HomeMy WebLinkAboutCandidate ForumsCity Manager 1 •
Final City Manager Approval
Name
Date Approved
City Administration
_Approver
I Michael Codron
September 2, 2014
August 25, 2014
FROM: Anthony Mejia, City Clerk
SUBJECT: USE OF THE COUNCIL CHAMBERS TO CONDUCT AND
BROADCAST NON - PARTISAN CANDIDATE FORUM
RECOMMENDATION
1. Consistent with City policy, the City Manager approves of the use of the Council
Chamber by the League of Women Voters to conduct and broadcast a non - partisan
Candidate Forum in the month of September for the November 2014 election.
2. Directed staff to replay the Candidate forum through Election Day, November 0
3. Waive the fee for the rental of the facility and covering the cost of the KCBX staff to
broadcast and schedule the rebroadcast of the event.
DISCUSSION
Policy Guidance
Council Policies and Procedures and the Government Access Channel Operations Guidelines
(Attachments 1 and 2), states that the City may provide the Council Chamber and cable
television capabilities for non - partisan city -wide candidate forums to educate the community and
promote representative governance. Council Policies and Procedures, Section 1.1.5 authorizes
the City Manager to give permission to any group who requests to use the Council Chamber for
the use of holding a candidate forum.
Most Recent Forum
In 2010 and 2013 the City hosted, and the League of Women Voters (LOW) sponsored, a
candidate forum in the Chamber. The sponsoring organization was responsible for the format
and the content. The City was responsible for extending invitations to the candidates and
providing promotion of the forum to the public.
Candidate Forum for 2014 Election
It is staff s recommendation to work in collaboration with the LOWV to proactively facilitate a
forum during the month of September. The City Clerk will have the lead and will be responsible
for making this nonpartisan event happen and be open to all candidates.
2014 CITY HOSTED CANDIDATE FORUM W /LEAGUE OF WOMEN VOTERS Pane 2
IWK10 0a101ZT0i
The current contract with KCBX allows for additional special meetings /events. The cost to
broadcast a candidate forum would be approximately $360 which can be absorbed in the existing
budget for contract services. Staff recommends waiving the fee for the rental of the facility and
covering the cost of the KCBX staff to broadcast and schedule the rebroadcast of the event.
ATTACHMENTS
1. Council Policy and Procedure Section 1. 1.5
2. Government Access Channel Operating Guidelines
TACity Manager ReportACity Clerk\2014 \Candidate Forum \Candidate Forum for November 2014 Election.docx
COUNCIL POLICIES AND PROCEDURES
CHAPTER ONE
MEETING GUIDELINES & PROCEDURES
1.1.5 USE OF COUNCIL CHAMBER
1.1.5.1 The City Manager, or designee, is responsible for maintaining a calendar
on the use of the Council Chamber and all requests for reservations shall
be cleared through the administrative office.
1.1.5.2 When a question arises regarding permission for any group to use the
facility, the City Manager shall have authority to make the final
decision. The following rules are established as a guide:
a. Use of the Council Chamber by City commissions, committees, and
other advisory bodies shall take precedence over any other group or
agency.
b. Favorable consideration shall be given to other governmental agencies
and non -profit groups during regular business hours only, unless
otherwise approved by the City Manager (see exception noted in
Section 1.1.5.2.c). These groups will be charged for the use of the
Council Chamber at the same rate charged governmental agencies and
non -profit groups for use of the Community Room at the City /County
Library. No events of a commercial nature shall be allowed. The
Council Chamber will not be available for use by any non -City
organizations during non - business hours, unless otherwise approved
by the City Manager (see exception noted in Section 1.1.5.2.c).
c. With the approval of the City Manager, other local governmental
agencies may use the Council Chamber for the purpose of live or
video cablecasting public hearings and/or public meetings during
regular or non - business hours. The fee charged shall be the same rate
charged governmental agencies for use of the Community Room at
the City /County Library, in addition to the cost for services provided
by the City for cablecasting operations.
d. No admission shall be charged. No events featuring the service of
food or drink shall be allowed.
e. Regularly scheduled meetings by other agencies and groups shall be
discouraged.
f. Meetings being held to advocate the election or re- election of a
particular candidate for political office shall not be allowed.
However, the Council Chamber may be used for a Candidate and/or
City Ballot Measure Forum where the public and all candidates
and/or proponents /opponents to a City ballot measure or candidates
for a particular public office have been invited. Any candidate/
ballot measure forums to be held in the Council Chamber shall not
include City staff services.
coveRnment access channel
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Channel Manaeement
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.
