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HomeMy WebLinkAboutR-12-03RESOLUTION NO. R-12-03 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, ADOPTING A NEW "CITY OF SEBASTIAN PUBLIC BROADCAST POLICY", PROVIDING FOR UPGRADES BY STAFF BASED ON NEW TECHNOLOGIES AND PROGRAMMING ABILITY; PROVIDING FOR REPEAL OF RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH, INCLUDING R-05-09; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, upon the move into the new City Hall facility in November 2004, it was City Council's intent to provide better coverage of City meetings and public events with newly acquired audio-visual equipment and creation of an A/V room for meeting broadcasts; and WHEREAS, City Council, in February 2005 by adoption of Resolution No. R-05-09, approved a"City of Sebastian Public Broadcast Policy' governing use of the audio-visual equipment, Comcast Government access Channel 25, and the City website; and WHEREAS, following a downturn in the economy soon after which curtailed some of the City's broadcast ability, with the purchase of improved broadcast equipment in FY 2011, and by utilizing volunteers who will assist the City staff with public broadcasts, a completely revised "City of Sebastian Public Broadcast Policy" is presented for adoption by Council. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, as follows: SECTION 1. ADOPTION OF NEW "CITY OF SEBASTIAN PUBLIC BROADCAST POLICY". The City Council hereby adopts a new "City of Sebastian Public Broadcast Policy" dated January 25, 2012 attached hereto as Exhibit "A". SECTION 2. CONFLICT. All resolutions or parts of resolutions in conflict herewith are hereby repealed, including Resolution No. R-05-09. SECTION 3. EFFECTIVE DATE. This Resolution shall take effect upon its adoption. The foregoing Resolution was passed for adoption by Council Member coy , was seconded by Council Member Gilimor , and upon, being put to a vote, the vote was as follows: Mayor Jim Hill aye Vice Mayor pon Wright aye Council Member Andrea Coy aye Council Member Richard Gillmor aye Council Member Bob McPartlan aye The Mayor thereupon declared this Resolution duly passed and adopted this 25th day of January 2012. ATTEST: \�/ V I ----�� Sally A. Maio, MMC C' y Clerk Appr d as to Form and Content for Re � by the City of Sebastian Only: . obert A. Ginsburg, City orney CITY O EB TIAN, FLORIDA By: Ji I, Mayor rnY�� �� :,;,� � ;�����,� � � °-=-_� HOME OF PELICAN tSLAND City of Sebastian Public Broadcast Policy City of Sebastian Television (COS-TV) Government Access Channels City Websites AudioNisual System Equipment Usage CITY OF SEBASTIAN TELEVISION (COS-TV) GOVERNMENT ACCESS CHANNELS MISSION COS-TV is a government access cable television facility owned and operated by the City of Sebastian. COS-TV programming is broadcast over cable systems operating within the City limits of Sebastian which provide "government access" channels for the City's use. The mission of COS-TV is to provide an informative, appealing, and mutually beneficial link between the City and its residents. The goal of the channel is to connect the people and their government more directly, expand access to government information, and provide an additional medium for the City to respond to the needs and concerns of its residents. From gavel to gavel coverage of City Council and City Board and Committee meetings to special events programming and staff information updates, COS-TV is a medium used by the City to focus on issues affecting the residents of Sebastian. It is the City's goal to utilize COS-TV as a medium to provide information about City government and activities, to help residents make informed decisions about the community in which they live, to encourage residents to participate in the political process, and become active citizens in the City of Sebastian. POLICY All programs broadcast over COS-TV must be City related and provide useful and timely information to the residents of the City of Sebastian; or must be deemed to be of service to the general public. Programs may include meetings, activities, programs, events or services of City departments or other governmental agencies, or local non-profit organizations which adhere to the regulations outlined herein and are available to and of interest to the general public and are not exclusionary. Requests for access to COS-TV and its "government access" cable channels will be evaluated by a staff Communications Committee established by the City Manager and final decisions for broadcast requests will be made by the City Manager. Denial of local nonprofit organization material can be appealed to Council. The following is a list of general priorities that will apply to the City's government access channel: o Programming of an emergency nature involving public safety or health o Programming of or about meetings of City Council and other City policy-making and advisory boards and committees o Programming and updates from City departments o General programming of the City produced on location or in the production studio of COS-TV o Programming of county, state, federal or other quasi-governmental agencies o Programming provided