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HomeMy WebLinkAboutStaff Report 2510-5378CITY OF PALO ALTO CITY COUNCIL Monday, December 15, 2025 Council Chambers & Hybrid 4:30 PM     Agenda Item     7.Approval of a Surveillance Use Policy for Security Cameras at the Palo Alto Museum at the Roth Building (300 Homer Avenue); CEQA Status - Not a Project City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Administrative Services Meeting Date: December 15, 2025 Report #:2510-5378 TITLE Approval of a Surveillance Use Policy for Security Cameras at the Palo Alto Museum at the Roth Building (300 Homer Avenue); CEQA Status - Not a Project RECOMMENDATION Staff recommend that the City Council approve the attached surveillance use policy (Attachment A) for the use of security cameras to enhance security and safety and deter unauthorized or criminal activity at the Palo Alto Museum at the Roth Building located at 300 Homer Avenue. BACKGROUND The Palo Alto Museum leases space from the City of Palo Alto to operate at the Roth Building. To prevent incidents of vandalism or theft in or around the property, security cameras have been installed on the exterior and in the interior of the building. The resulting footage will provide evidence to the Palo Alto Police Department (PAPD) and other relevant law enforcement personnel, if an incident should 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. 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 use, access, and retention, as well as a description of compliance procedures. In coordination with the Palo Alto Museum, staff has prepared and attached a surveillance Use Policy, which addresses each of these elements. 1) A description of the surveillance technology, including how it works and what information is captured; Information on the proposed purpose, use and benefits of the surveillance technology; The location or locations where the surveillance technology may be used; Existing federal, state and local laws and regulations application 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; personnel for law enforcement purposes. 5)The costs of the surveillance technology, including acquisition, maintenance, personnel and other costs, and current or potential sources of funding. All costs to purchase, install, and maintain the cameras and the data collected will be the responsibility of the Palo Alto Museum. FISCAL/RESOURCE IMPACT There is no cost to the city. The Palo Alto Museum will maintain all security cameras at the Roth Building. STAKEHOLDER ENGAGEMENT The Administrative Services Department coordinated with the Palo Alto Museum to develop the policy. ENVIRONMENTAL REVIEW Council action on this item is not a project as defined by CEQA because approval of this surveillance policy is an administrative activity that will not result in direct or indirect physical changes in the environment. CEQA Guidelines section 15378(b)(5). ATTACHMENTS Attachment A: Surveillance Use Policy for the Palo Alto Museum at the Roth Building APPROVED BY: Lauren Lai, Administrative Services Director NOT YET APPROVED Page 1 of 2 Surveillance Use Policy for Security Cameras at the Palo Alto Museum at the Roth Building The Palo Alto Museum (“Museum”) leases space from the City of Palo Alto (“City”) at the Roth Building. Security cameras have been installed to deter vandalism, theft, and capture other incidents of criminal activities. The Palo Alto Museum is responsible for all costs associated with the use and maintenance of the cameras and will be responsible for complying with this policy. In accordance with the Palo Alto Municipal Code Section PAMC § 2.30.680(d), the Surveillance Use Policy for the use of security cameras by the Palo Alto Museum within and on City-owned property is as follows: 1. Intended Purpose. The intent of security cameras is to enhance the security and safety of Palo Alto Museum personnel and the public and deter and capture incidents of vandalism, theft, and other criminal activity at the Roth Building. 2. Authorized Uses. Authorized Museum staff (see list below) may only access surveillance video (“footage”) for official and legitimate security, safety, and law enforcement purposes consistent with this Policy. Upon request, the Museum shall disclose footage to Assistant Directors or Directors overseeing City staff who manage shared spaces within the Roth Building. The following uses of security cameras are specifically prohibited: a. Harssament 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 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 cameras may be documented with the video. 4. Safeguards. All footage will be closely safeguarded and protected by both procedural and technological means. Persons with the Palo Alto Museum will observe the following safeguards regarding access to and use of stored data: NOT YET APPROVED Page 2 of 2 a. All footage shall be accessible only through a login/password- protected system with multi-factor authentication (MFA). b. The following individuals from the Palo Alto Museum shall have access to the footage: Marguerite Gong Hancock (President and CEO), Nelson Ng (Board Chair), Diane Moon (COO), and Kitzi Tanner (Facilities Manager). Footage may be forwarded to relevant law enforcement personnel, including Palo Alto Police Department (PAPD), for investigation. Once forwarded, 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 Palo Alto Museum shall retain footage on a looping basis for thirty days. Footage will be retained longer than the retention period if it is reasonably believed it will 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 with law enforcement or prosecutorial agencies for official law enforcement purposes or as required by law or court order. 7. Compliance Procedures. Marguerite Gong Hancock (President and CEO), Nelson Ng (Board Chair), Diane Moon (COO), and Kitzi Tanner (Facilities Manager) are responsible for ensuring compliance with procedures, including, but not limited to: a. Ensuring only designated individuals 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. c. Give written notice to the City if any of the persons listed in this policy are changed to other staff.