4OWN OF
�o tos COUNCIL AGENDA REPORT
DATE: AUGUST 28, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 09 -03 -13
ITEM NO: L.I
SUBJECT: ADOPT COUNCIL POLICY REGARDING PUBLIC USE OF TOWN EQUIPMENT
AND SIGNS AT TOWN COUNCIL AND PLANNING COMMISSION MEETINGS
RECOMMENDATION:
Adopt Council Policy regarding public use of Town equipment and signs at Town Council and Planning
Commission meetings.
BACKGROUND:
The Mayor and Council members raised concerns regarding the use of Town equipment (i.e. computer
laptop and overhead projector) by the public for presentations or display of documents during Council
meetings. This issue was referred to the Council Policy Committee, which discussed the matter at
meetings on June 11, 2013 and July 30, 2013. During those meetings, the Committee also discussed a
related issue regarding the display of signs and other symbolic material at Council and Planning
Commission meetings.
The Council Policy Committee recommends the adoption of the attached policy, Public Use of Town
Equipment and Signs at Town Council and Planning Commission Meetings, to address the issues
discussed in this staff report.
DISCUSSION:
Issues Regarding Audio /Visual Presentations and Signs at Council Meetings
The Town Council welcomes participation in the public process and comments on any matter on the
Council agenda, as well as comments on non - agenda items under Verbal Communications. It is
recognized that members of the public may wish to present visual information using a computer (or
other electronic device), overhead projector, or oversize maps or documents during their comment
PREPARED BY: PAMELA JACOBS Au" J?F CofvJ
ASSISTANT TOWN MANAGER
Kevtewed by: Assistant Town Manager &Town Attorney Finance
NAMORWlanagement Stafr\P]acobs \Council Reports \Council Policy
Use Policy TC staff report.doc
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT COUNCIL POLICY REGARDING PUBLIC USE OF TOWN EQUIPMENT
AND SIGNS AT TOWN COUNCIL AND PLANNING COMMISSION MEETINGS
AUGUST 28, 2013
period. Members of the public may also wish to display signs, posters and other symbolic material
whether or not they choose to speak.
While it is important to allow the public to make audio /visual presentations, this activity raises the
following issues and concerns:
• Time to install and queue presentations;
• Potential problems with the equipment or presentations, requiring more time;
• Legibility and /or visual quality of the presentations and /or documents;
• Potential for unacceptable images or text since the material has not been previewed;
• Security concerns with connecting to the Town network;
• Signs or other symbolic material impeding ingress or egress, or blocking views of audience or
Council members
Staff surveyed other cities regarding their policies and practices regarding the use of equipment and
display of signs by the public at Council meetings. The results of the survey show that some cities have
no policy or established practice, some have established practice, and some have an official policy. For
those cities with an established practice or official policy, typical guidelines include:
• No presentations allowed during Verbal Communications;
• Presentations allowed only in conjunction with public hearings;
• Advance notice and review required (e.g., one week in advance, one day in advance, 3:00 pm
day of the meeting);
• Time limits consistent with general time limits, inclusive of any problems with the presentation;
• Some allow use of city equipment and others require presenters to bring own equipment;
• Clerk must be advised prior to start of meeting if a photograph or document will be shown.
The two cities that had policies regarding signs or other symbolic material both restricted the display of
these materials to avoid obstructing the movement or visibility of others in the audience.
The Proposed Policy
The purpose of the proposed policy is to facilitate public audio /visual presentations and use of signs
while ensuring that meetings progress smoothly, Town equipment is protected, and that views and
movement are not obstructed. Key features of the policy include:
• Audio /visual presentations are permitted for any agenda item, including Verbal
Communications;
• The Town will provide a dedicated electronic device for public presentations;
• Advance submission of the material (by 11:00 a.m. the day of the meeting) is required to check
for compatibility and to preload the presentation;
• Presentations must be within with established time limits;
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT COUNCIL POLICY REGARDING PUBLIC USE OF TOWN EQUIPMENT
AND SIGNS AT TOWN COUNCIL AND PLANNING COMMISSION MEETINGS
AUGUST 28, 2013
People wishing to use the overhead are encouraged to inform staff prior to the meeting; any
material displayed on the overhead becomes a part of the public record and a copy must be
retained by the Town;
If printed material cannot be displayed on the overhead project and the speaker wishes the
Council -to receive a copy of the material, a minimum of 20 copies should be provided to ensure
equal access by Council, staff and members of the public;
Signs and symbolic material are limited in size, and location so as to not obstruct views or
movement.
It is recommended that this policy apply to Planning Commission meetings as well, as the meetings are
held in the Council Chambers and the same issues arise.
If the Town Council adopts this policy, staff will implement a communication plan to inform the public
about the requirements related to audio /visual presentations. This will be combined with
communication regarding the Council policy adopted August 19 setting deadlines for the submission of
public comments on Council items. The date for implementation of these polices will be set in
consultation with the Mayor. The communication will include:
• Press release to local media outlets;
• Posting on the Town's home page, What's New and FAQ;
• Update of Speaker Card and Agenda, as needed; and
• Production of brochure regarding participation in the public process.
CONCLUSION:
The Council Policy Committee recommends that Council adopt this policy to facilitate public
audio /visual presentations while ensuring the efficient and orderly conduct of Town Council and
Planning Commission meetings.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
There is no direct fiscal impact associated with the adoption of this policy.
