Videoconferencing Solution. Presented by Eric Upchurch, Sr. IT Manager, IT Solutions May 12, 2015

Transcription

1 Videoconferencing Solution Presented by Eric Upchurch, Sr. IT Manager, IT Solutions May 12, 2015

2 Outline Quick recap of the Videoconferencing system Developments since November Live Demonstration 2

3 System Description Vidyo is a videoconferencing technology that will allow Council members to support remote town hall meetings or remotely attend a Council meeting through software on a PC, Laptop, or Tablet 3

4 Public s view 4

5 View from the Dais 5

6 Developments since November Contract with vendor completed and deployment project initiated Contract signed in January Project on schedule and substantially complete Videoconferencing system deployed Council and Pre-Council chamber broadcast control rooms outfitted with new software and hardware to support Vidyo Endpoint software tested and ready for Laptops and ipads Outreach to the Mayor and Council Members Staff solicited participation from Mayor and Council Aides to use the system Working with respondents to schedule install and orientation 6

7 Demonstration Questions/Comments/Conclusion

8 Council Meetings by Videoconference Call Presented by Mary J. Kayser, City Secretary May 12, 2015

9 Purpose of Presentation Review changes to the Texas Open Meetings Act allowing for the use of videoconferencing Discussion of proposed changes to the Council Rules of Procedure to incorporate Videoconferencing Other Policy Issues 9

10 Texas Open Meetings Act Revised during the 83 rd legislature to allow a governmental body to hold open or closed meetings by videoconference call The physical location of the meeting must have two-way audio and video communication with each member who is participating by video conference 10

11 Texas Open Meetings Act Each participant in the videoconference call, while speaking, shall be visible and audible: To each other participant; and To the members of the public in attendance at the Physical Meeting Location. 11

12 Texas Open Meetings Act The Designated Remote Meeting Location must be posted in compliance with the Texas Open Meetings Act and other applicable laws. 12

13 City Council Rules of Procedure Add a new Section To address the technical and procedural requirements of videoconferencing Physical space that meets the video and audio requirements Presiding officer must be present in physical location Public able to participate Notice requirements Quorum 13

14 Scenario #1: Video Conference Call by Individual Councilmembers No members of the public are present at the remote location Councilmember(s) participating by videoconference call must be visible and audible: to each councilmember participating in the meeting; and to the public at the Physical Meeting Location. 14

15 Scenario #2: Council Member or Public is Present at Remote Meeting Location Either the Council Member or public (or both) are present at remote location Those participating by videoconference call must be visible and audible: to each councilmember participating in the meeting; and to the public at the Physical Meeting Location 15

16 Quorum Issues Videoconference call by Individual Council Members If a quorum of the City Council is present at the Physical Meeting Location; and the Council Member videoconferencing in is no longer visible or audible: the meeting may continue. 16

17 Quorum Issues If a quorum of the City Council is not present in the Physical Meeting Location; and one or more of the Councilmember(s) participating remotely is no longer visible and audible; and that causes a loss of the quorum: the meeting shall be recessed until the problem can be resolved. If the problem cannot be resolved in one (1) hour, the meeting shall be recessed to the following business day or reposted for a later date in conformance with the Texas Open Meetings Act. 17

18 Quorum Issues If members of the public attending the meeting via videoconference call are no longer visible and audible; the meeting at the Physical Meeting Location shall be recessed until the problem is resolved. If the problem cannot be resolved in one (1) hour, the meeting shall be recessed to the following business day or reposted for a later date in conformance with the Texas Open Meetings Act. 18

19 Executive/Closed Session Attendance at closed meetings is allowed. Member participating must be in a closed room and alone to protect confidentiality and preserve attorney client privilege. 19

20 General Provisions If the videoconferencing includes the public: Councilmembers shall notify the City Secretary of their intent to utilize videoconferencing by 5:00 PM on the Tuesday one week prior to the regularly scheduled Council Meeting. All other requests to utilize videoconferencing should be submitted by the same deadline or as soon as practicable. 20

21 General Provisions A Councilmember participating in a videoconference shall be counted as present for all purposes. Requests to participate by videoconference will be taken on a first-come/first-served basis. There must be a sufficient number of video feeds to meet the requirements of the Texas Open Meetings Act. 21

22 Videoconference for Budget Hearings Remote meetings by videoconference with citizens present will not be available for budget-related hearings or meetings, unless sufficient notice is given to meet the notice requirements required by: The City Charter; Texas Local Government Code; and The Tax Code. 22

23 Videoconference Videoconferencing shall only be for the meetings of the City Council Videoconferencing shall not be allowed for Boards, Commissions, Committees, Task Forces, Advisory Boards or any other citizen advisory groups or boards. 23

24 Other Recommended Changes to the Council Rules of Procedure Amend Section 3.1 Regular Meetings, to read as follows: The Council shall meet in the Council Chamber at the City Hall on Tuesday of each week at 10:00 a.m., except that the first and second Tuesday meetings of each month shall be scheduled for 7:00 p.m., unless otherwise officially changed by the City Council. 24

25 Next Steps A Resolution amending the City Council Rules of Procedure related to Videoconferencing and Regular meetings is on tonight s agenda. We ask that it be continued to the May 19, 2015, meeting to meet the requirements of the Rules of Procedure. The Resolution will be on the May 19, 2015, agenda for action. 25

26 Council Meetings by Videoconference Call Questions?