HomeMy WebLinkAboutStaff Report 2502-4143CITY OF PALO ALTO
CITY COUNCIL
Monday, April 21, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
10.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.
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 2.30.6201 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
NOT YET APPROVED
Surveillance Use Policy for Security Cameras for Council Chambers
In accordance with Palo Alto Municipal Code Section PAMC § 2.30.680(d), the Surveillance Use
Policy for the City’s use of security cameras in Council Chambers is as follows:
1. Intended Purpose. The intent of security cameras is to increase the safety and security
of City staff and the general public who access the Council Chambers and to protect City
property.
2. Authorized Uses. City personnel may only access surveillance video (“footage”) for
official and legitimate security, safety, and law enforcement purposes consistent with
this Policy.
The following uses of security cameras are specifically prohibited:
a. Harassment or Intimidation: It is a violation of this Policy to use the system
to harass and/or intimidate any individual or group.
b. Personal Use: It is a violation of this Policy to use the system or
data for any personal purpose.
c. First Amendment Rights. It is a violation of this policy to use the system or
data for the purpose or known effect of infringing upon First Amendment rights
of any person.
d. Invasion of Privacy: It is a violation of this Policy to use the system or data in any
manner contrary to local, state, and federal privacy laws.
3. Information Collected. Security cameras will record video and audio (if permitted by
law). Depending on the specific technology used, metadata such as time, date, and
location of the camera may be documented with the video.
4. Safeguards. All footage will be closely safeguarded and protected by both procedural
and technological means. The City will observe the following safeguards regarding
access to and use of stored data:
a. All footage shall be accessible only through a login/password‐protected system.
b. The City Clerk and the Director of IT shall have access to the footage and may
delegate access to specific City staff members as long as such delegation is in
writing and compliant with this Policy. Staff may forward footage to law
enforcement, including PAPD, for investigation. Once received, PAPD shall
control footage under their own Department policies.
c. Persons approved to access footage under this policy are permitted to access the
data for legitimate safety, security, and law enforcement purposes only, such as
when the footage relates to a specific incident or criminal investigation.
5. Retention. The City shall comply with Govt. Code section 34090.6 et seq. to retain
footage pursuant to state law (currently one year). Additionally, the City will retain
relevant footage longer than the retention period if it is reasonable to believe it will
NOT YET APPROVED
become evidence in a specific criminal investigation or is subject to a discovery request
or other lawful action to produce records.
6. Access by non‐City Entities. The footage may be shared outside of the City with law
enforcement or prosecutorial agencies for official law enforcement purposes or as
required by law or court order.
7. Compliance Procedures. The City Clerk and the Director of IT shall be responsible for
ensuring compliance with procedures, including, but not limited to:
a. Ensuring only designated staff are allowed access to footage when authorized by
this policy.
b. Ensuring the security and retention of the footage collected and compliance with
applicable laws.
PORTOLA SYSTEMS INC
327 O'Hair Court, Suite B
Santa Rosa, CA 95407
Phone: 17078248800
T20250207.0027- City of
Palo Alto - Quote Request
for Verkada Cams
Number: 15952
Date: 02/07/2025
Quote prepared for: Darren Numoto
Bill To:
Darren Numoto
City of Palo Alto
250 Hamilton Ave
Palo Alto, CA 94301
Phone: (650)329-2488
Email: darren.numoto@cityofpaloalto.org
Ship To:
Darren Numoto
City of Palo Alto
250 Hamilton Ave
2nd Floor IT
Palo Alto, CA 94301
Item
#
Mfr. Part Description Price Qty. Extended
City of Palo Alto - City Hall Verkada Camera Install Baseline Option 1YR Device License & Digital Zoom Only Cams
1 CD42-256-HW Verkada CD42 Indoor Dome Camera, 5MP, Fixed Lens, 256GB of Storage, Maximum 30 Days of
Retention
Mfr: Verkada
$ 767.23 3 $ 2,301.69
2 CF81-30E-HW Verkada CF81-E Outdoor Fisheye Camera, 12MP, Fixed Lens, 512GB of Storage, Maximum 30
Days of Retention
Mfr: Verkada
$ 1,535.23 1 $ 1,535.23
*3 LIC-CAM-1Y 1-Year Camera License
Mfr: VERKADA
$ 152.83 4 $ 611.32
Group Total $ 4,448.24
Labor
3 item(s) Sub-Total $ 4,448.24
Freight $ 80.00
Tax @ 9.13% $ 357.61
Total $ 4,885.85
(*) Tax exempted Part(s)
Quote Valid Until: 03/09/2025
Payment Details Shipping and Delivery Details
Pay by: Company PO
Payment Term: 1 days
Other Details
:
Shipping via: Delivery
Delivery Notes: Darren Numoto
CIO / IT Director
Information Technology
Office: (650) 329-2488
Darren.Numoto@cityofpaloalto.org
CA-Municipality-Palo Alto
250 Hamilton Ave. Palo Alto, CA 94301
US
Terms and Conditions
Freight/Shipping not included unless otherwise noted.
Handling Fees not included unless otherwise noted.
Cancellation is subject to a 10% restocking fee.
Returns may be subject to additional fees and/or terms defined by manufacturer.
Late Fee Policy: Overdue balances will be charged interest rate at current prime rates + 1.5% per month or greater based on terms defined by manufacturer.
Upon approval, please submit signed quote and/or End User PO to purchasing@portolasystems.net and include ticket number in the subject line.
Prepared by: Ryan Miller Email: rmiller@portolasystems.net Phone: 17078248800