STAFF REPORT
Meeting Date: April 12, 2022
To: Honorable Mayor & City Council
From: Nancy Hunt-Coffey, Assistant City Manager
Subject:
Attachments:
Recording and Providing Hybrid Capabilities for City Council Liaison and Ad Hoc Meetings
1. Study session report from 9/1/2020
2. List of City liaison and ad hoc meetings
3. Sample (March 2022) calendar of liaison/ad hoc meetings
INTRODUCTION
At the September 1, 2020 City Council study session, staff brought forward a recommendation by the then Sunshine Taskforce liaisons (Vice Mayor Wunderlich and Councilmember Bosse) to discuss and provide direction to staff on recording all City Council liaison meetings and certain ad hoc meetings. At that time, public meetings were being held virtually. Virtual meetings are fairly easy to record and broadcast, so there was minimal cost to implement this new feature. At the time, staff indicated that there would be additional costs for recording and broadcasting these meetings once they returned to in person format. At the time, staff the estimated cost to outfit a conference room with television, audio, and video capabilities could run $150,000-$250,000, and that equipping multiple rooms would likely be necessary due to the number of Council, Commission, liaison and ad hoc meetings occurring. Finally, there was an indication that an additional 1.6 FTE positions would be required in the cable television office to televise these additional meetings. At this study session meeting, Council directed staff to begin recording and broadcasting Council liaison and certain ad hoc meetings in a virtual format and to return once in person meetings had resumed.
DISCUSSION
In mid-March 2022, in person public meetings resumed. To date, Council has indicated that meetings will continue in person but that in the interest of transparency and convenience, members of the public may participate in a hybrid fashion, meaning in person, via zoom or via phone. Staff has developed a methodology to allow for hybrid meetings, although it does require additional effort to coordinate the different modes of participating in meetings.
Meeting Date: April 12, 2022
Now that staff has experimented with recording and broadcasting public meetings in a hybrid environment, it has become clear that additional resources will be needed to support the continued recording and broadcasting of liaison and ad hoc meetings in a hybrid fashion.
Currently City Council Chambers, 280A (Commission room) and the Municipal Gallery are equipped to allow for recording, etc. Historically ad hoc and liaison meetings have been held in a more informal setting, such as the conference room on the 4th floor of City Hall. Should Council decide to continue this format, the only room with the proper equipment that would lend itself to these types of meetings would be the Municipal Gallery, which is also booked for events, as a voting center, etc. As a result, staff recommends that the City Council consider upfitting two additional rooms in City Hall for liaison meetings. Additionally, as described in the September 2020 report, an additional 1.6 FTE (2 part time regular) staff would be required.
It should be noted that in addition to the Council liaison and ad hoc meetings, this project would include the recording and broadcasting of Council led meetings, such as the Sunshine Taskforce, the Next Beverly Hills, Mayor’s Cabinet meetings, etc. It would also require consistent posting of meeting notices and materials for all ad hoc meetings. However, it would not include recording and broadcasting commission ad hoc meetings, nor would it include non-Council led committees.
Because the City broadcasts on two cable channels, and due to the limit of broadcasting equipment and staffing, it should also be noted that scheduling of liaison and ad hoc meetings may be more complex, since preferably only one, and no more than two meetings should be scheduled at the same time.
FISCAL IMPACT
The total cost to purchase and install the recording and broadcasting equipment in two rooms in City Hall would be approximately $250,000. This would be a one time purchase.
The cost for the two cable television part time regular positions with benefits would be $157,000 per year. Additionally, there would likely be an ongoing licensing fee for the software that controls the recording and broadcasting in the meeting rooms. Staff estimates that this ongoing cost would not exceed $20,000 per year.
RECOMMENDATION
Staff recommends that the City Council provide direction on whether to continue recording and broadcasting City Council liaison and certain ad hoc meetings in a hybrid format. Should Council provide direction to proceed, staff will return to the City Council at a formal meeting to approve the positions and appropriate the funding.
