HomeMy WebLinkAbout01/16/2001, C6 - RESOLUTION APPROVING THE GOVERNMENT ACCESS CHANNEL PROGRAM POLICY STATEMENT AND OPERATING GUIDELINES FOR THE GOVERNMENT ACCESS CHANNELcouncil °1 -16 -01
j acEnoA Report '� C6
C I T Y OF S A N L U I S O B I S P O
FROM: Lee Price, City Cler
SUBJECT: RESOLUTION APPROVING THE GOVERNMENT ACCESS
CHANNEL PROGRAM POLICY STATEMENT AND OPERATING
GUIDELINES FOR THE GOVERNMENT ACCESS CHANNEL
CAO RECOMMENDATIONS:
Adopt a Resolution approving the Government Access Channel Program Policy Statement and
Operating Guidelines for the Government Access Channel.
DISCUSSION
Background:
The current cable franchise agreement provides for the provision of at least one channel for
public, education and government access. In 1997, the Council approved a proposed plan for
government access that includes the cablecast of Council meetings and directed staff to return with
a policy regarding the cablecasting of limited commission meetings, City production of
informational videos and the use of the City's cablecast capability by outside organizations.
Eauiument Design and Installation:
A stipulation in the 1995 cable franchise agreement with Sonic Cable Television provided the
City with the capability to broadcast live public meetings from the Council Chamber at no cost to
the City for the needed equipment and infrastructure. Approximately two years ago, City staff
began working with Sonic to explore how best to fulfill this requirement. Due to the pending
transfer of the cable franchise from Sonic to Charter Communications in May of 1998, the parties
agreed that the City would take control of the project. Sonic, in turn, agreed to provide the City
with a fixed sum of money totaling $100,000. As part of the transfer agreement, Charter paid the
City an additional $20,000 which could also be used for equipment needed.
In order to provide a concise specification for the upcoming Request for Proposals for the work,
the City retained the services of The Buske Group for design and project management services.
In September of 1998, The Buske Group completed a site visit to gather information necessary to
draft a system design for installation of an integrated control center for cameras, microphones
and multi-media components. In November, the Council held a special study session to receive
an update and to provide input to staff and the consultants. Design, bidding and installation of
the Phase I of the cablecast system was completed in February 2000 by The Waterford Group. In
May of 2000, the Council approved a mid -year budget request for Phase II, which includes audio
and visual presentation equipment upgrades in the Chamber. The Waterford Group has
completed the equipment specification and system design. Construction is underway and will be
completed by the end of January 2001.
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Council Agenda Report - Resolution Approving
Government Access Channel Policy Statement and Guidelines
Page 2
erations:
In October, an RFP was issued for operations and the contract was awarded to KCBX/SLONET.
Once Phase II has been completed, cablecasting of City Council and Planning Commissions may
begin. Before implementing the City's government access channel, staff felt it was prudent to
develop a "mission statement" and operating guidelines. The City's Community Relations Team
developed the attached recommended Policy Statement (See Exhibit A of Attachment #1).
Operating guidelines (See Exhibit B of Attachment #1) have also been drafted to provide clear
guidance for the contract operator and channel operations, under the direction of the City Clerk.
Conclusion:
Once Phase II has been completed, the operator will receive formal training provided for in the
contract with The Waterford Group. Staff will also coordinate a workshop to prepare the City
Council, the Planning Commission and certain City staff for going "live ". It is anticipated that
video- taping of Council and Commission meetings can begin in February or March. Assuming all
goes well, live transmission to cable subscribers can begin in April.
FISCAL IMPACT
There are no direct fiscal impacts related to the approval of the Policy Statement and Operating
Guidelines, however there are costs associated with operations. The current annual budget for
operations is $30,000 and the contract has been executed with KCBX/SLONET. Costs for City
produced programming beyond the initial scope of cablecasting City Council and Planning
Commission meetings for a twelve -month period are not yet known. The Council is likely to see
budget requests relating to additional video production and programming services during the
development of the City's Financial Plan for 2001 -03.
ALTERNATIVES
It is in the City's best interest to adopt a Policy Statement and Operating Guidelines to insure
proper implementation of the government access channel. Council has the discretion to suggest
and make revisions to either draft document as deemed appropriate if you so choose.
