HomeMy WebLinkAboutCC AG PKT 2012-01-09 #DAGENDA STAFF REPORT
DATE: January 9, 2012
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Sean P. Crumby, Assistant City Manager
SUBJECT: AUDIO RECORDING OF PUBLIC MEETINGS
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SUMMARY OF REQUEST:
It is requested that the City Council provide direction regarding audio recording of
public meetings.
BACKGROUND AND ANALYSIS:
At the request of the City Council, this item has been agendized to discuss the
merit of audio recording all board, commission, and committee meetings.
Audio recording of meetings provides a record of the dialog during a meeting. It
does however change the nature of meetings making them more formal.
Additionally, it can lengthen meetings as every speaker needs to identify
themselves prior to every time that they speak.
Currently City Council and Planning Commission meetings are video and audio
recorded (starting January 2012 the meetings will be video streamed on the
website and will not be audio recorded). Attached to the staff report is a list of all
City boards, commissions, and committees. Currently, the Environmental Quality
Control Board (EQCB) meetings are recorded for the sole purpose of preparing
the minutes — this eliminates overtime of an employee to be in attendance.
Every other board has a staff member in attendance that prepares minutes. The
City has not received a Public Records Act request to listen to or be provided
with a copy of any of the EQCB meeting tapes. There has also not been any
Public Records Act requests to listen to or be provided with a copy of any of the
other board and commission meetings.
Government Code Section 54953.5(b) states that "any audio or video recording
of an open and public meeting made for whatever purpose by or at the direction
of the local agency shall be subject to inspection pursuant to the California Public
Records Act, but may be erased or destroyed 30 days after the recording. Any
inspection of an audio or video recording shall be provided without charge on
equipment made available by the local agency."
Agenda Item D
Survey of Orange County Cities
All 34 Orange County cities were surveyed regarding their policies on taping of
meetings. Twenty -four of the cities provided responses with 4 cities that audio
record public meetings other than City Council or Planning Commission
meetings.
The reason so few record additional meetings is due to technology, records
retention, and staffing resources /impacts that arise from recording of meetings.
These impacts will need to be addressed in order for the practice of audio
recording of public meetings to be implemented in Seal Beach.
Technology
In addition to the selection and purchase of updated audio recording equipment,
the City will need to purchase an appropriate play back device so that the public
would be able to inspect any such recording at City Hall. Additionally, once a
meeting is recorded per the Public Records Act, the public can request copies of
the audio tapes. The City will need to purchase equipment to copy all audio
tapes. The person requesting the audio will be required to submit payment for
the actual cost of the recording.
Records Retention
The current Seal Beach Records Retention Schedule requires the retention of
audio recordings of Council meetings for 4 years. The City will need to create a
retention policy and storage for all meeting recordings.
Staffin
The recordings of meetings will impact the length of meetings. Additionally, staff
time will need to be allocated to assist with recordings at the actual meetings,
storage and maintenance of the recording tapes, and staff time to provide
recordings to the public.
ENVIRONMENTAL IMPACT:
There is no Environmental Impact related to this item.
LEGAL ANALYSIS:
No legal analysis is required for this item.
FINANCIAL IMPACT:
The financial impact with respect to technology and staffing resources is
unknown at this time. There is currently no funds budgeted in the FY 2011 -12
adopted budget for the purchase of audio equipment and /or additional staff time.
Page 2
RECOMMENDATION:
Provide direction to staff regarding audio recording of meetings.
SUBMITTED BY:
Sean P. Crumby, P.E.
Assistant City Manager
NOTED AND APPROVED:
,M-
Attachment:
A. List of Boards and Commissions
Page 3
CITY
OF SEAL
BEACH
BOARDS
and
COMMISSIONS
ARCHAEOLOGICAL ADVISORY COMMITTEE
The Archaeological Advisory Committee was created pursuant to the requirement of the
Archaeological and Historical Element of the General Plan that a standing committee
be so designated. The Committee is advisory to the City Council with regard to the
protection and preservation of the City's unique heritage, including archaeological and
historical resources within its boundaries. The Committee consists of five (5) voting
members appointed for a term of one (1) year with provision for reappointment.
