Laserfiche WebLink
CITY OF SAN LEANDRO <br /> MEMORANDUM <br /> DATE: January 18, 2011 <br /> TO: Stephen L. Hollister, City Manager <br /> VIA: Lianne Marshall, Assistant City Manager /S.-- <br /> FROM: Rayan Fowler, Information Services Manager <br /> Marian Handa, City Clerk <br /> SUBJECT: AGENDA MANAGEMENT /STREAMING AUDIO UPDATE <br /> The implementation of an automated agenda management solution was approved by the City <br /> Council in fiscal year 2009 — 10. This project will modernize the Council legislative functions, <br /> achieve greater staff efficiency, retire outdated equipment and technology, and provide greater <br /> government transparency and accessibility to citizens. The goals of this project are to streamline <br /> the preparation process of the agendas; reduce staff time; automate the distribution of the agenda; <br /> produce City Council and other public meeting recordings in a digital audio recording; make the <br /> live audio streaming of the meeting proceedings available via the website; and streamline and <br /> facilitate the production of meeting minutes by automating the roll call, motions, and votes, and <br /> integrating the published minutes with the digital audio recordings. <br /> To meet the goals of this project two integrated technology solutions are required. The first is an <br /> agenda management software solution. Staff will be releasing a request for proposals (RFP) for <br /> an agenda management software system in early February with an estimated implementation date <br /> in September 2011. The second technology required is services to capture and publish streaming <br /> audio of public meetings held in the City Council Chambers to the City's website, store all audio <br /> files online for up to three years and software to produce meeting minutes. <br /> The City entered into a sole source agreement in December 2010 with Granicus to provide <br /> streaming audio of the Council meetings via the City website and facilitate the production of <br /> meeting minutes. Granicus provides an open government transparency suite of services to over <br /> 125 municipalities in the State of California, is a local company located in San Francisco and has <br /> integrated with the leading agenda management software solutions. As part of the agreement, <br /> Granicus offered free services for the first six months from January — June 2011. Ongoing cost <br /> for the services is $1,040.00 a month and is eligible for use of PEG (Public, Educational and <br /> Government) funds which the City is currently collecting from cable companies. We have begun <br /> the implementation process and estimate to commence streaming audio on the City's website for <br /> the March 21, 2011 Council meeting. As an interim step, a digital recorder was installed in <br /> December to capture the audio for meetings held in the Council Chambers and staff manually <br /> G: IS'Rayan`Rules CommitteeAutomated Agenda Management Update.doc <br />