(CITY ATTY: 11-16)
JAMIER\03000.35006\10311645.3
Administrative Policy
ARTICLE I - PURPOSE
Section 1.1 General Purpose
The purpose of this policy is to establish a standardized procedure for the timely submission by members of the public of audio/visual materials or presentations in advance of any scheduled public meeting to ensure consistency, facilitate orderly and effective public meetings, and limit the City’s exposure to potential liability.
Section 1.2 Superseded Policies
None.
ARTICLE II - DEFINITIONS AND SCOPE
Section 2.1 Definitions
A. Clerk. The term “Clerk” shall mean the City Clerk or any employee or officer charged with keeping an accurate record of the proceedings at a public meeting.
B. Presentation Materials. The term “presentation materials” shall mean audio/visual information, materials or presentations (e.g., PowerPoint, PDF, images, video files) that a presenter intends to display during the presenter’s comments at a public meeting.
C. Presenter. The term “presenter” shall mean an individual who desires to supplement their verbal comments with presentation materials during a public meeting.
Title: Submission of Presentation Materials Prior to Public Meetings
Administered By: City Manager’s Office (Office of the City Clerk) Policy No. Issue
Date
Revision
Date
Dept. Head
Approved
City Manager
Approved
Mayor
Approved
07200.006
Administrative Policy (date)
Submission of Materials Prior to Public Meetings
Administered by City Manager’s Office, Office of the City Clerk
(CITY ATTY: 11-16)
JAMIER\03000.35006\10311645.3
D. Public Meeting. The term “public meeting” shall mean any meeting subject to the Ralph M. Brown Act.
Section 2.2 General Scope
Unless otherwise stipulated herein, this policy applies to all City employees. All such employees shall comply with the provisions outlined in this policy. It is the responsibility of all supervision to ensure that the provisions outlined in this policy are enforced for those City employees under their authority.
This policy shall apply to all presenters. Failure to submit presentation materials in accordance with this policy may result in the presentation materials not being displayed or presented during the public meeting.
Section 2.3 Exemptions from Scope
None.
ARTICLE III – SUBMISSION OF MATERIALS PRIOR TO PUBLIC MEETINGS Section 3.1 Use of Presentation Materials and City Audio/Visual Equipment by Presenters
Subject to the conditions and requirements of this policy, a presenter is permitted to display presentation materials during the presenter’s comments at a public meeting. The presentation materials may be in either electronic, digital or printed format. A presenter may use the City's audio/visual equipment to show such presentation materials.
Section 3.2 Electronic Presentation Materials
A. Submission Deadline. All electronic materials shall be submitted in final form to the Clerk no later than 24 hours prior to the start of the public meeting.
B. Submission Guidelines. The following guidelines shall apply to the submission of presentation materials in electronic or digital format:
USB Flash Drives: If the presentation materials are stored on a USB flash drive, the physical device must be submitted to the Clerk before the deadline set forth in Section 3.2(A). The device will be returned to the presenter after the conclusion of the public meeting, The device can also be picked up from the Clerk at City Hall on the next business day.
Administrative Policy (date)
Submission of Materials Prior to Public Meetings
Administered by City Manager’s Office, Office of the City Clerk
(CITY ATTY: 11-16)
JAMIER\03000.35006\10311645.3
Digital Files: A presenter may email a digital version of the presentation materials to the Clerk, as long as it is received before the deadline set forth in Section 3.2(A). Web-Based Content: If the presentation materials include content from a website, the presenter must email the web address (URL) to the Clerk before the deadline set forth in Section 3.2(A).
C. Confirmation of Receipt. It is the responsibility of the presenter to confirm receipt by the Clerk of any electronically submitted presentation materials. As with any technology, there is a risk of hardware or software failure that may prevent the content of the presentation materials from being displayed properly. The presenter assumes this risk and the City is not responsible for such failures.
Section 3.3 Printed Presentation Materials
A. Submission Deadline. Printed presentation materials intended for projection or distribution must be physically submitted to the Clerk before the start of the public meeting. The printed presentation materials will be returned to the presenter after the conclusion of the public meeting.
Section 3.4 Prohibited Presentation Materials
The City reserves the right to reject any proposed presentation materials and deny access to the City's audio/visual equipment under the following conditions:
The content incites, promotes, or perpetuates illegal activity, violence, or self-harm. The content is defamatory.
The content is obscene, pornographic, or violates community standards. The presentation materials contain potential copyright violations or infringes on intellectual property rights.
The USB flash drive or other digital files containing the presentation materials include harmful viruses, malware, or other disruptive elements. The USB flash drive or other digital files containing the presentation materials are incompatible with, or cannot be played on, the City’s audio/visual equipment.