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Home My WebLink About2022-03-31; Clean Energy Alliance JPA; ; Consider Options and Provide Direction Related to In-Person Meeting Location for Clean Energy Alliance Board and Community Advisory Committee Meetings and Consider RescheCLEAN ENERGY ALLIANCE DATE: TO: FROM: ITEMS: Staff Report March 31, 2022 Clean Energy Alliance Board of Directors Barbara Boswell, Chief Executive Officer Consider Options and Provide Direction Related to In-Person Meeting Location for Clean Energy Alliance Board and Community Advisory Committee Meetings and Consider Rescheduling April 28, 2022 CEA Regular Board Meeting RECOMMENDATION: 1) Consider options and select a location for in-person Clean Energy Alliance {CEA) Board and Community Advisory Committee meetings should CEA be required to return to in-person meetings and authorize the Chief Executive Officer to execute a reimbursement agreement with the selected City. 2) Consider rescheduling the April 28, 2022 CEA Regular Board Meeting to another date; direct staff to Post Notice of cancellation of April 28, 2022 CEA Board Meeting and Notice of Special Meeting for new Meeting Date, pursuant to the Brown Act. BACKGROUND AND DISCUSSION: Pursuant to Government Code Section 54943{e), Clean Energy Alliance {CEA) has been holding its Board and Community Advisory meetings remotely via video and telephonic means. It is unknown when the state of emergency will be lifted, with the option to meet remotely being eliminated and a need to return to meet in-person pursuant to the Brown Act. Prior to March 2020, when the current remote meeting policy began, CEA's Board meetings were rotated between the then three member agencies of Carlsbad, Del Mar and Solana Beach. While this provided the ability for the public to attend a meeting in their home city, there were some challenges with this practice. They include: • Lack of consistency of broadcasting meetings o Meetings were broadcasted via the host city's channels, resulting in each meeting being broadcast on a different network causing confusion for the public desiring to watch the live meeting broadcast • Lack of consistency of agenda posting o The physical agenda was posted in a different location each meeting based on where the meeting was being held, resulting in the public not easily finding the physical agenda March 31, 2022 In-Person Meeting Location Page 2 of4 • Different procedures needed to be followed by CEA staff for agenda preparation o Each host city had its own requirements for agenda preparation that CEA staff needed to follow, complicating the agenda preparation process. In preparation for the potential return to in-person meetings, and in light of the ex pansion to the cities of Escondido and San Marcos, the CEA Board identified the cities of Carlsbad and San Marcos as top options and directed staff to meet with these cities to further evaluate the feasibility of CEA's meetings being held at each location. Priorities for CEA in selecting a location include: • Geographic proximity to all member cities • Broadcast capabilities to allow for broadcasting on CEA's YouTube channel • Appropriate meeting space to hold public meetings pursuant to the Brown Act • Cost to CEA and impact to hosting city staff With the direction provided, staff met with both the cities of Carlsbad and San Marcos to evaluate the feasibility of those cities hosting CEA's meetings. Summaries of those meetings are provided below. City of Carlsbad After careful consideration and discussion, it was determined that Carlsbad could host CEA's meetings with livestrea ming through CEA's YouTu be channel. This would be accomplished by CEA acquiring the needed equipment to enable the signal from Carlsbad's audio-visual equipment to be sent to CEA's YouTube channel. CEA would provide support staff through their contract with Tripepi Smith for the LiveStream and Carlsbad's audio-visual consultant would be on site to ensure all equipment is working properly. Below is a summary of related costs. PROCEDURE COST EST. COST NOTES PER MEETING Carlsbad AVI Support provided $125/hour $500 CEA to reimburse through Carlsbad's consultant Carlsbad at their costs TS Support -LiveStreaming $825 and Camera Operationa Equipment t o enable No Charge Tripepi Smith to LiveStreaming to YouTube provide Equipment TOTAL EST. COST PER $1,325 MEETING EST ANNUAL COST -BOARD & CAC MEETINGS City of San Marcos March 31, 2022 In-Person Meeting Location Page 3 of 4 $23,850 The City of San Marcos is set up to stream meetings from their broadcast equipment to YouTube, so no additional equipment purchases are needed PROCEDURE COST EST. COST NOTES PER