Nancy Hunt-Coffey
Assistant City Manager
Approved By
Attachment 1
STAFF REPORT
Meeting Date: September 1, 2020
To: Honorable Mayor and City Council
From: Nancy Hunt Coffey, Assistant City Manager
Cynthia Owens, Policy and Management Analyst
Subject: Request by Vice Mayor Wunderlich, Councilmember Bosse, and the Sunshine Taskforce to Evaluate Recording City Council Liaison and Ad Hoc Meetings
Attachments: 1. Current City Council Liaison Committee and Ad Hoc Assignment List
INTRODUCTION
Vice Mayor Wunderlich, Councilmember Bosse, and the Sunshine Task Force have requested the City Council discuss and potentially provide direction to staff on recording all City Council Liaison meetings and certain Ad Hoc meetings. These recordings can be made available to the public on the City’s website should City Council direct staff to do so.
FISCAL IMPACT
The fiscal impact of this item is unknown at this time as the costs are dependent upon City Council direction. Currently, both City Council Liaison and Ad Hoc meetings are held on the Go to Meeting platform. There is a record button that can be used during these meetings. If the City Council provides direction to record the virtual meetings then staff would at least need the infrastructure to enable the ability to record backup copies of the meeting. Staff currently records primary, secondary and backup recordings of all meetings to ensure public record continuity. The recordings can then be made available on the City’s website. Staff anticipates the cost for new equipment would be less than $1,000 and can be done within the existing City Council approved Fiscal Year 2020/2021 budget.
Additionally, once the City resumes holding public meetings in person, there may be costs associated with equipping certain meeting rooms in City Hall with resources in order to record the City Council Liaison and Ad Hoc meetings. The cost to equip a room
2. City Council Ad Hoc Committee List, 2016-2017 through 2019-2020
Meeting Date: September 1, 2020
with television, audio, and video capabilities has run between $150,000 and $250,000 for previous projects. These meetings could then be recorded and published on the City’s website. Staff believes that equipping other meeting rooms is likely necessary due to the number of standing Commission meetings occurring in the existing rooms and the amount of use the City’s Municipal Gallery receives for various City functions and meetings.
Should there be direction to televise these meetings, then staff would need to return to the City Council with a cost estimate as there are resources the City may need to purchase and the City will need to consider hiring additional staff. At this time, staff estimates an additional 1.6 FTE positions would be needed to televise these additional meetings.
There may be further cost analysis required depending on the recommendation of the City Council.
DISCUSSION
City Council Liaison Meetings
The Mayor selects Councilmembers on an annual basis to serve as Liaisons to Commissions or staff in order to provide input and feedback on projects, commission agendas, and a variety of topics. The liaison committees are intended to be standing committees and are handled similarly to City Council and Commission meetings in that they are open to the public, agendas and supporting materials are published, etc.
However, while the feedback given by the City Council Liaisons may be reflective of the City Council’s sentiment, any direction from the liaisons does not represent the final decision of the City Council since each liaison has only two members.
The list below provides some examples of the 30 City Council Commission Liaison and Topic Committees:
x Architectural Commission Liaison
x Arts & Culture Liaison
x Audit and Finance Committee
x Charitable Solicitations Commission
x Community Charitable Foundation
x CVB/Marketing Committee
x Design Review Commission Liaison
x Health & Safety Commission Liaison
x Human Relations Commission Liaison
x Legislative / Lobby Committee
x Litigation Committee
x Next Beverly Hills Committee
x Planning Commission Liaison
x Public Works Commission Liaison
x Recreation & Parks Commission
Liaison
x Sunshine Task Force
x Traffic & Parking Commission Liaison
Some Committees, such as the Next Beverly Hills Committee, Sunshine Task Force, and Technology Committee, have regular recurring meetings. However, most of the City Council Liaison Committee meetings occur on an as needed basis. While the standing meetings require 72-hour notice for posting meetings, the other Committees are only required to post 24 hours prior to the meeting.
