Department of Information TechnologyAPPROVAL OF IN-PERSON AND REMOTE PUBLIC COMMENT PARTICIPATION AT PUBLIC MEETINGS OF THE CITY COUNCIL, COUNCIL STANDING COMMITTEES, AND SPECIFIED CITY LEGISLATIVE BODIES THAT MEET IN THE CITY COUNCIL CHAMBER February 6, 2023 Department of Information TechnologyBackground•Council provided direction on November 21, 2022 to resume in-person public meetings of all city legislative bodies.•First in-person City Council meeting occurred January 9, 2023. All other bodies resumed in-person meetings.•Topic of remote public comment referred to EdTech Committee for further discussion.2 Department of Information TechnologyEdTech Recommendation•Limit remote public comment to only available from the Council Chamber to minimize technology investment and support costs.•Begin allowing remote public comment for those bodies scheduled in the Council Chamber with active public comment, or as directed by City Council, including:>City Council & Council Committee>Planning Commission>Design Commission>Community Police Oversight Commission3 Department of Information TechnologyEdTech Staff Recommendation•On occasion, meetings of other legislative bodies may be scheduled in the Council Chamber to allow for remote public comment when there is a high level of public interest anticipated on the agenda topic.•Resume remote public comment at specified legislative bodies no earlier than February 27, 2023 to allow staff to make necessary preparations and adjustments.4 Department of Information TechnologyLive Public Comment Statistics (for meetings held in Council Chamber)Total # of Public SpeakersBodyApril 2022May 2022June 2022July 2022Aug 2022Sept 2022Jan*2023City Council 158 66 30 72 91 79 66Council Committees (All)EdTech 0 4 7 0 8 0 2Finance 2 0 7 0 0 2 0Legislative Policy **1 0 3 0 0 0 0Municipal Services 1 3 0 6 5 29 17Public Safety 0 20 2 7 7 3 0CommissionsCommunity Police Oversight 8 13 3 1 0 8 0Design 620 1 2 9 7 1Planning 40 14 29 72 17 6 5* Jan 2023 statistics up through January 30. EdTech meeting scheduled Jan 31.** Legislative Policy Committee meetings returned to pre-COVID location in the City Hall Conference Center5 Department of Information TechnologyRemote Public Comment Support Impacts•Remote public comment requires most of the remote meeting capabilities and staff resources that were available to support remote meetings of the City Council during the COVID pandemic. •Summary of resources increased/added to support fully remote meetings:>Integration of Council Chamber audio visual technology with virtual meeting technology for simultaneous in-person & remote capabilities>Online Speaker Card queuing and management>DoIT Staff – Added two DoIT staff to run virtual meeting technology>City Clerk – Additional overtime for two staff>Contract sound engineer>And other capabilities enumerated in Agenda Report>Estimated costs: $200,000 Annually6 Department of Information TechnologyCost Estimates for Permanent Remote Public Comment1. Remote public comment at City Council meetings Meeting Location: Council Chamber2. Remote public comment for those bodies meeting in the Council ChamberMeeting Location: Council Chamber3. Remote public comment for all bodies from multiple locations Meeting Location: Other locationsEstimated Cost: $250,000 Annually10-Year Cost:$2.5MEstimated Cost:$300,000 Annually10-Year Cost:$3MEstimated Cost: $700,000 Annually10-Year Cost:$7M$200,000+ Technology UpgradesReady to Implement Ready to Implement Available CY 20237 Department of Information Technology
8 Total # of Public SpeakersBodyApril 2022May 2022June 2022July 2022Aug 2022Sept 2022Jan*2023City Council 158 66 30 72 91 79 66Council CommitteesEdTech 0 4 7 0 8 0 0Finance 2 0 7 0 0 2 0Legislative Policy 1 0 3 0 0 0 0Municipal Services 1 3 0 6 5 29 17Public Safety 0 20 2 7 7 3 0CommissionsAccessibility & Disability 0 0 0 0 1 0 -Arts & Culture 00 0 0 0 3-Board of Zoning Appeals 0 0 0 0 0 0 -Code Enforcement 0 0 0 0 0 0 -Commission on the Status of Women 0 0 0 0 0 0-Community Police Oversight 8 13 3 1 0 8 0Design 6 20 1 2 9 7 1Environmental Advisory 0 9 0 1 0 0 -Hearing Officer 0 1 0 1 36 0 -Historic Preservation 0 11 3 7 0 6 -Human Relations 0 0 0 0 0 0 -Human Services 0 0 0 0 1 0 -* Jan 2023 statistics up through January 26. EdTech meeting scheduled Jan 31.
Department of Information Technology
9 Total # of Public SpeakersBodyApril 2022May 2022June 2022July 2022Aug 2022Sept 2022Jan*2023Library 0 0 0 0 0 1 -Northwest 0 0 0 1 0 0 -Planning 40 14 29 72 17 6 5Old Pas Parking Meter Zone Advisory 0 0 0 0 0 0-Recreation & Parks 0 1 0 0 3 0 -Senior 0 0 0 0 0 1 -South Lake Parking Place 0 0 0 0 0 0 -Transportation Advisory 3 0 14 5 22 5 -Urban Forestry Advisory 0 0 2 2 0 5 -Committees & Advisory BodiesDeferred Compensation Committee 0 0 0 0 0 0-Early Childhood Development & Early Learning Task Force0 0 0 0 0 0-Fire & Police Retirement 0 0 0 0 0 0 -Hahamongna Watershed ParkAdvisory 0 1 0 0 0 3- (Continued)