4 Desk ItemMEETING DATE: 09/03/13
ITEM NO: 4
DESK ITEM
DATE: SEPTEMBER 3, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER 4
SUBJECT: ADOPT COUNCIL POLICY REGARDING PUBLIC USE OF TOWN
EQUIPMENT AND SIGNS AT TOWN COUNCIL AND PLANNING
COMMISSION MEETINGS
REMARKS:
After the Agenda was published, staff received the attached public comment and is providing a
response for clarification purposes.
The author's suggestion for editing the Scope does not reflect the intent of the policy to
differentiate between audio/visual presentations and display of material on the overhead.
Different rules purposely apply to these different forms of presentations.
Regarding the questions:
• Persons making presentations are not permitted to use their own equipment, as stated in
the policy.
• The submission of the audio/visual presentation by 11:00 a.m. is for technology
compatibility review only. The submission does not become public until the person
submitting the material makes the presentation or requests that the presentation be made
public as a Desk Item.
• The requirements of the policy apply to all members of the public, which includes
applicants.
ATTACHMENT: (previously received with staff report)
1. Draft Council Policy regarding Public Use of Town Equipment and Signs at Town
Council and Planning Commission Meetings.
ATTACHMENT: (received with this desk item)
2. Correspondence received after 12:00 p.m. Thursday, August 29
PREPARE D BY: PAMELA JACOBS °�'L`ktlCCrin
ASSISTANT TOWN MANAGER
Reviewed by: Assistant Town Manager
Town Attorney Finance
September 2, 2013
TO: Mayor Barbara Spector and Town Council
From: Lee Quintana
Re: Agenda Item 4 Adopt Council Policy Regarding Public Use of Town Equipment and
Signs at Town Council and Planning Commission Meetings
Mayor Spector and Council Members,
Please consider the following comments and suggestions.
PURPOSE:
For clarity I suggest modifying the first sentence to read as follows:
"The purpose of this policy is to establish procedures to ensure that audio/visual
presentations by the public at Town Council and Planning Commission meetings
progress smoothly and to ensure that theTown's information systems are
protected."
SCOPE•
Audio/visual material can be presented using electronic equipment, the overhead
projector or freestanding displays. However, the SCOPE limits the definition of audio/
visual presentations to the use of electronic equipment. For clarity I suggest the
SCOPE be modified to identify electronics as one of a number of formats for audio/
visual presentations. For example:
"This policy applies to anyone making an audio/visual presentation to the Town
Council or Planning Commission for all agenda items, including Verbal
Communication. For this policy, "Audio/visual presentation" refers to the use of
DVD, video, power point, music, or other formats presented on an electronic
devise,the use of an overhead projector to display_photographs and documents;
and/or the use of freestanding displays. With regards to signs and other
symbolic materials, this policy applies to all members of the public attending a
Town Council or Planning Commission meeting."
2. Notifications, Submission and Review Requirements section:
For clarity I suggest this section be reorganized to grouping items in the following order:
1) general requirements, 2) requirements for the use of electronic equipment, 3)
requirements for the use of the overhead projector, and lastly 4) for freestanding
displays.
Additional Comments and Questions:
• Will individuals be able to use their own equipment to present, rather than presenting
through Town equipment? And if so will they be held to the requirements to submit
prior to 11:00am or the requirement to submit 20 copies.
ATTACHMENT 2
September 2, 2013
• Since an audio visual presentation using electronic equipment requires the submittal
of the information prior to 11:OOam on the day of the meeting doesn't this policy, in
effect, appears to make presentation a desk item. Will the submitted presentation be
available on the Town's Web site prior to the meeting?
• Do the requirements of this policy apply to applicants as well as the public?
Thank you for your consideration.