(7)AR 010411 Council Meetings Web Streaming

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STAFF REPORT ITEM NO. 07 DATE: JANUARY 4, 2011 TO: HONORABLE MAYOR ANDTY C CI FROM: ROD FOSTER, CITY MANAGER �.y PREPARED BY: BONNIE J. JOHNSON, MANAGEMENT SERVICES DIRECTOR/..'// SUBJECT: WEB STREAMING AND ARCHIVING OF CITY COUNUIL MEETINGS RECOMMENDED ACTION It is recommended that the City Council consider the options presented and provide direction to staff on how to proceed. GOAL STATEMENT The proposed action will support the City's goal of providing multiple avenues for public access to City meetings and information. BACKGROUND On June 8, 2010 the City Council adopted the 2010-11 budget. As part of that budget, live video streaming of City Council meetings to the internet as well as subsequent archiving of past meetings was eliminated. As a result, these services have not been provided since June 2010. However, it should be noted that DVD copies of the City Council meetings are kept at the main library branch and available for check out. ISSUES/ANALYSIS Stair has researched options for reinstating live web streaming, as well as archiving of City Council meetings. The two options are as follows: 1. Enter into a contract for web streaming and archiving of City Council meetings for $600 per month; approximately a 40% savings over the prior contract. This option would restore the exact service the City provided prior to budget cuts. This expense would be an ongoing monthly expenditure funded by the Information Services division of the Management Services Department, which is approximately 63% General Fund funded. 2. Purchase a piece of software for a one-time cost of approximately $750 to $1,000 that would facilitate archiving on the City's website. Ongoing staff time would be needed as the process of archiving in a manner that facilitates public access, viewing and downloading in an efficient manner will require staff to break up the meetings into segments to make file size manageable. However, this option would not provide streaming to the internet. Staff anticipates that either of the above options could be implemented within two or three weeks of approval.