Attachments:
Draft Council Policy regarding Public Use of Town Equipment and Signs at Town Council and Planning
Commission Meetings.
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COUNCIL POLICY
TOWN OF LOS GATOS
Subject: Public Use of Town Equipment
and Signs at Town Council and Page: 1 of 3 Enabling Actions:
Planning Commission Meetings
Approved: Effective Date: Revised Date:
SUMMARY
This policy sets requirements for audio /visual presentations and the display of signs and other
symbolic material by the public at Town Council and Planning Commission meetings.
PURPOSE
The purpose of this policy is to establish procedures for public presentations using audio /visual
equipment at Town Council and Planning Commission meetings in a manner that allows the
public to present information, while ensuring that meetings progress smoothly and that Town
information systems are protected. This policy also establishes requirements related to the
display of signs, posters, and other symbolic materials by members of the audience to ensure that
such displays do not impede ingress, egress, or visibility in the meeting area.
SCOPE
This policy applies to anyone making a presentation to the Town Council or Planning
Commission using audio /visual equipment for all agenda items, including Verbal
Communications. For this policy, "Audio /visual presentation" refers to DVD, video, power
point, music, or other formats presented on an electronic device, and not photographs and
documents displayed on an overhead projector. With regard to signs and other symbolic
materials, this policy applies to all members of the public attending a Town Council or Planning
Commission meeting.
POLICY AND PROCEDURES
1. General Guidelines
a) Audio /visual presentations are permitted on all agenda items, including Verbal
Communications.
b) Public presentations using audio /visual equipment or material shall comply with the time
limits set by the Mayor or Chair for public comments. The time limit will include set -up
of the equipment or material.
c) The Town will provide an electronic device for audio /visual presentations by the public
at Town Council and Planning Commission meetings. The electronic device will not be
connected to the Town's information systems or the Internet. Members of the public are
Public Use of Town Equipment
and Signs at Town Council and Planning
Commission Meetings
not permitted to connect their own electronic devices to the Town's audio /visual
equipment.
d) The Town will provide an overhead projector for the display of photographs and
documents.
e) The Town is not responsible for damage to audio /visual presentations submitted by the
public.
f) For maps and large freestanding displays, presenters should bring their own easels and
inform the Clerk Administrator or staff liaison prior to the start of the meeting.
2. Notification, Submission and Review Requirements
a) Persons wishing to make an audio /visual presentation on any agenda items, including
Verbal Communications, at a Town Council or Planning Commission meeting must
submit their presentation on a flash drive or DVD to the Clerk Office or staff liaison no
later than 11:00 a.m. on the day of the meeting. Any materials not submitted by the time
specified in this policy will not be displayed on or through the use of Town equipment. .
b) The Clerk's Office or the Town department responsible for the related agenda item will
review the material to determine compatibility with the Town's equipment, and will
notify the appropriate individual within three hours of submission if the material is not
compatible with the Town's equipment. The Clerk Administrator or staff liaison will
load the material on the Town's dedicated electronic device prior to the start of the
meeting, and will activate the device for the presenter. The material must be queued at
the point where the speaker would like it to begin. If making a PowerPoint presentation,
the speaker should advise staff if the presentation contains audio or animation. The
presenter may use the Town's remote control to run the presentation.
c) Audio /visual presentations become a part of the Council administrative record or
Planning Commission record. Members of the public presenting such material must
supply the Clerk Administrator or staff liaison with a hard/print copy or a DVD or similar
recording for any audio /visual presentations.
d) Persons wishing to use the overhead projector to display photographs /documents under
Verbal Communications or any agenda item are encouraged to notify the Clerk
Administrator or staff liaison prior to the start of the Town Council or Planning
Commission meeting. Any photographs /documents displayed on the overhead projector
become a part of the administrative record and the material or a copy of the material must
be retained by the Town.
e) Any member of the public may bring to a meeting printed materials regarding an agenda
item for consideration by the Town Council or Planning Commission. If the material can
be displayed on the overhead projector, section 2d of this policy applies. If the material
cannot be displayed on the overhead projector, and the member of the public wishes the
Town Council or Planning Commission to receive a copy of the material, a minimum of
20 copies of the material should be provided to allow the Council or Commission, Clerk,
key staff, persons directly affiliated with the agenda item, and the general public to
review the material.
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Public Use of Town Equipment
and Signs at Town Council and Planning
Commission Meetings
f) Persons wishing to submit materials when speaking under Verbal Communications must
submit one (1) copy for the administrative record. The Town Council or Planning
Commission cannot take actions regarding matters raised during Verbal
Communications.
3. Signs and Other Symbolic Materials
a) Symbolic materials, such as signs, posters, banners, etc., will be allowed in the Council
Chambers with the following limitations:
• Not larger than 18 inches by 24 inches.
• No sticks, posts, poles or other such items shall be attached to the signs or other
symbolic materials.
• The items cannot create a building maintenance problem (such as confetti) or a fire or
safety hazard.
b) Members of the public with signs and other symbolic materials must not raise the items
above shoulder level (whether seated or speaking from the podium), obstruct the view of
other attendees or the Council or the passage of other attendees, or otherwise disturb the
business of the meeting.
APPROVED AS TO FORM:
Judith Propp, Town Attorney
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