(Reference Resolutions Numbered 4186, 4191, 4254, 4351, 4551, and 5231)
BOARD OF APPEALS (Sunset - 02/28/11)
CITIZENS PARTICIPATION COMMITTEE (Sunset 02/28/11)
CITY TREE ADVISORY BOARD
This Board was formed in September 1996 (Resolution No. 4500). The City Council is
committed to ensuring that our community continues to realize the benefits provided by
urban forestation. The City Tree Advisory Board is advisory to the City Council and the
City and consists of up to five (5) voting members approved by the City Council. The
board members are comprised of citizens with an interest in the City's Urban Forest,
whom have an interest, knowledge or expertise in the physical and aesthetic
environment of the City. The Director of Public Works shall provide staff support to the
City Tree Advisory Board and shall appoint a Tree Manager.
ENVIRONMENTAL QUALITY CONTROL BOARD
The Environmental Quality Control Board was established October, 1970 and consists
of five (5) members serving terms of four (4) years. Created to meet and cope with
environmental and pollution problems facing the City and its inhabitants. (See
Municipal Code Chapter 3.10)
PLANNING COMMISSION
The Seal Beach Planning Commission was established November, 1949. Term of
appointments to the Commission is for a term of four (4) years. (See Municipal Code
Chapter 3.10)
PROJECT AREA COMMITTEE (Sunset 02/28/11)
RECREATION AND PARKS COMMISSION
This Commission was established in May, 1955 and reactivated in 1970. The
appointments to the Commission are for a term of four (4) years. The Commission acts
in an advisory capacity to the City Council and Director of Recreation and cooperates
with other governmental agencies and civic groups in the advancement of sound parks
and recreation planning and programming. (See Municipal Code Chapter 3.10)
January 2012
SEAL BEACH CABLE COMMUNICATIONS FOUNDATION
The Seal Beach Cable Communications Foundation, a California Nonprofit Public
Benefit Corporation, was created in 1984, organized primarily for the purpose of
fostering and promoting civic advancement through activities related to cable
communications, community promotion, and other appropriate public services. The
Foundation consists of a five (5) member Board of Directors appointed by the City
Council for a term of two (2) years. (Reference Cable Franchise Agreement, Articles of
Incorporation and By -Laws)
SINGLE PURPOSE AD HOC COMMITTEES:
(From time to time the City Council will appoint a temporary AdHoc Committee.)
AD HOC GENERAL PLAN /LOCAL COASTAL PLAN CITIZENS ADVISORY
COMMITTEE
Purpose is to serve as the core group to work with the consultant team in review and
development of the draft General Plan and Coastal Land Use Plan documents. The role
of the committee will be to review and comment on proposed updated drafts of
individual elements. Adopted General Plan December 2003. TERM: December 2010 -
extended to 2012 (02/28/11); MEMBERSHIP: Consist of fifteen (15) members: one City
Council member, one Planning Commission member, one Environmental Quality Control
Board member, City Council shall appoint two (2) community members at large, each
Councilperson shall have two (2) appointments to the Committee and shall have the
discretion to appoint two (2) alternates, and those appointments need not reside within
the appointing councilperson's district but must reside in the City of Seal Beach. The
additional Council appointments shall not result in a quorum of the City Council, Planning
Commission, or Environmental Quality Control Board sitting on the GP -LCP Committee.
(Reference Resolution No. 5852 — March 23, 2009)
DEPARTMENT OF WATER and POWER ADVISORY COMMITTEE
As called for by the Department of Water and Power Specific Plan, the DWP Advisory
Committee was established in January, 1983, is comprised of five members appointed
by the City Council, one member of the San Gabriel Parks Society, and one member
representing the Seal Beach Chamber of Commerce. The term is unspecified.
(Reference Resolution No. 3234) (Owners Bay City Partners - Ocean Place Project)
SALON MERITAGE MEMORIAL COMMITTEE
(To be determined at the January 9 City Council Meeting)
January 2012