MEETING San Marcos support would be CEA to reimburse provided through San Marcos' $40/hour $160 San Marcos at consultant their costs To be provided by Camera Operation Included above San Marcos consultant Equipment to enable N/A Already in place at LiveStreaming to YouTube San Marcos TOTAL EST COST $40/hour / meeting $160 EST ANNUAL COST -BOARD & $2,880 CAC MEETINGS While both Carlsbad and San Marcos options are viable, San Marcos offers the most turn-key option at the lowest on-going cost for hosting of CEA's public meetings. In either option, CEA would reimburse the host city for costs related to CEA's meetings, which would be memorialized by execution of a reimbursement agreement between CEA and the select ed agency. There is no current plan for CEA to return to in-person meetings while the current state of emergency is in effect and Government Code Section 54943(e) findings can be met. Continuing to meet remote allows members of the public to participate in CEA's meetings without traveling to the in-person location, as well as eliminating the impact of CEA Board and staff traveling to the location. Reschedule of April 28, 2022 Due to unforeseen scheduling conflicts, staff is requesting CEA Board consideration of rescheduling the April 28, 2022 meeting. Options for Board consideration: • Thursday April 21, 2022; 2pm • Tuesday April 26, 2022; 2pm • Wednesday April 27, 2022; 2pm • Other Date as determined by CEA Board FISCAL IMPACT March 31, 2022 In-Pe rson M eeting Location Page 4 of4 The estimated annual cost for CEA public meetings to be held at the City of Carlsbad is $23,850 and to be held at City of San Marcos is $2,880. Funding is available in CEA's adopted FY 21/22 budget and will be included in the proposed FY 22/23 budget. ATTACHMENTS None Item 5: In-Person Location and Reschedule of April 28, 2022 Meeting • Recommendation: • Consider options and provide direction related to in-person meeting location for CEA Board and Community Advisory Committee Meetings (should in-person be required or preferred by Board) • Consider rescheduling of April 28, 2022 Regular CEA Board Meeting; Direct staff to post notice of Cancellation of April 28, 2022 meeting and Notice of Special meeting pursuant to Brown Act CLEAN ENERGY ALLIANCE 3/31/22 19 Item 5: In-Person Location and Reschedule of April 28, 2022 Meeting • Background: • Board provided direction for staff to evaluate option of in-person meetings hosted at Carlsbad and San Marcos • Staff met with both cities and determined actions needed to ensure minimized impact to host city and meeting CEA needs CLEAN ENERGY ALLIANCE 3/31/22 20 Item 5: In-Person Location and Reschedule of April 28, 2022 Meeting • CEA Priorities: • Geographic location • Broadcast capabilities to CEA's YouTube channel • Appropriate meeting space • Cost to CEA and impact to host city staff 3/31/22 CLEAN ENERGY -..,._; ALLIANCE 21 Item 5: In-Person Location and Reschedule of April 28, 2022 Meeting • Summary -City of Carlsbad 3/31122 Carlsbad AVI Support provided through Carlsbad's consultant TS Support -LiveStreaming and Camera Operationa Equipment to enable LiveStreaming to YouTube TOTAL EST. COST PER MEETING EST ANNUAL COST-BOARD & CAC MEETINGS COST $125/hour No Charge EST. COST PER MEETING NOTES $500 CEA to reimburse Carlsbad at their costs $825 $1,325 $23,850 Tripepi Smith to provide Equipment CLEAN ENERGY ALLIANCE 22 Item 5: In-Person Location and Reschedule of April 28, 2022 Meeting • Summary -City of San Marcos 3/31./22 PROCEDURE San Marcos support would be provided through San Marcos' consultant camera Operation Equipment to enable LiveStreaming to YouTube TOTAL EST COST EST ANNUAL COST -BOARD & CAC MEETINGS COST $40/hour Included above N/A $40/hour/meeting EST. COST PER MEETING $160 $160 $2,880 NOTES CEA to reimburse San Marcos at their costs To be provided by San Marcos consultant Already in place at San Marcos CLEAN ENERGY ALLIANCE 23 Item 5: In-Person Location and Reschedule of April 28, 2022 Meeting • Both cities willing to host • Both Options Viable • Carlsbad Requires Minimal Set Up • San Marcos most cost effective -Turn Key • San Marcos currently broadcasting meetings via YouTube • No date set for return to in-person • Planning to be ready for possible return to in-person 3/31/22 CLEAN ENERGY ALLIANCE 24 Item 5: In-Person Location and Reschedule of April 28, 2022 Meeting • Scheduling Conflict -Request to Reschedule April 28, 2022 Board Meeting • Options for consideration: • Thursday April 21, 2022: 2pm • Tuesday April 26, 2022: 2pm • Wednesday April 27, 2022: 20m • Other date as determined by CEA Board CLEAN ENERGY . ALLIANCE 3/31/22 25 -ALLIANCE Questions/Discussion 3/31/22