RulesCommunications Highlights 2011 0623

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Digital Recording of Council Committee and Board /Commission Meetings The Monthly Schedule of San Leandro Boards, Commissions, and Committee Meetings and their locations for 2011 is attached. There are a maximum of 196 Committee and Boards and Commission Meetings held per year. The number of meetings per location is: • 68 Committee Meetings — Sister Cities Gallery • 4 Committee Meetings — Senior Community Center • 12 School Liaison Meetings — Sister Cities • 48 Board and Commission Meetings — Sister Cities Gallery • 24 Board and Commission Meetings — Council Chambers • 24 Board and Commission Meetings — South Offices • 12 Board and Commission Meetings — Library • 4 Board and Commission Meetings — HR Conference Room There is no additional hardware or software costs to record any meeting held in the Council Chambers. Equipment to record meetings not held in the Council Chambers is a one -time cost of approximately $3,500. The necessary equipment includes: an amplifier, 8 wired microphones, 1 wireless microphone and peripheral equipment. The equipment can be purchased with PEG funds. City Council Chamber The Board of Zoning Adjustments and Planning Commission both meet in the City Council Chambers. The per meeting cost to upload the agenda and staff reports and review the audio is 1.5 hours of staff time. The annual cost is 36 hours of staff time. All other meetings Facilities staff currently sets up rooms up for all Committee and Board and Commission Meetings except for the Library - Historical Commission and the Personnel Relations Board. The monthly cost to set up and take down recording equipment per meeting is up to 1 hour of staff time. The annual staff time to manage the audio equipment for all meetings would be up to 588 hours. Committee and Board and Commission Support Staff cost to upload the agenda and supporting documents to the website is approximately 30 minutes. Information Technology Staff cost to upload the recording to the website is 30 minutes.