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CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 10/09/08 Council Date: City Council Kevin Carruth 23. 10/13/08 RECOMMENDED MOTION: POLICY ISSUE(S): Council meeting procedures BACKGROUND: We contract with Jon McFadden to set up, record, take down, and produce each video. As standard procedure all regular council meetings a recorded on video. According to staff and Mr. McFadden, historically some workshops and special meetings have been videoed and some have not - there has been no standard procedure and no direction from Council on what to video and what not to video. If a meeting is not recorded on video then it is usually recorded on audio. Last month the budget workshops were not recorded on video and the question was raised why they were not. In this particular instance I did not video the workshops for the following reasons: 1. Availability - Mr. McFadden began moving (by himsel~ to another house at the same time we began having several workshops a week, limiting his availability. 2. Scheduling - Channel 16 has a limited number of slots to program for our meetings. Anticipating several meetings in a short period (meetings that would also last multiple hours), there would not be enough slots to accommodate our meeting schedule. Also, the budget process generally progresses in a serial manner, i.e. the discussion and action in one meeting is linked to and builds on the discussion and action from the previous meeting. Consequently, if all of the workshops could not be aired or if they could not be run in sequence, then a viewer trying to understand what was going on would undoubtedly be confused. 3. Cost - Mr. McFadden charges an hourly fee for equipment and labor to video a meeting. In addition to the meeting itself, Mr. McFadden's labor charge includes set up prior to the meeting, taking down equipment aftenvards, and producing the video after the meeting (adding at least three hours to the actual meeting time). There are also hourly fees for use of different equipment. In FY 2007-2008 the City paid $7,673.13 to video record council meetings and another $4,635.63 for other items, primarily for the Lake Pat Mayse Study Committee. Staff needs direction on what meetings to record and what recording method to use. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: ACTION: BUDGET INFO: ❑ Financial Report ~ Minute Order Expense $ ❑ Department Report ❑ Resolution Budgeted Amt. $ ❑ Presentation ❑ Ordinance y'I'D Actual $ ❑ P bli H i ❑ O h u c ear ng er t Acct. Name Acct. Number FISCAL NOTES: City of Paris Revised 2/04/08 - 000141