ATTACHMENTS - #1: Resolution, with Exhibits A & B
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ATTACHMENT #1
RESOLUTION NO. (2001Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
APPROVING THE GOVERNMENT ACCESS CHANNEL PROGRAM
POLICY STATEMENT AND OPERATING GUIDELINES
FOR THE GOVERNMENT ACCESS CHANNEL
WHEREAS, the Council adopted Ordinance No. 1238 in 1995 granting a cable franchise
which provides for the provision of at least one channel for public, education and government
access; and
WHEREAS, in 1997 the Council approved a proposed plan for government access that
includes the cablecast of Council meetings and directed staff to return with a policy regarding the
cablecasting of limited commission meetings, City production of informational videos and the use
of the City's cablecast capability by outside organizations; and
WHEREAS, the City of San Luis Obispo intends to begin using the government access
channel in early 2001; and
WHEREAS, a government access channel program statement has been developed by
Community Relations Team to define clearly the purpose of the City's government access channel;
and
WHEREAS, operating guidelines have been prepared in advance of channel
implementation in an effort to provide policies and procedures for operating the City's government
access channel.
BE IT RESOLVED by the Council of the City of San Luis Obispo as follows:
SECTION 1. The Government Access Channel Policy Statement (Exhibit A)
is hereby approved, a copy of which is attached hereto and made part of this resolution.
SECTION 2. Government Access Channel Operating Guidelines (Exhibit B) are hereby
approved, a copy of which is attached hereto and made part of this resolution.
SECTION 3. The City Administrative Officer, or designee, is directed to operate the
government access channel in accordance with said Policy Statement and the Operating
Guidelines.
Upon motion of , seconded by
and on the following roll call vote:
AYES:
NOES:
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Resolution No. (2001 Series)
Page 2
ABSENT:
the foregoing resolution was adopted this 16th day of January, 2001.
Mayor Allen Settle
ATTEST:
Lee Price, City Clerk
APPROVED AS TO FORM:
*f�G en ity Attorney
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EXHIBIT A
coveiznment access channel
puoGuam policy statement
mission statement
The goal of municipal programming shall be to provide information to all citizens of the
City of San Luis Obispo concerning community issues, policies, activities and services to
create greater awareness of local government and the local decision - making process.
OBJ ectives
1. To make public proceedings and events more accessible to San Luis Obispo residents
by providing live, gavel to gavel coverage of City Council and other local government
meetings, as opportunities and resources permit.
2. For the convenience of the community, videotape meetings for subsequent replay to
insure additional opportunities for viewing.
3. To increase community awareness of City services.
4. To provide more extensive information on key City issues and activities.
5. To promote City sponsored or City co- sponsored special events.
6. To produce and maintain a municipal calendar which shall run at all times, except for
when other City programming is scheduled.
7. To act as a source of information during local emergencies.
8. To offer presentation alternatives to the departments and divisions of the City of San
Luis Obispo.
9. To improve City services by enhancing and/or standardizing training of City
employees through the production of video training tapes.
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EXHIBIT B
coveanment access channel
opeRatinq Guidelines
Channel Management
The City of San Luis Obispo manages the government access channel and decides which
programs will be cablecast on the channel. The City Administrative Officer (hereafter "CAO "),
is responsible for the daily management and programming of the channel.
Programs produced by the City of SLO will provide specific information about City services,
operations and decision making and shall be consistent with the mission statement and objectives
outlined in the policy statement.
The City's government access channel shall provide direct, non - editorial information to the
citizens of SLO concerning their city government. The government access channel is not
intended to be a political forum, nor a mechanism for building support for a particular policy,
program or issue.
Program Content
1) All programming shall be consistent with the City's Government Access Policy
Statement (hereafter "Policy Statement ").
2) Programming on the government access channel shall be non - commercial and shall meet
all applicable Federal, State and local laws.
3) Eligible programming includes coverage of public meetings, promotion of City and City-
sponsored events and services, emergency information, election information
programming, public safety information, public service announcements and programming
produced by outside sources that is consistent with the Policy Statement and these
guidelines.
4) Any City department may suggest or assist in the production of programming for the
channel, as resources permit. All programming must be consistent with the Policy
Statement and is subject to the approval of the CAO. Departments should budget for
costs associated with video production. Any programming prepared or provided by a
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Government Access Channei Operations Guidelines
Page 2
City department, agency or contract producer may be modified or edited as appropriate
for cablecasting.
5) Local political candidate debates may be cablecast provided that the debate is facilitated
by an outside, non - partisan and impartial group or organization (League of Women
Voters, for example). Debates must be approved in advance of the event by the CAO in
accordance with provisions set forth in the Council Policies and Procedures as it relates to
use of the Council Chamber.
