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CITY OF SAN LEANDRO <br />STAFF REPORT <br />DATE: May 14, 2012 <br />TO: Chris Zapata, City Manager <br />FROM: Lianne Marshall, Assistant City Manager <br />BY: Rayan Fowler, Information Services Manager <br />Marian Handa, City Clerk <br />SUBJECT PROJECT/PROJECT DESCRIPTION: <br />STATUS REPORT ON DIGITALLY RECORDING COUNCIL COMMITTEE MEETINGS <br />FOR INCLUSION ON THE CITY'S WEBSITE <br />SUMMARY AND RECOMMENDATION <br />It is recommended the Rules and Communications Committee forward to the full City Council: <br />• a recommendation to digitally record all City Council Committee meetings for inclusion <br />on the City's website by holding all City Council meetings in the Council Chambers; and <br />• a recommendation to move to action -type Highlights of Council Committee meetings. <br />BACKGROUND <br />In June 2011 the Rules and Communications Committee expressed interest in digitally recording <br />all public meetings for inclusion on the City's website. Currently there is a maximum of 192 <br />Committee and Board and Commission meetings held per year. In September 2011, the City <br />Council approved a pilot program to digitally record the Rules and Communications Committee <br />meetings in the Sister Cities Gallery, and the Planning Commission and Board of Zoning <br />Adjustments meetings in the City Council Chambers. The program was to be reviewed by the <br />Rules and Communications Committee after six months to assess the costs, usage and benefits of <br />the program. <br />At the April 24, 2012 City Council Rules and Communications Committee meeting, staff <br />reported on the usage over the last nine months and the cost and staff time involved to expand <br />the digital audio recording pilot program beyond its current scope. <br />Digital recording equipment was purchased in the amount of $3,520.00 utilizing PEG (Public <br />Education and Government) funds. During the pilot program, staff digitally recorded three Rules <br />and Communications Committee meetings, three Planning Commission meetings, three Board of <br />Zoning Adjustments meetings and, starting March 2012, staff began recording the Finance <br />Committee meetings. Attached is the statistics report for all digitally recorded meetings. The <br />statistics reports represent the number of times a user (both public and staff) listened to all <br />