HomeMy WebLinkAboutCC AG PKT 2012-02-27 #BSUMMARY OF REQUEST:
BACKGROUND AND ANALYSIS:
AGENDA STAFF REPORT
DATE: February 27, 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 -
UPDATE
Council requested that staff provide a cost analysis regarding audio recording of
public meetings.
At the request of the City Council, a staff report was brought forward at the
January 9, 2012 City Council meeting 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 will lengthen
meetings as every speaker needs to identify themselves prior to every time they
speak. Identifying the speaker is critical for the audio recording to provide clarity
and identify who is participating in order to be of any benefit to those listening to
an audio recording.
Currently, City Council and Planning Commission meetings are video recorded
and streamed on the City's website. Attached to the staff report is a list of all City
boards, commissions, and committees. The Environmental Quality Control
Board (EQCB) and Archaeological Advisory Committee meetings are audio
recorded for the sole purpose of preparing the minutes, which eliminates
overtime for 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 audio
tapes.
At the City Council meeting of January 9, 2012, this item was continued. The
City Council directed staff to return with a cost analysis regarding recording of
meetings.
Agenda Item B
There are two methods of audio recording meetings, which are detailed as
follows:
Mobile Recording Devices
Meetings can be recorded utilizing a mobile recording device. Utilizing this
method will not have a significant cost or impact to staffing during a public
meeting. A mobile recording device can be purchased for under $100. The
sound quality will be poor however as mobile recording devices have one
microphone and are limited to recording from one location. Public meetings
include speakers in various locations. The impact to the City after the conclusion
of meetings are as follows:
• Update of website and uploading of recorded files to City website.
Providing access to recorded files will be an feature that has to be added
to the City's website. In addition to modifying the website, these audio
recordings will be built into the search feature on the website. The City's
IT consultant is estimating that this can be done for approximately $5,000.
In some months the City can experience up to 10 or more public meetings.
Once the website is able to accommodate the recordings, uploading of the
audio recordings will take staff time to upload those files onto the City's
website. The City does not have an in -house employee designated for
Information Technology (IT) purposes.
• Impact to the City's IT system. If the recordings will be posted to the City's
website, the recording files need to be downloaded to the City's servers.
This will take staff time and utilize space on the City's servers. The City
will need to purchase additional space on the City's servers to
accommodate the additional files. The City also writes backup files of the
servers weekly. As the amount of information on the servers increases,
the backup system will wear out sooner. This backup system was last
replaced at a cost of $40,000.
• Copying of files for Public Records Act Requests. This includes purchase
of a recording device for compact disks (CD's). This recording device is
estimated at $1,200.
• Records Retention. Government Code Section 34090.7 states video
recordings of meetings are only required for 90 days. Current retention of
audio recordings is 4 years and 10 years for video recordings. Housing
recordings of this quantity will have an impact on the City's servers.
Additionally, the City is required to allow for inspection of audio recording
devices.
SuiteOne Audio Recording
SuiteOne is the method by which the City provides audio and video streaming of
City Council and Planning Commission meetings. In order to utilize this method,
a staff member from the City Clerk's office will need to be present for the
meeting. Additionally, this will be dependent upon SBTV3's schedule. This will
have a significant impact on the City's budget as an additional staff member will
need to be present for every meeting.
Page 2
After the conclusion of meetings recorded through SuiteOne, similar impacts to
cost and staffing will be experienced as identified with the use of a mobile
recording device.
ENVIRONMENTAL IMPACT:
There is no Environmental Impact related to this item.
LEGAL ANALYSIS:
No legal analysis is required for this item.
FINANCIAL IMPACT:
In order to determine what the actual time and cost to audio record board -
commission- committee meetings using SuiteOne, staff will audio record those
meetings that the majority of council members determine would be beneficial for
the public.
SuiteOne will track the number of people going to the website to view and listen
to the meetings. It will take additional staff time to prepare for the meetings and
time to archive for on- demand.
We can then revisit the alternatives during the Fiscal Year 2012/2013 budget
study process, including the cost involved with purchasing new equipment,
server space required, and IT and City Clerk staff time necessary.
RECOMMENDATION:
Provide direction to staff regarding audio recording of meetings.
SUBMITTED BY:
Sean P. Crumby, P.E.
Assistant City Manager
Page 3
NOTED AND APPROVED:
. Ingram, Cit g: nager
CITY OF SEAL BEACH
BOARDS — COMMISSIONS — COMMITTEES
(LOCAL APPOINTMENTS LIST)
2012
1
January 2012
ARCHAEOLOGICAL ADVISORY
COMMITTEE
David Fuller
Virginia G. Bickford
Richard Coles
Bruce Fitzpatrick
Paul Burger
District
TERM: No term expiration
MEETINGS: Meetings on an as needed basis.
One
Two
Three
Four
Five
QUALIFICATIONS: Particular skills, background,
knowledge in archaeological and historical
preservation methodologies, preservation issues,
research requirements and techniques desired.
Shall hold no paid office or employment in city
government.
CITY TREE ADVISORY BOARD
TERM: No term expiration
District
MEETINGS: 1st Wednesday at 3:00 p.m.
Jim Caviola
One
QUALIFICATIONS:
Jan Stillwell
Three
The board members are comprised of citizens
Mario Voce
Three
with an interest in the City's Urban Forest, whom
Paul Christianson
Four
have an interest, knowledge, or expertise in the
physical and aesthetic environment of the City.
