06-12-2023 Council Packet - Laserfiche WebLink

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MINUTES OF THE ORONO CITY COUNCIL MEETING May 22, 2023 6:00 o’clock p.m. _____________________________________________________________________________________ Page 2 of 12 FINANCE DIRECTOR REPORT 8. MEETING MANAGEMENT – AGENDA & VIDEO RECORDING AND ENCODING EQUIPMENT Finance Director Olson gave a presentation on agenda management and video recording and encoding for City meetings. He said there are two parts that were included in the 2023 budget. The first would allow the Clerk to create the agenda more efficiently and have all staff use the same agenda item template through an agenda management tool rather than a Word document. Council members would need to log into a cloud site to view the agenda. Any changes would be made to it in real time across the board. The second part of the proposal would update video recording of City meetings. Security and Sound and Granicus have been the City’s providers for this. Granicus was the low quote on the videoing and posting. The proposal would add cameras and replace the encoder that has been failing. In addition, it would allow Granicus to video meetings remotely and handle the encoding and posting to the City website rather than taking staff IT time for that. For an additional cost the videos could also include edited closed captioning. Streaming and other social media linking could also be options in the future. Olson said the more robust option is the most expensive, but staff believes it is worth the investment. The proposal calls for one-time costs of about $93,000 including $28,836 for AV upgrades with Security and Sound and the remainder for services and equipment from Granicus. There would be annual costs of about $30,000 for agenda management, remote broadcasting, and closed captioning with post-meeting correcting. Walsh said he would support going to the most current technical solutions and moving forward, including closed captioning. Benson said she thought the closed captioning is important for many people so she appreciates that aspect of the proposal. Johnson moved, Benson seconded, to approve the meeting management and video recording and encoding solution as outlined in Table 3. VOTE: Ayes 5, Nays 0 CITY ATTORNEY REPORT City Attorney Mattick had nothing to report but noted there would be a closed session at the end of the meeting. CITY ADMINISTRATOR/ENGINEER REPORT 9. NEXT WORK SESSION DRAFT AGENDA City Administrator Edwards proposed two items for the agenda that he said have been planned for some time. One would be a discussion of the latest legislation around THC and marijuana legalization and what implications that might have for municipalities and the second, a first look at the 2024 budgeting process. Johnson moved, Crosby seconded, to approve the next Work Session draft agenda as submitted. VOTE: Ayes 5, Nays 0