Due to the COVID-19 pandemic, Commission and Topic Liaison meetings presently occur via the Go to Meeting platform. Recordings can be made of the meetings and then be posted on the City’s website utilizing the features contained within Go to Meeting.
Televising the Liaison meetings could be challenging due to a lack of resources and staff time. The posting requirements for non-standing meetings can also make it challenging Meeting Date: September 1, 2020
to schedule the appropriate staff who are familiar with how to televise meetings. As such, televising the meetings would require more research to determine how best to accommodate this should that be the City Council’s direction.
Ad Hoc Meetings
The Mayor may establish an Ad Hoc Committee of the City Council for review of a specific area or specific issue. An Ad Hoc is intended to be a committee that is created for a limited amount of time and is generally focused on a specific topic. Currently, the City has several Ad Hoc Committees including, but not limited to:
x COVID 19
x COVID 19 Business Recovery Assistance Task Force
x Metro MOA/Mayor’s Subway Task Force
The Sunshine Task Force reached a consensus of its members to support recording selected Ad Hoc Committee meetings of the City Council. The reason for requesting that a subset of meetings be recorded is that there are times when recording these meetings would not be recommended. For example, some Ad Hoc Committees discuss items that may be sensitive to public disclosure. This could be negotiations with another party which would place the City at a disadvantage should the information become public before the negotiations are complete. Ad Hoc Committees may also discuss information which should not be publicly disclosed such as security for public facilities.
RECOMMENDATION
Staff recommends the City Council:
x Discuss and provide direction to staff on recording City Council Liaison Committee meetings and posting the recordings on the City’s website; and x Discuss and provide direction to staff on recording certain City Council Ad Hoc Committee meetings and posting the recordings on the City’s website.
Nancy Hunt Coffey,
Assistant City Manager
Approved By
Attachment 1
Updated 8/4/2020
AT
1 2020 – 2021 City Council Liaison Committees
LF BW JM LB JG Staff
Mayor’s Cabinet Meeting ✔ ✔ George
Keith/Lauren
Team Beverly Hills
✔ ✔ Nancy
Michael
LF BW JM LB JG Staff
California Contract Cities Association
(CCCA) ✔ ALT
✔ George
Cindy
Clean Water Stakeholder Advisory
Committee ✔ ✔ ALT
N/A
Independent Cities Association ✔ ALT
✔ George
Cindy
League of California Cities ✔ ALT
✔ George
Cindy
Local Agency Formation Commission for
the County of Los Angeles (LAFCO) ✔ N/A
Los Angeles City Selection Committee ✔ N/A
Clean Power Alliance (CPA) ✔ ALT ✔ Nancy
Shana/Josette
Los Angeles County Sanitation District ✔ Nancy
Shana
Southern California Association of
Governments (SCAG) ✔ ALT
✔
Susan
Timmie
Aaron
Westside Cities Council of Governments ✔ ✔ ALT
Susan/Aaron
George
Cindy
Mayor’s Meetings
External Regional Representation
Updated 8/4/2020
AT
2 2020 – 2021 City Council Liaison Committees
LF BW JM LB JG Staff
Community Charitable Foundation ✔ ✔ George
Nancy
Commission Liaison Committees LF BW JM LB JG Staff
Architectural Commission ✔ ✔ Nancy
Susan/Ryan
Arts & Culture Commission ✔ ✔ Nancy
Jenny
Pam S.
