Title
ACCEPT: Rules and Communications Committee Meeting Highlights of April 24, 2012
COMMITTEE RECOMMENDATION: Schedule approval of amendments to the City's banner policy (listed as Consent Calendar Item 8.I.)
Body
CITY OF SAN LEANDRO
CITY COUNCIL RULES AND COMMUNICATIONS COMMITTEE
April 24, 2012
4:15 - 5:15 p.m.
San Leandro City Hall
835 East l4th Street
San Leandro, California
(Sister Cities Gallery)
HIGHLIGHTS
Committee Members
present: Mayor Stephen Cassidy (arrived at 4:25 pm), Councilmembers Jim Prola and Diana Souza
City Staff present: Mike Bakaldin, Public Works Services Director; Marian Handa, City Clerk; Kenton Jang, Assistant Information Services Manager; Jeff Kay, Administrative Analyst; Lianne Marshall, Assistant City Manager; Kathy Ornelas, Community Relations Representative
Public present: None
Councilmember Prola called the meeting to order at 4:15 p.m. Items 1 and 2 were delayed pending Mayor Cassidy's arrival.
3. Discussion Regarding Amendments to the City's Banner Policy
Community Relations Representative Kathy Ornelas reviewed the City's banner policy, contained in the Administrative Code. The banner policy addresses the installation of overhead and decorative banners in the city rights-of-way. The current policy prohibits banners of a strictly a commercial nature to be installed, and an amendment to the policy is being requested by staff in part to accommodate a request from Ghirardelli to put up banners celebrating the company's 160th anniversary. The proposed amendment to the banner policy would allow commercial interests to display banners that celebrate a milestone or special award, recognition, or accomplishment. Design and production of banners, and installation, are handled by an outside contractor, and the applicant is responsible for the cost. The proposed policy amendment also includes a release of liability and proof of insurance requirement.
Committee Recommendation:
The Committee recommends forwarding the amendments to the City's banner policy to the City Council for review and approval.
4. Update on Committee and Commission Digital Audio Recording Pilot
Assistant Information Services Manager Kenton Jang provided an update on the digital audio recording pilot program. Two Council Committees (Finance and Rules and Communications) and two boards/commissions (Board of Zoning Adjustments and Planning) are being digitally recorded and the audio files are posted on the City web site.
Mayor Cassidy arrived during the presentation of this item, and expressed interest in having all Council Committee meetings recorded. Public Works Services Director Mike Bakaldin reported that the set up and take down of the recording equipment takes about two hours for each meeting, and is currently being handled by Building Maintenance staff. Expanding the program to include all meetings could amount to hundreds of hours per year, and Mr. Bakaldin recommended hiring a part-time staff person to perform the task of equipment setup if an expansion is desired.
The Committee discussed the digital recording of meetings and the issues involved.
Councilmember Souza pointed out that the quality of the recording must be considered.
Mayor Cassidy stated that his goal is a more open, accountable, and transparent government, and that recording Committee meetings is a step toward achieving that goal. He suggested there may be less costly and labor-intensive ways to accomplish the recording set up.
Councilmember Prola commented that he would also like to have all Committee meetings recorded, but expressed concerns about staff time and cost. He pointed out that the recordings are not frequently accessed, and are mostly used internally.
No changes to the program are recommended at this time, and the Committee continued discussion to the next meeting.
1. Discussion Regarding Selection of Committee Chairperson
Mayor Cassidy was selected as the Committee Chair.
2. Discussion Regarding Committee Meeting Days, Times and Frequency
The Committee agreed to meet the fourth Tuesday of every month from 4:30-5:30 p.m., and review its workload to determine whether to meet less frequently.
5. Update on Public Education and Government (PEG) Fund
Mr. Jang reported that about $150k in PEG funds were projected for FY 2011-12 from Comcast and AT&T, and staff projects that approximately $160-$165k will be collected in FY12-13. The current fund balance is $190k, with $32k spent so far ($28k for automating the agenda management process; $3,500 for digital recording; and $500 for wiring for the U-Verse government channel). Ms. Ornelas recalled that federal law previously allowed PEG funds to be used only for capital expenses, but she indicated that there was proposed legislation that would relax the restrictions on the use of PEG funds.
Mayor Cassidy expressed concern that San Leandro does not video record its Council meetings, as most other cities do. He requested that staff look into the options for implementing video broadcasting of City Council meetings, and provide an update to the Committee on the PEG funding balance and its eligible uses in the fall.
6. Update on Status of City Center Wireless Network and Implementation of Paperless Agenda
Mr. Jang provided a status update on the City Center wireless network. The wireless network controller has been installed, as well as several access points in City Hall which should be operational in May. Additional equipment is being acquired to create a single network connecting City Hall, South Offices and the Public Safety building. Mr. Jang responded to questions from the Committee regarding use and security of the wireless network.
iPads have been purchased for the paperless agenda implementation. Documentation is being prepared, iPads will be distributed to Council and staff by late May, and training for the Council will be scheduled shortly thereafter. Staff will develop a timeline and provide it to the Committee at the next meeting.
Mayor Cassidy asked whether annotation software was available for a laptop. Staff will research and report back.
7. Government Cable T.V. Channels
Ms. Ornelas reported that the City now has the use of U-Verse Channel 99 for government programming. She thanked Mr. Jang for his work with AT&T to gain access to the channel.
8. Public Comments
None.
9. Committee Member Comments
Councilmember Prola inquired about the special event permit item. Staff indicated that the item will be on the next agenda.
Mayor Cassidy expressed interest in moving the photographs of the previous City Councils from their place outside the Chamber to the hallway with the other Council photos. He suggested exploring ways to use the space to celebrate the community. Mayor Cassidy requested that staff gather ideas for a display that would highlight the exciting things happening in the community and City.
10. Adjourn
The meeting was adjourned at 5:15 p.m.