2.6.
CC Work Session
- Meeting Date:
- 09/14/2021
Information
Title:
Discuss City Meeting Minutes and Video/Audio Archiving Recordings of City Council Work Sessions
Purpose/Background:
The purpose of this case is to discuss and consider options for providing additional detail in the City Minutes; as well as to discuss options regarding the possibility of recording City Council Work Sessions.
City Minutes
There has been some interest in providing additional detail in the City meeting minutes. Timesaver Off Site Secretarial, Inc. stated that at least one secretary is available to prepare near verbatim minutes. Near verbatim minutes are not "court reporting" but rather provides clean documentation of discussions, capturing a much greater level of detail. There may be technical needs to be worked out in order to capture adequate sound quality for the secretary to complete the minutes in this fashion. Staff will provide additional information on this matter, including a revised estimate of the potential increase in cost, during the meeting.
Video Recording Work Sessions
The City's current meeting software, used for offering remote access to participants and video recording City meetings, has functionality to be viewed following each meeting. The City's IT Manager, Jason Fredrickson, will be on hand Tuesday evening to discuss this option, alternatives, and to answer questions.
Video Recording Work Sessions
The Executive Director at QCTV suggests two options available for recording city council work sessions for later playback and video on-demand (VOD):
Option A
Move the work session meetings into the council chambers. The QCTV producer assigned to the meeting would switch the cameras, insert graphics, and monitor audio. The QCTV recording of the fully produced meeting would have video bookmarks inserted. The recording would be played back on the Ramsey Government channel* and available VOD on the QCTV web site.
Option B
The work session stays in the Itasca Room and city staff would use Zoom (or similar)to manage and record the meeting. The Zoom recording would be shared the following day with QCTV. There are no graphics or video bookmarks in a Zoom recording. We are not able to video record the meeting to QCTV standards from the Lake Itasca Room without a significant investment in additional equipment. The recording would be played back on the Ramsey Government channel* and available VOD on the QCTV web site.
*If the city prefers VOD only, QCTV would not program the work session for Ramsey Channel playback.
Audio Recording and Archiving
At the work session of Tuesday, July 27th there was a question asked about what the current cost is to store our meeting audio. The city’s IT Manager Jason Fredrickson, states that pays $850/yr. to LOGIS for each server, plus ~$0.91 per GigaByte (GB) of space allocated. All of the current meeting audio for all Boards, Commissions, and Council Meetings/Sessions occupies approximately 19.2 GB of space on our server based on what could be located. This would put the yearly cost to keep these files at around $17.48. At present, this is just under two years’ worth of meetings. According to General Records Retention Schedule for MN cities, we only need to keep audio on record for 3 months after minutes are approved for open meetings.
City Minutes
There has been some interest in providing additional detail in the City meeting minutes. Timesaver Off Site Secretarial, Inc. stated that at least one secretary is available to prepare near verbatim minutes. Near verbatim minutes are not "court reporting" but rather provides clean documentation of discussions, capturing a much greater level of detail. There may be technical needs to be worked out in order to capture adequate sound quality for the secretary to complete the minutes in this fashion. Staff will provide additional information on this matter, including a revised estimate of the potential increase in cost, during the meeting.
Video Recording Work Sessions
The City's current meeting software, used for offering remote access to participants and video recording City meetings, has functionality to be viewed following each meeting. The City's IT Manager, Jason Fredrickson, will be on hand Tuesday evening to discuss this option, alternatives, and to answer questions.
Video Recording Work Sessions
The Executive Director at QCTV suggests two options available for recording city council work sessions for later playback and video on-demand (VOD):
Option A
Move the work session meetings into the council chambers. The QCTV producer assigned to the meeting would switch the cameras, insert graphics, and monitor audio. The QCTV recording of the fully produced meeting would have video bookmarks inserted. The recording would be played back on the Ramsey Government channel* and available VOD on the QCTV web site.
Option B
The work session stays in the Itasca Room and city staff would use Zoom (or similar)to manage and record the meeting. The Zoom recording would be shared the following day with QCTV. There are no graphics or video bookmarks in a Zoom recording. We are not able to video record the meeting to QCTV standards from the Lake Itasca Room without a significant investment in additional equipment. The recording would be played back on the Ramsey Government channel* and available VOD on the QCTV web site.
*If the city prefers VOD only, QCTV would not program the work session for Ramsey Channel playback.
Audio Recording and Archiving
At the work session of Tuesday, July 27th there was a question asked about what the current cost is to store our meeting audio. The city’s IT Manager Jason Fredrickson, states that pays $850/yr. to LOGIS for each server, plus ~$0.91 per GigaByte (GB) of space allocated. All of the current meeting audio for all Boards, Commissions, and Council Meetings/Sessions occupies approximately 19.2 GB of space on our server based on what could be located. This would put the yearly cost to keep these files at around $17.48. At present, this is just under two years’ worth of meetings. According to General Records Retention Schedule for MN cities, we only need to keep audio on record for 3 months after minutes are approved for open meetings.
Timeframe:
Up to 10 minutes.
Funding Source:
Not applicable at this time.
Responsible Party(ies):
City Administrator Ulrich and Administrative Services Director Lasher
Outcome:
Based on discussion.
Attachments
No file(s) attached.
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Kurt Ulrich | Kurt Ulrich | 09/09/2021 03:51 PM |
- Form Started By:
- Colleen Lasher
- Started On:
- 09/09/2021 02:12 PM
- Final Approval Date:
- 09/09/2021