#06 Televising Study SessionsCITY MANAGER’S OFFICE MEMORANDUM
August 13, 2009
TO: City Council
FROM:Rebecca Smith, Management Assistant
SUBJECT: Discussion and direction to staff on televising City Council study sessions
on JATV
Request
Councilmember Rashkin inquired whether the upcoming August 27 study session could
be televised by JATV. The Administration asked staff to prepare a memo outlining the
feasibility of broadcasting the sessions for review and discussion by the Council.
Recommendation
Library and JATV staff recommend JATV begin televising live study sessions in the
Chambers with the Council sitting at the dais.
City Manager recommendation
The City Manager does not have a recommendation on this issue.
Background
The City Council holds approximately six to eight study sessions a year. The purpose of
these sessions is for the Council to examine a topic in more depth in an informal
environment. Sessions usually begin with a presentation by staff followed by Council
discussion and inquiries. Examples of past study session topics include the budget, the
revaluation process, the wastewater treatment plant expansion or the upcoming session
regarding the Tallman House. While these sessions are official public meetings, the
Council may not take any formal action; rather, the Council may provide feedback or
give direction to the Administration through consensus. These meetings are typically
held in the less formal environment of Municipal Building Room 416 and the media
usually attend. Citizens may attend these sessions, but there is no scheduled time for
public comments. Historically, JATV staff has not attended these sessions and they
were not broadcast for the public; however, JATV has broadcast one study session in
March regarding stimulus funding opportunities.
JATV was established in 1997 and is the City’s cable broadcast public access channel.
JATV has a full-time production coordinator and previously a station manager. With the
recent passing of the manager, two temporary part-time individuals are currently
employed to assist with daily operations, taping community events, and editing videos to
produce programming for JATV. Library and JATV are working on a long-term approach
to the staffing of JATV. The plan will likely include having the salaried production
manager become the station director and hiring two regular, part-time hourly
employees. The purpose of not hiring a second full time employee would be to provide
flexibility for covering more community events, while also reducing salary and benefit
costs. The 2009 JATV budget is $217,932 ($148,932 Operating, $69,000 Capital). In
2005, the Council Chambers was updated with new equipment to allow JATV to
broadcast council meetings live for cable subscribers. To broadcast a meeting from the
Chambers, a minimum of one JATV staff person is needed to administer the equipment.
Feasibility of JATV Broadcasting Study Sessions
JATV is willing to broadcast live the study sessions. JATV would have a minimum of
one staff member present for each session and would also re-broadcast each session
at a future time. JATV would begin receiving a copy of the session agenda so that they
may prepare the introductory graphics that accompany the live broadcast.
To ensure a quality program and that everyone can be heard, JATV strongly
recommends all sessions be held in the Council Chambers with the Council sitting at
the dais. Staff could present from the dais or from one of the room lecterns. This
arrangement allows JATV to use the same set-up as they do for Council meetings with
little time required to arrange the room. If the Council chose to hold their sessions in a
different location, such as another facility or Municipal Building Room 416, the session
could not be broadcast live. Instead, the session could be taped for broadcast at a later
time; however, the sound and lighting quality would diminish. A different location also
requires JATV to find volunteers to assist with taping the meeting due to the number of
cameras necessary to capture the session.
To ensure a JATV staff person is available to broadcast the meeting, JATV asks the
Administration check with them prior to scheduling a session. JATV does not anticipate
scheduling problems and will be flexible to accommodate the Council and
Administration’s desired meeting dates.
Because there is funding available for the production manager and the two part-time
employees, no additional funds will be needed for staff time. However, taking staff time
to prepare for and broadcast these sessions will remove time from other priorities and
would reduce the number of hours the part-time employees would have for other
community events.
Analysis
Broadcasting study sessions live on JATV provides a higher level of service to cable
subscribers and furthers the transparency of the City’s operations. Historically, the
Administration has worked to cultivate an informal atmosphere for study sessions by
holding them in a less formal location, such as Room 416. With the need to hold the
sessions at the Chambers dais for a quality production, the informal environment may
be lost.
Pros & Cons for broadcasting Council study sessions live on JATV
Pros
1. Provides a higher level of service to cable subscribers
2. Provides another opportunity for the City to utilize the high quality broadcasting
system in the Chambers
Cons
1. Takes time away from other JATV priorities
2. The Council may lose the informal atmosphere by holding the sessions at the
Chambers dais
CC: Eric Levitt, City Manager
Jacob J. Winzenz, Assistant City Manager/Director of Administrative Services
Bryan McCormick, Library Director; Duane Brewer, Production Manager