23 ProcedureCITY 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
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H
i
❑ O
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ear
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Acct. Name
Acct. Number
FISCAL NOTES:
City of Paris
Revised 2/04/08
- 000141
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City of Paris
Revised 2/04/08
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