TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: ASSISTANT CITY MANAGER/CITY CLERK

DATE: APRIL 19, 2005

SUBJECT: CITY COUNCIL POLICIES REGARDING PROGRAMMING ON CHANNEL 3 AND DVDS OF CITY MEETINGS

RECOMMENDATION

Adopt City Council Policy No. 40, Programming on Cable Television Government Access Channel 3; and, 2) Adopt revisions to City Council Policy No. 1, Digital Video Disks (DVD) of City Council and Committee/Commission Meetings.

BACKGROUND

Channel 3 is the City’s local government access channel provided by Cox Communications as a condition of the 2000 Cable Television Franchise Agreement. Rancho Palos Verdes shares access to this channel with the cities of Palos Verdes Estates and Rolling Hills Estates. Through the franchise agreements with each city, Cox is required to produce and broadcast specified programming on this channel, such as City Council meetings, PSAs and special event shoots. In addition, several other programs are broadcast on Channel 3 by mutual agreement among the staff of the three cities, such as PVP School Board meetings, PVP Coordinating Council meetings and RPV City Talk.

DISCUSSION

1. Channel 3 Committee

For the last year, the three cities have used a staff committee to approve the weekly Channel 3 program schedules. The committee consists of one City employee from each of the three cities, as designated by its respective City Manager. The Channel 3 Committee approves the scheduling of regular programs and considers all requests to air programming on this channel from outside agencies and other organizations. Staff is proposing the adoption of City Council Policy No. 40 in order to memorialize and clarify the role of the Channel 3 Committee.

2. City Programming Topic Selection

Annually, the City Council approves the topics for the franchise special event shoots. City Talk topics are developed by the volunteer Manager of RPV Public Television Productions and usually, but not always, involve a Council member or a City staff member. In order to maintain accountability and consistency, staff has included a provision in City Council Policy No. 40 specifying that the topics of all non-meeting City programming be determined annually by the City Council.

3. DVDs of City Meetings

Staff is also presenting Council with a proposed revision to City Council Policy No. 1 regarding the method in which City meetings are recorded and preserved. When the policy was last revised in 2002, the cable operator was still in the process of transitioning between videotape and digital video disk (DVD). Now that the City meetings are exclusively recorded on DVD, staff has amended the policy to reflect this change in the technology.

ADDITIONAL INFORMATION

The City’s franchise agreement requires the cable operator to produce up to six half-hour event "shoots" and eight 30 to 60 second PSAs each calendar year. Rolling Hills Estates’ franchise provides 10 half-hour event shoots and 8 30-second PSAs. Palos Verdes Estates’ franchise does not include any event shoots or PSAs, although the agreement states: "Upon City's reasonable notice and request, Grantee (the cable operator) will provide qualified production personnel to cablecast and edit governmental programming. The City shall pay the grantee the actual cost of providing such services."

Respectfully Submitted:

Carolynn Petru

Assistant City Manager/City Clerk

Reviewed,

Les Evans

City Manager

Attachments:

City Council Policy No. 40 (proposed)

City Council Policy No. 1 (revised)

CITY COUNCIL POLICY

NUMBER: 40

DATE ADOPTED/AMENDED: 04/19/05

SUBJECT: Programming on Cable Television Government Access Channel 3

POLICY:

It shall be the policy of the City Council to limit the types of programming aired on government access Channel 3 to the following productions provided by the cable operator to each city through its respective franchise agreement:

City Council meetings

Planning Commission meetings

Public Service Announcements (PSAs)

Special Event Shoots

In addition, the following programs are "grand fathered" on Channel 3:

PVP School District Board Meetings

PVP Coordinating Council monthly meetings

PVP Land Conservancy monthly nature hikes

PVP Unified School District Elementary Choral Music Festival (spring)

City of Rancho Palos Verdes City Talk monthly program

The weekly channel 3 program schedule shall be approved by the Channel 3 Committee, consisting of one City employee from each of the three cities, as designated by its City Manager. All requests to air programming on channel 3 beyond those listed above shall be reviewed and decided by the Channel 3 Committee.

Annually, the City Council will approve the topics for all Special Event Shoots, Public Service Announcements (PSAs) and RPV City Talk episodes.

BACKGROUND:

Cable television Channel 3 is the local government access channel provided by the cable operator as a condition of the cable television franchise agreement with cities of Rancho Palos Verdes, Palos Verdes Estates and Rolling Hills Estates. Through the franchise agreements with each city, the cable operator is required to broadcast specified programming on this channel. The City Council recognized the need to set guidelines for the types of programming that will be shown on Channel 3 due to the fact that the City shares this cable television government access channel with other Peninsula cities and receives requests from time to time to air programming on this channel from outside agencies and other organizations.

CITY COUNCIL POLICY

NUMBER: 1

DATE ADOPTED/AMENDED: 02/04/92 (Amended 03/19/02)

SUBJECT: Video Tapes and Digital Video Disks (DVD) of City Council and Committee/Commission Meetings

POLICY:

It shall be the policy of the City Council to make videotape or DVD recordings of City Council and Planning Commission meetings and special City Committee/ Commission meetings.

If the meeting is videotaped, the tapes will be retained only during such time that the official minutes of the meeting are being prepared by the City Clerk/ designated minute taker or as necessary for absent Council members to review the missed meeting. During such time, the tape may be viewed or copied by any member of the public at City Hall at his/her own expense. After the approval of the minutes by the City Council at a public meeting, but in no case sooner than thirty (30) days after taping, the videotape shall be erased or destroyed unless requested to be retained by the City Council, City Attorney or City Manager, or if a member of the public requests in writing before the subject hearing that the tape be retained in anticipation of litigation.

If the meeting is recorded on digital video disk (DVD), the DVD shall be retained as a permanent record of the meeting. The DVD may be viewed or copied by any member of the public at City Hall at his/her own expense. However, the adopted minutes shall continue to serve as the official record of the meeting. Additionally, the City Council recognizes that future technological advancements may render the DVD format as obsolete. At some point in the future, the City may be faced with the need to convert these records to another format, if feasible and not cost prohibitive.

The recordings of meetings that are available on the City’s official website are considered duplicate records and can be deleted from the website at the discretion of the City staff.

BACKGROUND:

The City Council recognized the need to address requests of the staff by the public regarding recordings of public meetings.