Charitable Solicitations Commission ✔ ✔ George
Sandra
Cultural Heritage Commission ✔ ✔ Nancy
Susan/Ryan
Design Review Commission ✔ ✔ Nancy
Susan/Ryan
Health and Safety Commission ✔ ✔ Pamela
Nancy
Human Relations Commission ✔ ✔ Nancy
Jenny
Jim
Planning Commission ✔ ✔ Nancy
Susan/Ryan
Rent Stabilization Commission ✔ ✔ Nancy
Susan/Helen
Public Works Commission
(includes Groundwater Mgmt. Technical Comm.) ✔ ✔ Shana
Nancy
Recreation and Parks Commission
(includes Farmer’s Market, Greystone) ✔ ✔ Nancy
Jenny
Pam S.
Traffic and Parking Commission ✔ ✔ Nancy
Susan/Aaron
City Council Committees
Foundations
Updated 8/4/2020
AT
3 2020 – 2021 City Council Liaison Committees
Topic Committees LF BW JM LB JG Staff
Audit and Finance Committee ✔ ✔ George
Jeff/Eduardo
Autonomous Vehicles ✔ ✔ Nancy
David/Mark
BHUSD Committee ✔ ✔ Nancy
Jenny
Pam S.
Branding and Licensing Committee ✔ ✔ Nancy
Laura
Chamber of Commerce Committee ✔ ✔ George/Nancy
Laura
CVB/Marketing Committee ✔ ✔ George/Nancy
Laura
Green City: Home Loan/Solar/Smart Grid/Bike
Committee ✔ ✔ Nancy
Shana
Chad
Legislative/Lobby Committee ✔ ✔ George
Cindy
Litigation Committee ✔ ✔ Larry
George
Next Beverly Hills Committee
(regular recurring liaison committee)
✔ ✔ Laura
Michael
Rent Stabilization Hearing ✔ ✔ George
Susan
Helen
Rodeo Drive/Special Events/Holiday Program ✔ ✔ Nancy
Garin
Magdalena
Sister Cities Committee ✔ ✔ Nancy
Laura
Small Business Assistance Task Force ✔ ✔ Nancy
Laura
Updated 8/4/2020
AT
4 2020 – 2021 City Council Liaison Committees
Topic Committees LF BW JM LB JG Staff
Strategic Planning/Southeast Task Force
Committee
(regular recurring liaison committee)
✔ ✔ Nancy
Cindy
Laura
Sunshine Task Force
(regular recurring liaison committee)
✔ ✔ Huma
Nancy
Technology Committee
(regular recurring liaison committee)
✔ ✔ David
Nancy
Wallis Annenberg ✔ ✔ Nancy
Pamela
Ad Hoc Committees (Limited Term) LF BW JM LB JG Staff
COVID19 Budget ✔ ✔ George
Nancy
COVID19 Business Recovery
Assistance Task Force
Tourism/Hospitality
✔ ✔ George
Nancy
Laura
COVID19 Business Recovery
Assistance Task Force
Retail/Property
✔ ✔ George
Nancy
Laura
COVID19
Commercial Tenant
✔ ✔ George
Nancy
Larry
COVID19
Faith Based Organizations
✔ ✔ George
Nancy
Jenny
Jim
Development Agreement ✔ ✔ George
Nancy
Susan
Fiber to the Premise Project ✔ ✔ Nancy
David S.
