office of Emergency Services Department Other Facility & Equipment appropriation by $20,000. EXECUTIVE SUMMARY The City’s Office of Emergency Services is participating in the 2023 EMPG Program funding for computer-related equipment for the new Emergency Operations Center (EOC) that is part of the Public Safety Building. This is a federal grant administered by the State of California through the County of Santa Clara. The City Council is required to approve and adopt a resolution for the City to receive its allocated grant funds. BACKGROUND The EMPG provides state, local, tribal and territorial emergency management agencies with the resources required for implementation of the National Preparedness System, toward the goal of a secure and resilient nation. The EMPG’s allowable costs support efforts to build and sustain core capabilities across the prevention, protection, mitigation, response and recovery mission areas. The County Emergency Operational Area Council, allocates funding as part of their role as the advisory body of the Santa Clara Operational Area, which includes the City of Palo Alto. The City’s Office of Emergency Services is being awarded $20,000 by the County of Santa Clara under the 2023 EMPG Program for technology equipment for the City’s new EOC in the new Public Safety Building. ANALYSIS In order for the City to receive grant funding through the County of Santa Clara EMPG program, the City Council must authorize the City Manager to sign a grant agreement with the County . The $20,000 in grant funds will be used to enhance workstations employees will use while on assignment in the EOC. This includes computer-based hardware such as monitors, keyboards, docking stations, and backup portable power systems. Since employees in most cases will have their City-provided laptop computer, they will be able to plug into a workstation. The computer hardware is intended to give the user an improved capability to perform their duties compared with using just a laptop. This equipment is not included in the current scope of the Public Safety Building and will be a productive enhancement to the functioning of the EOC. Prior to receiving grant funding, the resolution authorizing the City Manager to execute the grant agreement must be approved and submitted to the County, and the grant agreement must receive final approval by the both City and County. The grant agreement also requires related certifications, disclosures, and compliance with federal and state regulations throughout the grant period, which are not part of the City’s standard procurement process and require authorization from Council to the City Manager or their designee to comply with these additional conditions. Requests for grant reimbursement for the EOC equipment noted above must be submitted to the County by March 15, 2025. Staff believes these funds will be spent and reimbursement requests provided to the County within calendar year 2024. FISCAL/RESOURCE IMPACT The EMPG is structured as a 50/50 cost share. Assuming the City is required to provide the cost share, which may not apply depending on negotiations with the County, Palo Alto OES plans to provide in-kind equipment procurement as the basis for our cost share requirement. A budget appropriation for FY2025 will increase the OES department revenue for grants and increase the OES department Facilities &Equipment appropriation by $20,000. STAKEHOLDER ENGAGEMENT Staff has coordinated this effort with the City’s Administrative Services Department, the Information Technology Department, the City Manager’s Office and the City Attorney’s Office. ENVIRONMENTAL REVIEW Council approval of the resolution to procure EOC equipment using grant funding is not a project under the California Environmental Quality Act (CEQA), as these are administrative activities of government that will not result in direct or indirect physical changes in the environment and as maintenance activities such as purchasing supplies (14 CCR sections 15378(b)(2), 15378(b)(5)). ATTACHMENTS Attachment A: Resolution Approving EMPG Funds APPROVED BY: Ken Dueker, Director Office of Emergency Services NOT YET APPROVED Attachment A 02720240801 1 Resolution No.____ Resolution of the Council of the City of Palo Alto Approving the City of Palo Alto’s Application for County of Santa Clara 2023 Emergency Management Performance Grant (EMPG) funds for EOC Technology Equipment; Delegating Authority to an Authorized Representative Sign the Grant Agreement and Administer the Project on Behalf of City of Palo Alto R E C I T A L S A. WHEREAS, the City of Palo Alto is a party to the 1994 Operational Area Interim Agreement for Santa Clara County, as a political subdivision within the geographical boundaries of Santa Clara County; and B. WHEREAS, the Santa Clara County Emergency Operational Area Council (“EOAC”) is the advisory body of the Santa Clara Operational Area in matters affecting disaster preparedness throughout the Operational Area; and C. WHEREAS, among the responsibilities the EOAC performs includes making funding allocation recommendations for EMPG funding, which is awarded by the United States Department of Homeland Security to the California Governor’s Office of Emergency Services (“Cal OES”), and subsequently sub-awarded to County, which may make sub-awards to Cities; and D. WHEREAS, Cal OES has awarded County 2023 EMPG funding in the amount of $500,004 for the purpose of sustaining and improving comprehensive emergency management programs; E. WHEREAS, the County of Santa Clara has allocated the sum of $20,000 to the City of Palo Alto, so that City may implement the “EOC Technology” project as provided under the Grant Agreement together with its exhibits and certifications; and F. WHEREAS, the performance period for the City for this subgrant expires on March 31, 2025. The Council of the City of Palo Alto hereby RESOLVES as follows: SECTION 1. The City Council hereby delegates authority to the City Manager, to NOT YET APPROVED Attachment A 02720240801 2 to negotiate, execute, amend, or terminate the EMPG Funding Agreement (“Grant Agreement”) with the County of Santa Clara, along with authority to administer and carry out all terms and conditions of the Grant Agreement. SECTION 2. By delegating such authority to the City Manager, the City Council acknowledges, agrees, represents and warrants that the execution of the Grant Agreement by the City Manager binds and obligates the City Council of the City of