PURPOSE:
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.
MEMBERSHIP:
The CTAB is advisory to the City Council and the
City - consists of up to five (5) voting members
approved by the City Council.
ENVIRONMENTAL QUALITY
TERM: Four Years
CONTROL BOARD (EQCB)
District
Expire
MEETINGS: 4th Wednesday - 6:00 p.m.
Barbara Barton
One
2014
QUALIFICATIONS: Be a qualified elector of the
John R. Vento
Two
2012
City from the respective councilmanic District.
Mario Voce
Three
2014
Shall hold no paid office or employment in the
Marla Smalewitz
Four
2012
city govemment.
Roger Bennett
Five
2014
PLANNING COMMISSION
District
Expire
TERM: Four Years
David Everson
One
2014
MEETINGS: 1st and 3rd Wednesday - 7:30 p.m.
Esther Cummings
Two
2012
QUALIFICATIONS: Be a qualified elector of the
Robert Goldberg
Three
2014
City from the respective councilmanic District.
Jerry Galbreath
Four
2012
Shall hold no paid office or employment in the
Sandra Massa -Lavitt
Five
2014
city govemment.
RECREATION AND PARKS
TERM: Four Years
COMMISSION
District
Expire
MEETINGS: 4th Wednesday of each month
Marc Loopesko
One
2014
except July, August, and December - 6:00 p.m.
Lauren Sosenko
Two
2012
(If holiday, the same day of the following week).
Carla Watson
Three
2014
QUALIFICATIONS: Be a qualified elector of the
Schelly Sustarsic
Four
2012
City from the respective councilmanic District.
Graham McAllister
Five
2014
Shall hold no paid office or employment in the
city govemment.
SEAL BEACH CABLE
TERM: Two Years
COMMUNICATIONS
FOUNDATION
District
Expire
MEETINGS: 3rd Monday - 7:00 p.m.
QUALIFICATIONS: (reference Cable Franchise
Seretta Fielding
One
2012
Agreement, Articles of Incorporation and By-
Jose Osuna
Two
2012
laws)
Peter Anninos
Three
2012
(Vacant)
Four
2012
Richard Davies
Five
2012
CITY OF SEAL BEACH
BOARDS — COMMISSIONS — COMMITTEES
(LOCAL APPOINTMENTS LIST)
2012
1
January 2012
SINGLE PURPOSE: �. •
AD HOC COMMITTEES:.. • .. ' •
=
' _
_ _
_ _ i -
"From time to time the Crty Council will :— •
: appoint a tempo Committee
AD HOC GENERAL PLAN/
LOCAL COASTAL PLAN CITIZENS
ADVISORY COMMITTEE
John Regnier
Barbara Barton
Joan Alderson
Les Cohen
Mike Papadopoulos
Bruce Monroe
Paul Christianson
Eugene Blackmun
Jerry Grandt
(Vacant)
Ellery Deaton (District One)
Jerry Galbreath (District Four)
Mario Voce (District Three)
Brandon Powers (District One)
Libby Applegate (District Three)
Alternates:
District
TERM: December 2010 (Res. No. 5852)
(action of Council 02/28/11 - extended -
December 2012)
MEETINGS: 2nd Tuesday — 6:00 p.m.
One
One
Two
Two
Three
Three
Four
Four
Five
Five
Council
PComm
EQCB
At -large
At -large
One
Two
Two
Four
Four
QUALIFICATIONS: Particular skills, background,
and knowledge in and use planning, local
coastal issues, transportation, planning, or other
related areas of urban development.
PURPOSE: Attend public workshops to work
with the consultant team in the review and
development of the draft General Plan and
Coastal Land Use Plan documents.
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.
Nora Straight
Kevin Kropf
Craig Sandberg
Scott Joslyn
Michael Swann
DEPT of WATER & POWER (DWP)
SPECIFIC PLAN ADVISORY
COMMITTEE
Nancey Kredell
Allene Harding
Rita Strickroth
Delmar L. Smith
Beth Retterrath
Libby Applegate (District Three)
Seth Eaker (District One)
District
TERM: Unspecified
MEETINGS: Schedule posted on website
One
Two
Three
Four
Five
At -large
Chamber
QUALIFICATIONS: Be a qualified elector of the
City from the respective councilmanic District.
Shall hold no paid office or employment in the
city govemment.
(Property owners: Bay City Partners — Ocean
Place Project)
SALON MERITAGE MEMORIAL
COMMITTEE
Marie Antos (Historical Society)
Bill Ayers
Kathy Cunningham
Beverly Doran
Laura Ellsworth
Nat Ferguson (SB Chamber)
John Fox
Shelley Kagan
Allyn Mattox
Marla Smalewitz
Family Representatives:
District
TERM: October 2012
MEETINGS: As needed
* **
One
One
One
Three
...
Three
Three
One
Four
Four
Three
QUALIFICATIONS: Application process
PURPOSE: The purpose of the meetings is to
assess the recommendations received on the
Public Input Forms" and provide direction on
development of a design concept. The committee
will no longer exist after that direction is provided
for consideration by the Recreation and Parks
Commission and the conceptual drawing
preparation phase begins.
Final design concept and source of funds will be
determined by the City Council.
David Caouette Family
Michelle Fast Family
2 January 2012