HomeMy WebLinkAbout2021-12-09; City Council Meeting Public Participation (Districts - All); Cobian, SheilaTo the members of the:
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Council Memorandum
Dec.9,2021
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From:
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Re:
Honorable Mayor H
Sheila Cobian, Legisla ~-stituent Services Director
Scott Chadwick, City a
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Carlsbad
Memo ID #2021223
This memorandum provides an update regarding the option to allow virtual and in-person public
comments, a hybrid solution, at public meetings that are subject to the Ralph M. Brown Act.
Background
At the City Council meeting on Oct. 19, 2021, the City Council asked staff to pursue a solution
that would allow members of the public to participate in City Council meetings both virtually and
in-person. Following that direction, staff requested that the city's public meeting audio/visual
support contractor, AVI Systems Inc., propose a solution and costs associated with implementing
the solution.
Discussion
AVI Systems, Inc., provided an estimate of approximately $20,000 to install a platform that would
allow staff to solicit public comments virtually while conducting in-person City Council meetings.
Staff anticipates that the new platform could be operational by March 2022.
It should be noted that administering all public meetings in a virtual format has already placed a
strain on resources in the City Clerk's Office and the Information Technology Department. Prior
to the onset of the COVID-19 pandemic, the City Clerk's Office would assign two staff members
to the administration of City Council meetings and support from the Information Technology
Department was not required. To administer public meetings with the hybrid commenting
feature, it would be necessary to assign an additional resource from the City Clerk's Office and a
dedicated Information Technology staff person to attend all public meetings. Staff plan to only
offer the hybrid commenting feature at City Council meetings initially and will request additional
resources as part of the fiscal year 2022-23 budget to accommodate expanding the virtual
commenting option to all of the city's boards and commissions.
Fiscal Impact
Funding for the costs associated with procuring and installing the hardware and software to
facilitate virtual and in-person commenting at public meetings is available in the fund balance of
the city's Local Cable Infrastructure Fund.
Policy & Leadership
1200 Carlsbad Village Drive I Carlsbad, CA 92008 I 760-434-2917 t
Council Memo -City Council Meeting Public Participation (Districts -All)
Dec.9,2021
Page 2
Staff anticipates requesting resources through the fiscal year 2022-23 budget process for the City
Clerk and Information Technology Departments to support the expansion of the hybrid
commenting feature to all public meetings.
Next Steps
Staff will offer hybrid public commenting opportunities at City Council meetings as soon as the
platform has been installed in the City Council Chamber.
cc: Geoff Patnoe, Assistant City Manager
Celia Brewer, City Attorney
Maria Callander, Information Technology Director
Kristina Ray, Communication & Engagement Director
Faviola Medina, City Clerk Services Manager