CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
2/28/2023
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
CARLO TOMAINO
CITY MANAGER
SUBJECT:
IN-PERSON MEETINGS FOR CITY COUNCIL MEMBERS AND APPOINTED
COMMISSIONERS
Summary:
At the meeting of February 14, 2023, the City Council requested a City Manager Report regarding the logistics of returning to in-person meetings in March along with details regarding related costs to allow for virtual participation by residents and consultants. Webcasting City Council meetings requires two staff members to assist panelists and members of the public who wish to speak, technical support from the Information Technology Division, and a Zoom license. The approximate costs to support webcasting City Council meetings is approximately $21,000 annually. The number of virtual participants is issue-specific, however, based on staff’s research of City Council meetings taking place over the past twelve months, there have been between one and 12 virtual participants at any given meeting. With respect to the City’s Commissions, the Civil Service Commission, Planning Commission, and Parks and Recreation Commission have all recently been meeting in-person. Staff is requesting City Council direction regarding whether to: (1) continue having the City Council and City Commissions meet virtually and (2) continue allowing for virtual participation by members of the public.
Recommendation:
Provide staff with policy direction as desired.
Fiscal Impact:
The fiscal impact associated with staff time and other related costs of webcasting meetings is approximately $21,000 annually.
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Strategic Plan Objective(s):
No. 6: Promote a transparent and open government.
Background:
At the start of the Coronavirus pandemic, the State of California declared an emergency that enabled elected officials to attend meetings virtually, thereby complying with mandates that prioritized public health through social distancing. The State of California recently announced that the emergency declaration would end on February 28, 2023. At its February 14, 2023, meeting, the City Council requested a report outlining the practical implications of the changes in State law and how to proceed with City Council meetings, including public participation, moving forward.
Analysis:
Legislative History
In 2021, the State passed Assembly Bill (AB) 361 which enabled virtual meetings to continue complying with the Brown Act by relaxing standards related to posting the meeting agenda, listing the address of teleconferencing locations, and certain other requirements. The purpose of this bill was to clarify the suspension of certain Brown Act requirements while it remained unclear when the State’s official emergency declaration would end. Local legislative bodies fulfilled the requirements of AB 361 by regularly continuing the proclamation of the existence of a local emergency and making certain required findings; the report is typically listed as a Consent Calendar item on the City Council agenda. AB 361 allows local governments to continue meeting virtually beyond the expiration of the State emergency declaration and expires on January 1, 2024.
In 2022, the State passed into law AB 2449 which allows elected officials to participate virtually at public meetings but under more limited circumstances. For example, AB 2449 allows for virtual participation due to a new state of emergency, personal reasons such as childcare, illness, disability, or travel, and emergency circumstances such as a personal or family medical emergency. Under AB 2449, a quorum of the legislative body must be in-person. In addition, the exceptions provided under AB 2449 cannot be used for more than three consecutive months or twenty percent of the City Council’s regular meetings. The elected official must also be visible and able to communicate throughout the entire live webcasting. AB 2449 is valid through the end of 2024.
Signal Hill City Council Meetings
Over the past three years, the City of Signal Hill adapted to the virtual environment by webcasting meetings on Zoom, which enables two-way communication with the public. Prior to each meeting, staff works with the Information Technology Division to ensure that equipment and software are working as expected. During meetings, the Senior Deputy City Clerk manages the procedural elements of the meeting, including tracking motions, votes, and related duties. The Administrative Department’s Management Assistant supports meetings by managing the process for public participation through Zoom and by providing access to virtual presenters. The Deputy City Manager and the Economic Development Manager, respectively, previously performed these duties. In addition, the City’s Information Technology staff attend meetings to address potential technical difficulties. The expected costs, including subscription costs for Zoom and staff time, are CITY OF SIGNAL HILL Page 2 of 3 Printed on 2/23/2023
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approximately $21,000 annually.
Over the past year, staff noted an approximate average of five participants per meeting; this number varies based on topics presented with the agenda. In addition to providing access for the public, virtual meetings also enable participation by consultants and other subject matter experts that would otherwise invoice the City for their travel time. Given that the infrastructure and protocols to host virtual meetings have been in place for nearly three years, staff could continue hosting virtual meetings for the public if the City Council desires to continue this practice. Staff time required to manage virtual meetings is currently absorbed by the Administration Department and the costs for a Zoom license and technology support are funded through the Finance Department budget.
City Council Direction
As discussed, the State of California’s emergency declaration is expiring; nonetheless the State created temporary tools, AB 361 and AB 2449, to enable legislative bodies to continue meeting virtually on an as-needed basis. Should the City Council decide not to continue allowing for virtual attendance by elected officials under AB 361, all City Commissions would return to in-person meetings. Moving forward, the only instances where an elected or appointed official may attend a meeting virtually is under AB 2449. The City Council’s decision does not affect public participation; therefore, the City could continue hosting virtual meetings to enable public participation.
As part of its direction, the City Council requested that staff check in with the City’s Commissions regarding the potential change to in-person meetings. The Civil Service Commission, Planning Commission, and Parks and Recreation Commission have all recently been meeting in-person and allowing for virtual participation. Commissioners expressed support for in-person meetings and continue allowing virtual participation by members of the public. Other than subscription costs to host meetings, there are no additional staff costs required to host virtual Commission meetings.
At this time, staff is requesting the City Council’s direction regarding the two specific policy questions listed below:
1. Should the City Council and its Commissions continue meeting virtually under AB361?
2. Should the City continue offering virtual meetings for the public? Any decisions taken under this item are entirely within the City Council’s purview; staff would implement the City Council’s direction as appropriate.
Attachment(s):
None.
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