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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 01/11/2022 - REMOTE WORK SESSIONS - 6 MONTH FOLLOW UPDATE: STAFF: January 11, 2022 Ginny Sawyer, Policy and Project Manager WORK SESSION ITEM City Council SUBJECT FOR DISCUSSION Remote Work Sessions - 6 month Follow up. EXECUTIVE SUMMARY The purpose of this item is to revisit remote work sessions and discuss any desired changes going forward. GENERAL DIRECTION SOUGHT AND SPECIFIC QUESTIONS TO BE ANSWERED 1. How have the past 6-months of hybrid option work sessions worked for Council? 2. Which, if any, recommended potential changes does Council support going forward? BACKGROUND / DISCUSSION Since March 2020, the City has been adapting to accommodate varying degrees of COVID -19 health emergencies, mandates, and recommendations. One of the most consistent shifts has been the utilization of remote meeting tools. In July 2021, Council adopted Resolution 2021-074 (Attachment 1) addressing the on-going format of Council work sessions to set a consistent exp ectation for the public and staff process. The adopted resolution states an intent for work sessions to be in person and allowing Councilmembers to participate remotely. Since adoption, most Councilmembers have participated remotely in work sessions. Staff has compiled tasks required for all in-person, all-remote, and hybrid meetings. In reviewing this information, hybrid with in-person default is the most resource intensive. Options going forward could include: • Keep as is - no change • Remain hybrid but change the default to being remote o Councilmembers can still participate from City Hall (either from their computers or with full set-up) o This removes need for security, janitorial and other staff In Person Hybrid - In Person Default Remote CMO Admin Food and all set-up. Approximately 3- hours staff time. Same as in person with occasional last-minute changes. Day-of changes are most difficult: change in posting, cancelling food and security. If not posted as fully remote, early security must stay in City Hall regardless. No additional time needed. Saves Wednesday morning cleaning fee. Police Services Security for the meeting. This is one uniformed officer for the entire meeting. Same as in-person. No staff required. Facilities Set and control facility access and room temperature. Check and fill sanitizing Same as in-person. No additional January 11, 2022 Page 2 supplies. work required. FCTV Full room set-up. Connect to Zoom on laptop in CIC and in control room and test. Estimated time-2.5 hours. Usually 2 people. Room set-up. Details on number of set-up can be last minute. Connect to Zoom on both laptops and test. Estimated time-2 hours. Could be 1 or 2 people. No chamber/ CIC set up needed. Set up and configure Zoom on laptop and PC in control room, switch audio to all remote. Estimated time- 1 hour. One person. Clerk's Office Estimated time- 2.5 hours. Usually 2 people. Estimated time- 2 hours. Could be one or two people. Same preparations but no room set up. It is also worth noting that when multiple councilmem bers are present in City Hall in the same room and multiple are online, the experience for the viewer watching on FCTV may vary in terms of camera framing, closeness, and general framing based on if a councilmember is in -person or remote. When Council is all-remote or all in-person, there is consistency in how the camera displays individual councilmembers. ATTACHMENTS 1. Agenda Item Summary, July 6, 2021 (PDF) 2. Resolution 2021-074 (PDF) 3. Powerpoint Presentation (PDF) Agenda Item 19 Item # 19 Page 1 AGENDA ITEM SUMMARY July 6, 2021 City Council STAFF Honore Depew, Interim Policy and Project Manager Carrie M. Daggett, Legal SUBJECT Resolution 2021-074 Expressing Council's Intent and Direction Regarding Remote Work Sessions. EXECUTIVE SUMMARY The purpose of this item is to adopt a Resolution expressing Council’s intent and direction regarding remote work sessions. This Resolution sets a consistent expectation for the format of Council work sessions; Alternative 1 makes remote participation the default format while Alternative 2 makes in-person participation the default. STAFF RECOMMENDATION Staff recommends adoption of the Resolution. BACKGROUND / DISCUSSION Since the COVID-19 local emergency was declared in March 2020, Council has conducted many remote meetings. During that time, Councilmembers and staff have developed aptitude and comfort with remote technology. Having Council declare its preference for a default format will provide consistency and manage expectations for participants and the public, allowing the City Manager to plan and arrange for future work sessions. The City Manager, Mayor, and Mayor Pro Tem prepare the logistics of each Council meeting and can recommend an exception to the default format for any given work session. The City Attorney’s Office has prepared a resolution for Council consideration that includes two alternatives for discussion. Alternative 1 makes remote participation the default format while Alternative 2 makes in -person participation the default. Individual Councilmembers may choose to participate in any work session using remote technology by making a request for remote participation in advance of the work session. COPYATTACHMENT 1 ATTACHMENT 2 City Council: Remote Work Session Follow-up January 11, 2022 Ginny Sawyer, Sr Project Manager ATTACHMENT 3 2 •Council considered a resolution in July 2021 to standardize remote work session. •No public comment at work sessions. •Resolution adopted stating work sessions would be conducted in person unless determined otherwise and giving individual councilmembers the opportunity to opt to participate remotely as long as no less than 3-hours notice is given. •Council requested a 6-month follow-up to evaluate process. Remote Meeting-Background 3Staff Findings In Person Hybrid –In Person Default Remote CMO Admin Food and all set-up. Approximately 3- hours staff time. Same as in person with occasional last-minute changes. Day-of changes are most difficult: change in posting, cancelling food and security. If not posted as fully remote early security must stay in City Hall regardless. No additional time needed. Saves Wednesday morning cleaning fee. Police Services Security for the meeting. This is one uniformed officer for the entire meeting.Same as in-person. No staff required. Facilities Set and control facility access and room temperature. Check and fill sanitizing supplies. Same as in-person.No additional work required. FCTV Full room set-up.. Estimated time-2.5 hours. Usually 2 people. Room set-up. Details on number of set-up can be last minute. Estimated time-2 hours. Could be 1 or 2 people. No chamber/ CIC set up needed. Set up and configure Zoom on laptop and PC in control room. Estimated time-1 hour. One person. Clerk's Office Estimated time-2.5 hours. Usually 2 people.Estimated time-2 hours. Could be one or two people.Same preparations but no room set up 4Options •Keep as is –no change •Remain hybrid but change the default to being remote o Councilmembers can still participate from City Hall (either from their computers or with full set-up.) o Removes need for security, janitorial and other staff. 5Questions 1.How have the past 6-months of hybrid option work sessions worked for Council? 2.Which, if any, potential changes does Council support going forward?