CC - Item 4A - Recording Procedure of Meeting and Maintenance of the Official RecordROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: JEFF ALLRED, CITY MANAGER ZA'
DATE: JUNE 25, 2013
SUBJECT: RECORDING PROCEDURE OF MEETINGS AND MAINTENANCE OF
THE OFFICIAL RECORD
SUMMARY
On December 16, 2008, the City Council approved the recording of City Council,
Community Development Commission (now the Oversight Board), Planning
Commission, and Traffic Commission meetings utilizing the Granicus system, as well
as, audio tapes. At the same meeting it was approved by Council that both these
methods be regarded as the City's official record in the event of a public records
request.
Recently, staff has run into problems trying to purchase audio tapes because they are
becoming obsolete and the tapes that are found are becoming increasingly expensive.
Staff has been researching new innovating methods to record these meetings in a cost
effective manner and still provide uninterrupted services to the public. It has been
determined that the Granicus system should still be utilized for the City's official record
and a digital recorder should replace the audio tape recordings as a backup system in
the event the Granicus system does not record a meeting.
Staff Recommendation:
Staff recommends that the City Council continue to utilize the Granicus system for the
City's official record and approve the use of a digital recorder as a backup system to the
City Council, Oversight Board, Planning Commission and Traffic Commission meetings.
ANALYSIS
In addition to the cost savings in moving to a digital recorder, staff will also have the
ability to upload the audio to the City's website and give the public an additional method
to listen or upload meetings (for example on a MP3 player or a computer flash drive).
Also, to continue providing the highest customer service to the public when requesting a
public records request, the City will still have the ability to provide DVD's to the public at
a cost of $5 and used audio tapes will be kept and recycled by the City Clerk's office in
the event a member from the public wishes to request a meeting recording on audio
tape.
ITEM NUMBER:
City Council Meeting
June 25, 2013
Page 2 of 2
FINANCIAL REVIEW
The digital system cost is between $150 - $300 depending on the quality of the product.
This cost equals the total cost of tapes purchased by the City in a year's time.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
Submitted by:
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GLORIA MOLLEDA
CITY CLERK