1 CITY COUNCIL STAFF REPORT
Meeting: February 6, 2024
Subject
Cessation of Hybrid Commission and Committee Meetings
Recommended Action
Conduct City Council and Planning Commission meetings in a hybrid format while continuing to utilize in‐person only meetings for all other commissions and committee meetings.
Reasons for Recommendation
In May 2023, the City Manager directed staff to cease hybrid (both remote and in‐ person) meetings for commissions and committees except for the City Council and Planning Commission, citing resource reallocation, public engagement metrics, and operational efficiencies. This report explains that decision and recommends the continuation of this in‐person only practice, ensuring the Cityʹs commitment to effective governance and fiscal responsibility.
Background
In 2020, responding to the COVID‐19 pandemic, the City initiated remote teleconference meetings for the Council, commissions, and committees, aiming to ensure the continuity of city governance while prioritizing public health. With the diminishing impact of the pandemic and the Cityʹs adaptation to the changing health scenario, a transition was made to hybrid meetings, accommodating both remote and in‐person participation for all legislative bodies. However, following Governor Newsomʹs declaration in February 2023, marking the end of California’s COVID‐19 State of Emergency, the City began moving to in‐person only meeting for meetings with low remote attendee participation. To ensure consistency, the City Manager, in May 2023, directed the cessation of hybrid meetings for all commission and committee meetings, except for those of the City Council and Planning Commission. This decision was reinforced by the observation that the average remote attendance for the City 2 Council and Planning Commission meetings was significantly higher than for other meetings. Additionally, these two meetings are the only meetings broadcast on television, which meant their continuation in a hybrid format required no additional staff resources or time.
Analysis
Our evaluation has revealed the following key points:
Resource Intensiveness: Each hybrid meeting necessitates extensive preparatory and follow‐up actions, including technological setup, active coordination, and subsequent video processing, which cumulatively demand a minimum commitment of two hours per meeting.
Overtime Implications: The execution of these tasks often extends beyond conventional work hours, leading to additional overtime remuneration for the staff involved. Minimum Cost = $210 / Meeting
Operational Challenge: In compliance with the Brown Act, the uninterrupted presence of video staff at hybrid meetings is vital. Their role is to ensure a stable Zoom connection to avoid potential meeting cancellations or postponements, thereby guaranteeing real‐time public access. A failure of the link requires immediate resolution to uphold the integrity of the meeting proceedings and legal compliance.
Low Public Engagement: The below data denotes the number of virtual attendees per meeting per month as well as when meetings transitioned to in‐person only.
Average Number Zoom Attendee by Month
Nov‐
22 Dec‐
22 Jan‐
23 Feb‐
23 Mar‐23 Apr‐23 May‐
23 Jun‐
23 Jul‐23 In‐
Person
Arts and Culture
Commission
2 * 3 * In‐
Person
Mar‐23
Public Safety 0 * 1 * In‐
Person
Mar‐23
Sustainability
Commission
* * 1 * In‐
Person
Mar‐23
Technology,
Information &
Communication
Commission
0 1 0 * In‐
Person
Mar‐23
Teen Commission 0 0 1 0 In‐
Person
Mar‐23
Administrative
Hearing Meeting
* * * 6 * In‐
Person
Apr‐23
3 Library Commission 2 2 * 1 * In‐
Person
Apr‐23
Audit Committee 2 * 8 3 4 3 2 * In‐
Person
Jul‐23
Bicycle Pedestrian
Commission
4 4 5 6 7 2 9 1 0 Aug‐23
Parks and Recreation
Commission
4 0 * 11 11 3 1 4 * Aug‐23
Housing Commission * 1 2 * 5 * 1 * * Sep‐23
City Council 62 49 43 27 113 56 74 48 253 N/A Planning Commission 17 5 3 9 17 6 9 * * N/A
No Meeting
The following chart illustrates the average number of remote participants per meeting during the period from November 1, 2022, to July 31, 2023.
Cost‐Benefit Assessment: The cost and staff time expended on facilitating Hybrid meetings are disproportionate to the level of public engagement observed.
Recommendation
Staff recommends the continued practice of conducting City Council and Planning Commission meetings in a hybrid format while continuing to utilize in‐person only meetings for all other commissions and committee meetings.
Sustainability Impact
No impact.
Fiscal Impact
No impact.
4 California Environmental Quality Act
Not applicable.
____________________________________
Prepared by: Bill Mitchell, Chief Technology Officer
Reviewed by: Chris Jensen, City Attorney
Approved by: Matt Morley, Assistant City Manager