6) Outside programming consistent with the Policy Statement may be cablecast on the
channel. Outside programming must be acquired or sponsored by a City department or
agency. All outside programming is subject to approval by the CAO. Outside
programming shall not preempt any local programming.
7) Public Service Announcements (PSAs) will be solicited and produced for the channel.
PSA topics shall be consistent with the Policy Statement and must be in a format
acceptable as defined by the CAO.
8) Promotional announcements for events sponsored by a City department or agency are
acceptable for cablecast.
9) Information for the community calendar shall be consistent with the Policy Statement and
submitted through a City department or agency in accordance with guidelines established
by the CAO.
10) Press conferences held for the purpose of providing information to the public but not for
advocating a political position may be cablecast.
11) City sponsored events that have a cost and are open to the general public may be
promoted on the channel.
Content Restrictions
1) No obscene, indecent, libelous, slanderous, or illegal material are allowed on the channel.
2) No corporate or commercial logos are allowed on the channel. The names of sponsors of
a video program or City event may only be shown in the end credits of a program.
3) Programming will contain nothing which is subject to copyright, except where the
applicant demonstrates compliance with applicable laws.
4) Except as provided below, programs should contain no commercial matter. "Commercial
matter" includes: (a) any advertising material designed to promote the sale of any
products or services, including advertising by or on behalf of candidates for public office
or relating to ballot measures; (b) any audio or visual reference to any business
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Government Access Channe, Operations Guidelines
Page 3
enterprises, service, or products for which any economic consideration was received by
anyone in exchange for the display, announcement and/or reference to such business,
enterprise, product or service; or (c) any material used or designed for use to solicit funds,
support directly or indirectly any business or enterprise for commercial purposes, or for
any political party, candidate for office or ballot measure.
5) Programs will not contain advertisement of or information concerning any lottery, gift
enterprise, or similar scheme offering prizes drawn or awarded by means of any such
lottery, gift enterprise or scheme.
6) Programming shall be removed from the channel if it contains untimely or incorrect
information; and/or it does not meet technical standards requiring a clear audio and video
signal.
7) The channel will not be used for the promotion of any elected official, candidate or ballot
measure. Specific advertising messages on behalf or opposing any political candidate or
measure will not be permitted. The channel is exempt from providing equal opportunities
to a candidate for time incumbents spend on the channel when performing the routine
duties of their position, including participation at regular and special sessions of the City
Council, other public meetings and bonafide news events.
8) Requests for access to the government access channel for the purpose of advocating a
personal viewpoint shall be denied.
Programming Priorities
Programming priorities for the channel are listed below. The CAO may make exceptions to
these priorities on a case -by -case basis.
1) Emergency programming involving public safety or health.
2) Programming of or about meetings of City policy - making bodies.
3) Programming of City departments and their services.
4) Programming of state, federal and/or City boards, commissions and authorities and/or
agencies that are publicly funded.
5) Programming produced by outside sources that is relevant to local government, which
otherwise meets the Policy Statement and these guidelines.
Programming Policies
1) Program Ownership. All programming produced by the City, its officers and agents, is
property of the City. Programs produced by contract agents of the City become the property
of the City and will not be sold or commercially distributed without the written permission of
the City.
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Government Access Channel Operations Guidelines
Page 4
2) Use of Equipment. Use of the City-owned video production equipment and facilities will be
limited to the City's contract operator and/or City who have been adequately trained. City-
owned equipment will not be used for personal use nor will it be rented or loaned to any
firms, organizations, or agencies.
3) Editing. Official public meetings shall not be edited or be subject to editorial comment. Any
programming prepared, originated or provided by a City Department may be modified or
edited as appropriate by the CAO. Text generated messages may be edited to provide clarity
and to maximize use of the character generator. Should human or mechanical error result in
the cablecast of incorrect information over the channel, the City and any operations
contractor shall not be liable for the inaccuracy of transmitted information.
4) Channel Operating Hours. The channel shall be available to operate 24 -hours per day, seven
days per week if appropriate and as resources permit.
5) Scheduling. Scheduling shall be the responsibility of the CAO, and shall be consistent with
the orderly development of diversified programming. Emergency messages affecting the
health, safety and general welfare of City residents shall receive highest priority at all times
over regularly scheduled programs. Scheduling or programming conflicts will be resolved by
the CAO.
