Governance and Ethics Committee
December 4, 2023

Governance and Ethics Committee:
12/4/2023
Item #4
1 Governance &
Ethics Committee
Item #4 Review Council
Policy and Procedure 041
(“Public Submittal of
Written and Audiovisual
Materials for Council
Meetings”)
December 4, 2023
Background
2 • Policy and Procedure 041 was established in
2006
to provide guidance on the public submittal
of
written and audiovisual materials for City
Council meetings.
• Purpose of Council Policy 041 is to establish a
clear outline for the
procedures regarding the
public
submittal of written and digital audiovisual
materials
for City Council meetings.
• Staff recommends proposed amendments to
modernize
and update the policy.
• Staff to develop an informational webpage on the
approved
policy.
1 2
Post Meeting Materials
Governance and Ethics Committee:
12/4/2023
Item #4
2 Proposed Council Policy 041
• Adds a purpose to establish procedures regarding the
public submittal of written and digital audiovisual materials for City Council meetings by members of the public.
• Includes revised deadlines for the submittal of written materials from 12 p.m. on Wednesday, one week prior to
the City Council meeting, to be amended to be Due by 10 a.m. on Wednesday, one week prior to the City Council
meeting.
• Updates deadlines for the submittal of written materials after the posting of the City Council meeting agenda
which changed from 5 p.m. the day of the meeting to be
amended to be Due 12 p.m. the day of the meeting.
3 Proposed Council Policy 041
• Adds language to include the submission of written comment through eComment in Legistar up to 72 hours before the
meeting at agenda posting and closes 15 minutes before start of City Council meetings.
• Includes process for submission of digital audiovisual materials (e.g., videos, audio, presentations) before a Council meeting by: Email to Clerk or Uploading to a secure digital electronic file program (e.g. Hightail).
• Prior submission of digital AV materials aligns with the City’s cybersecurity protocols, which preclude foreign devices from being connected/uploaded to the City’s networks and
equipment without proper screening.
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4 Governance and Ethics Committee:
12/4/2023
Item #4
3 Committee Discussion
• Approve amendments to Policy and Procedure 041 (“Public Submittal of Written and Audiovisual Materials for Council Meetings”) and bring forth to City Council for Consideration and Adoption as Council Policy 041 (“Public Submittal of Written and Audiovisual Materials for Council Meetings”) 5 Governance &
Ethics Committee
Item #4 Review Council
Policy and Procedure 041
(“Public Submittal of
Written and Audiovisual
Materials for Council
Meetings”)
December 4, 2023
5 6