Mark
Legal Advertising/Newspaper Bids ✔ ✔ George
Huma
City Council Ad Hoc Committees
Updated 8/4/2020
AT
5 2020 – 2021 City Council Liaison Committees
Ad Hoc Committees (Limited Term) LF BW JM LB JG Staff
Menorah Housing Foundation ✔ ✔ Logan
Nancy
Metro MOA/Mayor’s Subway Task
Force
✔ ✔ George
Pamela
Shana
Attachment 2
CITY OF BEVERLY HILLS
POLICY AND MANAGEMENT
AD Hoc Committee List 2016-2017 Through 2019-2020
2016-2017
Autonomous Vehicles
Beverly Garnds Park Restoration Project
BHUSD Oil Wells/Venoco
Development Agreement
Elections
Entertainment Business District
Hilton Initiative
Land Acquisitions
Lexus Dealership
Metro MOA/Mayor’s Subway Task Force
Minimum Wage
Parcels 12 & 13
Parking Authority Finance
Santa Monica Boulevard Reconstruction
Seismic Retrofit Program
Seismic Safety Inventory
Senior Staff Selection/Retention Committee
Tour Buses
Wallis Annenberg
2017-2018
Auditor Program
Beverly Gardens Park Restoration Project
BHUSD Oil Wells/Venoco
Cultural Arts
Entertainment Business District
Mayor’s Subway Tas Force/Metro MOA
Parcels 12 & 13
Rent Stabilization
Santa Monica Boulevard Reconstruction
Seismic Retrofit Program
Tour Buses
2018-2019
Beverly Garnds Park Restoration Project
BHUSD Oil Wells/Venoco
BHUSD School Security
City Clerk Recruitment
Commission Standardization
Elections
Entertainment Business District
Fiber to the Premise Initiative
Friars Club
Land Acquisitions
Metro MOA/Mayor’s Subway Task Force
Parcels 12 & 13
Parking Authority Finance
Rent Stabilization Appeal Committee
Seismic Retrofit Program
Tour Buses
2019-2020
BHUSD Oil Wells/Venoco
BHUSD School Safety
Commission Standardization
Development Agreement
Elections
Entertainment Business District
Land Acquisitions
Legal/Newspaper Bids
Metro MOA/Mayor’s Subway Task Force
Parking Authority Finance
Seismic Retrofit Program
Siren Project
Sustainability
Tour Buses
Attachment 2
2021-2022 City Council Liaison Committees
RW LB JM JG LF Staff
Mayor's Meetings
Mayor's Cabinet Meeting X
George
Keith
Team Beverly Hills X X
Nancy
Gabi
External Representation
California Contract Cities
Association (CCCA)
(Assigned by Mayor) X alt
Gabi
Cindy
Clean Power Alliance (CPA) alt X
Shana
Josette
Board of Directors
Executive Committee
Finance Committee (Chair) X Josette
CPA
Clean Water Stakeholder
Advisory Committee X
Independent Cities Association
(Assigned by Mayor) X alt
Gabi
Cindy
League of California Cities
(Assigned by Mayor) X alt Cindy
Local Agency Formation
Commission for the County of
Los Angeles (LAFCO) X
Los Angeles City Selection
Committee
(Mayor is delegate, Vice Mayor is
alternate) X
Los Angeles County Sanitation
District X alt
Nancy
Shana
Southern California Association
of Governments (SCAG) alt X
Ryan
Cindy
Updated 4/8/2022 Page 1 of 6
2021-2022 City Council Liaison Committees
RW LB JM JG LF Staff
External Representation
SCAG
Community, Economic and
Human Development Committee
(CEHD)
(term expires 05/06/21) X
SCAG
Energy and Environment
Committee (EEC)
01/2021 - 12/2023 X
Westside Cities Council of
Governments (WSCCOG)
(Assigned by Mayor) X alt
Ryan
Gabi
Cindy
Foundations
Community Charitable
(Bylaws dictate the Vice Mayor and
appointed Councilmember to sit on
board for the foundation) X X
George
Nancy
Stephanie
Commission Liaison
Architectural X X
Nancy
Ryan
Arts & Culture X X
Nancy
Jenny
Charitable Solicitations X X
George
Liz
Cultural Heritage X X
Nancy
Ryan
Design Review X X
Nancy
Ryan
Health and Safety X X
Joe M.