6) Program Playback Log. The operator shall keep and maintain a daily log of all programming
cablecast on the channel for each playback day. Log information shall include program title,
airtime, length of program or other information as deemed appropriate. Retention of the log
shall be defined in the City's record retention schedule.
7) Back -up Tapes. The operator shall, whenever possible, make a duplicate tape at the time of
the original recording as a back -up.
8) Retention of Tapes. Videotapes shall not be considered an official record of public meetings.
Tapes are the property of the City of San Luis Obispo. Tapes shall be retained according to
the City's record retention schedule and/or State law. At the end of the scheduled retention
time, all tapes will be erased and re -used.
9) Tape Duplication. Requests for copies of tapes must be made in writing pursuant to the
Public Records Act and are subject to a charge of $10.00 per tape.
10) Programming Acquisition and Exchange. Cooperative arrangements and agreements with
local educational programmers, broadcasters, cable companies and other production groups
may be established for efficient operations and communications.
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Government Access Channel Operations Guidelines
Page 5
City Council and Planning Commission Meeting Coverage
1) Regular City Council meetings will be cablecast gavel -to- gavel, excluding closed
sessions. Special meetings will be cablecast gavel -to- gavel, whenever possible.
2) Regular Planning Commission meetings will be cablecast gavel -to- gavel. Special
meetings will be cablecast gavel -to- gavel, whenever possible.
3) Public meeting coverage will not be edited or subject to editorial comment. Editing of
technical difficulties is permitted.
4) Coverage will be focused on the officially recognized speaker or on any visual
information that may be displayed as part of a presentation.
5) There shall be no reaction shots.
6) A City- operated character generated message may indicate the name of the officially
recognized speaker, identification of the matter(s) being considered by the
Council/Commission, and the date of the discussion.
7) Public meetings taped for cablecast will be re- cablecast at least once, if possible.
8) Meetings not held in the Council Chamber require special equipment and additional
staffing and may be videotaped for later cablecast with the prior approval of the CAD, as
resources permit.
9) The Minutes shall remain the official record of the proceedings.
City Advisory Bodies, Task Forces and other Public Hearings
Coverage will be as resources permit and will generally conform to all of the provisions of live
cablecasting of City Council meetings. Coverage may be live, videotaped and aired at a later
time. Coverage will be replayed if airtime is available.
Public Meetings of Other Government Entities
Public meetings held in the Council Chamber by other government entities may be cablecast live
or videotaped and aired at a later date if approved in advance of the event by the CAO. Said
approval shall conform to the provisions set forth in the Council Policies & Procedures as it
relates to the use of the Council Chamber. The City maintains the right to request compensation
for costs incurred by the City for coverage of meetings held by other governmental entities.
Coverage will be replayed if airtime is available.
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Government Access Channel Operations Guidelines
Page 6
Use During Emergencies
Government use of the channel during emergencies and disasters declared by the Mayor of the
City of San Luis Obispo, , has absolute priority over other programming. During such
emergencies or disasters, the channel shall be permitted to accept live, taped, charger- generated
and audio information from other governmental or non - governmental entities when such
announcements are deemed to provide important public information pertaining to the emergency
or disaster or other conditions requiring protection of the public health, safety and welfare.
Technical Standards
All programs submitted or produced for cablecast must meet the following technical standards:
1) Tape format must be % inch videocassette, or other format as specified by the operator.
2) Video and audio quality must be acceptable for cablecast transmission, as determined by the
operator. Audio must be audible with minimal noise when amplified.
3) Program must be no more than a third generation dub with a minimum of color smearing.
Tapes with excessive "drop- outs" or other technical problems will not be accepted.
4) Tapes submitted for cablecast or produced by the City shall be clearly labeled with the
following information:
a) Title of program
b) Name of producer
c) Total running time (TRT) in minutes; seconds from fade -up to fade -out.
d) Audio channel designation (if applicable)
e) Number of segments on each tape (if applicable)
f) Generation of dub if not cablecast master
g) Multiple tapes fora single program shall be clearly labeled (ex: Title, Tape # 1 of 3,
Tape #2 of 3, etc.)
5) All tapes (with the exception of public meeting coverage) must begin with a title slate and
time with no less than 10 seconds of color bars followed by a 10- second countdown and 2
seconds of studio black.
6) Tapes should have no less than 15 seconds of black at the end.
7) All tapes must have consistent control track.
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