Prop-ram 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
Government Access Channel 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
Government Access Channel 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.
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 DVDs. The operator shall, whenever possible, make a duplicate DVD at the time of
the original recording as a back -up.
8) Retention of DVDs. DVDs shall not be considered an official record of public meetings.
DVDs are the property of the City of San Luis Obispo. DVDs shall be retained according to
the City's record retention schedule and/or State law. At the end of the scheduled retention
time, all DVDs will be destroyed.
9) Duplication of DVDs. Requests for copies of DVDs must be made in writing pursuant to the
Public Records Act and are subject to a charge of $25.00 per DVD.
10) Proggamming 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.
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 recorded 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 CAO, 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, recorded 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 recorded 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.
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) DVD format or mpeg2 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) DVDs 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) Number of segments (if applicable)
e) Multiple DVDs for a single program shall be clearly labeled (ex: Title, DVD # 1 of 3,
DVD #2 of 3, etc.)
4) All DVDs (with the exception of public meeting coverage) must begin with a title slate.
5) DVDs should have no less than 15 seconds of black at the end.
Mejia, Anthony
From:
Mejia, Anthony
Sent:
Monday, August 25,2014 1:52 PM
To:
Mejia, Anthony
Cc:
Kremke, Kate
Subject:
2014 Mayoral and Council Candidate Forum
Reminder that the 2014 Mayoral and Council Candidate Forum sponsored by the League of Women Voters is
scheduled for September 25, 2014 at 5:30 -7:30 p.m. in the Council Chambers at City Hall. Representatives
from the LWV want to meet with candidates at 5:00 p.m., so please show up a little early.
Please RSVP by resaondina to this email.
Thank you.
Bcc: 2014 Mayoral and Council Candidates
Anthony Mejia
City Clerk
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City Administration
City Clerk's Office
990 Palm Street, San Luis Obispo, CA 93401 -3249
E amejia @slocity.org
T 805.781.7102
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Mejia, Anthon
From: Mejia, Anthony
Sent: Monday, September 22, 201412:37 PM
To: Mejia, Anthony
Cc: Goodwin, Heather; Sims, Shannon; Kremke, Kate
Subject: Candidates Forum - Thursday, Sept. 25, 2014
Candidates:
The League of Women Voter's wants to share the following information regarding Thursday night's Candidate
Forum.
Candidates will make opening and closing statements (1 minute each).
Candidates will answer questions read aloud by the moderator.
• The questions come from audience members through cards the LWV hands out, collects, and
sorts.
• The order of answering is rotated, so it is in different order each question.
Candidates should arrive 30 minutes before the forum (so 5:00 p.m.), so the moderator can assign seating and
give further instructions, if needed.
Candidates may bring materials for voters, there will be a table available for such materials.
Anthony Mejia
City Clerk
-0A d
City Administration
City Clerk's Office
990 Palm Street, San Luis Obispo, CA 93401 -3249
E amejia @slocity.org
T 805.781.7102
Mejia, Anthony
From:
Mejia, Anthony
Sent:
Wednesday, May 21, 20141:37 PM
To:
'Brett Cross'
Subject:
RE: City Council Candidates Forum
Ms. Cross,
Thank you for contacting me regarding the hosting of a candidate forum in the Council Chambers. We have
already scheduled a candidates forum that will be hosted by the League of Women Voters on September 25,
2014 at 5:30 p.m. Please let me know if you have any questions or need more information and I'd be happy to
discuss with you.
Sincerely,
Anthony J. Mejia I City Clerk
CILV Of S\I) WIS OBISPO
990 Palrn Street
San Luis Obispo, CA 93401
tel 805.781.7102
From: Brett Cross fmailto :brettcrosscriyahoo.com]
Sent: Wednesday, May 21, 2014 12:14 PM
To: Mejia, Anthony
Subject: City Council Candidates Forum
Dear Sir:
Residents for Quality Neighborhoods, which was established in 1990, holds a
candidates forum for those running for San Luis Obispo Mayor and
Council. Traditionally the Candidates Forum has been held in conjunction with RQN's
annual dinner. However this year due to a change in the venue's policies the
Candidates Forum will have to be held separately.
There was discussion during our last board meeting to inquire about holding the
Candidates Forum in the Council Chambers which would then allow the event to be
televised on Channel 20.
What policies and procedures are necessary to facilitate this type of event ?.
Sincerely,
Brett Cross
Residents for Quality Neighborhoods, Treasurer /Candidates Forum Time Keeper.