Palo Alto to comply with all terms and conditions of the Grant Agreement, without needing additional approvals or conditions. // // // // // // // // // // // NOT YET APPROVED Attachment A 02720240801 3 SECTION 3. Specifically, the City Council agrees to assure the following: (a) To provide all matching funds required for the City’s grant project and that any cash match will be appropriated as required; (b) That any liability arising out of the performance of this agreement shall be the responsibility of the City Council; (c) That grant funds shall not be used to supplant expenditures controlled by the City Council; (d) That the City Council is authorized to apply for federal assistance, and has the institutional, managerial and financial capability (including funds sufficient to pay the non- federal share of project cost, if any) to ensure proper planning, management and completion of the project described in this application; and (e) That the official executing the Grant Agreement is authorized by the City Council. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ______________________ ________________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ______________________ ________________________________ Assistant City Attorney City Manager Dear Mayor and Council Members, On behalf of City Manager Ed Shikada, please see staff responses below for questions from Council Member Tanaka on the Monday, August 12 Council Meeting. Item 4: Adoption of a Resolution Authorizing the City Manager to Accept on Behalf of the City of Palo Alto a Grant of Funds from the County of Santa Clara for the 2023 Emergency Management Performance Grant (EMPG) Program and Approve FY 2025 Budget Amendments in the General Fund; CEQA Status: Not a Project 1. In light of the staff report's lack of clear performance indicators, what specific metrics or benchmarks will the city use to evaluate the success and effectiveness of the new technology equipment in the EOC? How will these metrics ensure that the $20,000 investment translates into measurable improvements in emergency management capabilities? Staff response: The addition of docking stations and monitors to enable a staff member to improve the basic performance of a laptop computer is difficult to objectively evaluate with metrics. Most individuals have experienced the limitations of a single laptop when performing complex tasks sometimes using multiple software systems. In our current EOC we do not have these additional workstations and have seen how this can hamper the work efforts of staff members. In some cases, staff have brought additional monitors to the EOC to enhance their work efforts. 2. Given the staff report outlines immediate technology upgrades but does not address long-term sustainability, provide a detailed strategy for the ongoing maintenance and eventual replacement of the new EOC equipment. Include specific funding sources and budget allocations to ensure these future costs do not detract from other essential city services. Staff response: As this equipment is not expected to be used daily, staff will keep electronics off unless testing or used during training/actual activations to extend the life of the equipment. Replacement of this equipment will occur over an estimated 5-6 year cycle and likely will involve a few systems at a time. Staff will attempt grant funding sources for replacements first, and if not available, will use allocated general funds that do not detract from other essential services. We also anticipate that costs for these systems will be less in the 5-6 year replacement window as technology matures. Item 6: Adoption of Resolutions Amending the Evergreen Park-Mayfield and Southgate Residential Preferential Parking Program Districts to Remove Parking Spots on El Camino Real Due to Caltrans’ Repaving and Bikeway Project and Moving Employee Permits to Other Locations in Each District; CEQA status - categorically exempt. 1. Considering the staff report acknowledges business concerns but provides limited economic solutions, what specific compensatory measures are planned to support businesses facing significant parking losses on El Camino Real? Additionally, how will the city address potential revenue impacts on these businesses, incorporating direct feedback from local business owners and proven mitigation strategies from other cities with similar experiences? Staff response: Staff is taking measures to mitigate the loss of parking for local businesses. This includes providing information about 1) Requesting short-term parking designations on cross streets. 2) The TMA is prepared to provide transit passes, bicycle incentives, and alternatives to single occupancy vehicle parking. 3) Council action is recommended to allow employee permit holders to park in neighborhood zones. 4) Additional re-distribution of employee permit holders will be evaluated for 2025. 5) Additional bike parking can be requested via 311. 2. The staff report does not thoroughly address potential legal or regulatory risks. What specific legal and regulatory challenges are anticipated with reallocating public space and modifying traffic patterns? Explain the city's strategy for mitigating these risks, including a comprehensive risk assessment of potential lawsuits or regulatory issues and ensuring adherence to all relevant local, state, and federal regulations. Staff response: Caltrans controls El Camino Real and is responsible for the design of the roadway. This includes the final decision to remove parking and create bike lanes. The City does not have the ability to regulate parking on El Camino Real without Caltrans' approval. 3. The staff report emphasizes short-term monitoring and adjustments but lacks a detailed long-term sustainability plan. Outline the specific long-term strategies to ensure the effectiveness of the new parking and transportation arrangements beyond the initial monitoring period. Include measures to sustain alternative transportation incentives over the next five to ten years and contingency plans if these solutions fail to meet the evolving parking needs of both residents and employees. Staff response: The RPP’s are established to direct staff to put in place measures to reduce daytime occupancy of program streets to ~65% or lower. Where blocks are impacted by business intrusions putting occupancy above 65% or higher, staff will consider reallocating employee permit availability to other nearby zones with more availability.