Nancy
Human Relations X X
Nancy
Jenny
Rachel
Updated 4/8/2022 Page 2 of 6
2021-2022 City Council Liaison Committees
RW LB JM JG LF Staff
Commission Liaison
Planning X X
Nancy
Ryan
Public Works X X
Shana
Nancy
Recreation and Parks X X
Nancy
Jenny
Rent Stabilization X X
Nancy
Ryan
Traffic and Parking X X
Nancy
Shana
Darren
RW LB JM JG LF Staff
Topic Committees
Audit and Finance X X
George
Jeff
Gabi
Autonomous Vehicles X X
Nancy
David
Mark
BHUSD X X
Nancy
Jenny
Branding and Licensing X X
Gabi
Laura
Chamber of Commerce X X
Gabi
Laura
City Website Steering Committee X X
Keith
David
CVB/Marketing X X
Gabi
Laura
Economic Sustainability Plan
Brand Subcommittee X X
Gabi
Laura
Updated 4/8/2022 Page 3 of 6
2021-2022 City Council Liaison Committees
RW LB JM JG LF Staff
Topic Committees
Economic Sustainability Plan
Budget Subcommittee X X
Gabi
Laura
Economic Sustainability Plan
Well-Being Subcommittee X X
Gabi
Laura
Green City X X
Nancy
Shana
Legislative Lobby X X
Gabi
Cindy
Litigation X X
Larry
George
Next Beverly Hills
regular recurring meeting X X
Gabi
Gabrielle
Property Owners Task Force X X
Gabi
Laura
Rodeo Drive/Special Events X X
Nancy
Laura
Magdalena
Sister Cities X X
Nancy
Garin
Small Business Assistance Task
Force X X
Gabi
Laura
Sunshine Task Force
regular recurring meeting X X
Huma
Nancy
Technology X X
David
Nancy
Wallis X X
Nancy
Logan
Jenny
Updated 4/8/2022 Page 4 of 6
2021-2022 City Council Liaison Committees
RW LB JM JG LF Staff
Ad Hoc Committees
Affordable Housing X X
George
Logan
City Council
Policy & Operations Manual X X
Gabi
Cindy
Commission Standardization X X Nancy
Community Security X X
Nancy
Rivetti
Coopwood
COVID Budget X X
George
Nancy
COVID Tourism/Hospitality X X
Gabi
Laura
COVID Retail/Property X X
Gabi
Laura
COVID Commercial Tenant X X
George
Gabi
Larry
COVID Faith-Based X X
George
Nancy
Jenny
Elections X X Huma
Fiber to the Premises X X
Nancy
David
Metro MOA X X
George
Ryan
Shana
Newspaper/Advertising X X
Huma
Lourdes
Updated 4/8/2022 Page 5 of 6
2021-2022 City Council Liaison Committees
RW LB JM JG LF Staff
Ad Hoc Committees
Open BH Code Changes and Fees
Subcommittee X X
Gabi
Laura
Open BH Design and Operating
Standards Subcommittee X X
Gabi
Laura
Regional Housing Needs
Assessment
(RHNA) X X
George
Ryan
Updated 4/8/2022 Page 6 of 6
Attachment 3
4/8/22, 7:48 AM Committee, Liaison, & Task Force Calendars www.beverlyhills.org/departments/informationtechnology/calendar/committeeliaisontaskforcecalendars/web.jsp 1/3
COMMITTEE, LIAISON, & TASK FORCE CALENDARS
Committee, Liaison, & Task Force meetings can be watched live at their scheduled time. Replays can be found on the Committee ~ Liaison ~ Task Force Meetings page.
Additionally check BHTV Schedule & Programming for replays on Channel 10 throughout the month.
Liaison, Committee, & Task Force
< March, 2022 >
2 Open BH Code Changes and Fees Ad Hoc Subcommittee Liaison Meeting 4:00PM - 5:00PM
AGENDA: https://www.beverlyhills.org/a?949148
4 Affordable Housing Ad Hoc Committee Liaison Meeting
2:00PM - 3:00PM
AGENDA: https://www.beverlyhills.org/a?949153
8 Legislative Lobby Committee Liaison Meeting
9:00AM - 10:00AM
14 Mayor's Cabinet Meeting
5:00PM - 6:00PM
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