by local, charitable and community service non-profit organizations that is of interest to the general public and not exclusionary, as approved by the City Manager PERMITTED PROGRAMMING: Live Proqrams Live coverage will be provided of all meetings of the Sebastian City Council and most other City Boards and Committees, which take place in the City Council Chambers. All live meeting coverage will be from gavel to gavel. o Live coverape stipulations: ■ Live coverage of all City Council meetings will take precedence over all other programming on COS-N, except in the case of an emergency. ■ All City Council meetings and workshops will be aired live as scheduled and rebroadcast on a fixed schedule as determined by the staff Communications Committee. ■ Most City Boards and Committees will be aired live as scheduled and rebroadcast on a fixed schedule as determined by the staff Communications Committee. ■ City government meetings held in any location other than the City Council Chambers may be taped on-site and rebroadcast at a later date on a fixed schedule as determined by the staff Communications Committee. ■ Political debates and candidate forums conducted by local charitable and community service non-profit organizations will be shown live when scheduled as approved by the Sebastian City Council. Such organizations, when requesting to host a political debate and/or candidate forum, shall provide the City Council with verifiable information establishing their competence and experience in hosting at least one prior political debate or candidate forum in accordance with the requirements of this paragraph. City shall not air political programming or campaigning by or on behalf of any candidate for public office. Use of the channel by elected officials seeking re- election or candidates seeking election is prohibited except in balanced non-partisan open forum programming formats or regularly scheduled government meetings. Current elected officials seeking re-election may be shown in the perFormance of their official duties at regularly scheduled meetings or incidental appearances in other programming but may not use the format to further their individual campaigns. City of Sebastian Public Broadcast Policy — COS-TV — City Website — Audio Visual System 1/25/12 2 Delaved Proqramming o City Programs Programs by the City, including City meeting rebroadcasts, programs for City departments, issues related to City government or with groups! committees/ boards that are affiliated with City government, may be rebroadcast on COS-TV. o City Sponsored Special Events City sponsored or hosted special events may be rebroadcast on COS-TV. o Other Governmental Agency Programs Programs produced by municipal, state, federal, and/or quasi-governmental agencies that can be purchased, rented or borrowed are permitted for rebroadcast on COS-TV. o Non-Profit Organization Programs Programs produced by local, charitable and community service non-profit organizations may be rebroadcast upon review by the staff Communication Committee and approval by the City Manager. The City may choose to broadcast externally-prepared programs if they meet policy and quality requirements and are not in violation of copyright law. Emergency Programming Emergency programming in conjunction with Indian River County Emergency Management or other state or federal agencies will take precedence over all other programming. Sebastian News and Notes (Media Plav) Whenever there is no other live, delayed, or other regular or special programming scheduled for COS-TV, a City bulletin board to be known as "Sebastian News and Notes" will be broadcast. All requests for posting on "Sebastian News and Nofes" will be submitted by work order to the MIS Department with beginning and ending dates, will be scheduled to run on a random basis within the COS-TV schedule and then be automatically eliminated at the specified end date. Information submitted for programming should be brief and to the point and use fonts of at least 24 or higher. (See MIS programming guide attached hereto) o Permitted Postings ■ City meeting agendas and notices ■ City Job listings ■ City contact information ■ Law Enforcement information • City sponsored activities/programs/special events/recreation ■ City board vacancies ■ Election Information ■ Notices of other governmental agencies, i.e., county, school, library ■ Emergency information (which takes precedence over all programming) ■ Athletic, recreation and special activities available in the non-profit community for the general public at the discretion of the staff Communications Committee City of Sebastian Public Broadcast Policy - COS-TV - City Website - Audio Visual System 1/25/12 3 Prohibitions for All Proqramminq on COS-N (Live, Delaved and Bulletin Board) • Commercial programs and messages • Programming that does not include copyright clearances • Endorsements of political issues or proposed ballot items (general election information, precincts and ballot information provided by elections officials is permittec� • Information concerning any lottery, gift enterprise, or similar promotion • Direct solicitation of funds • Material that would violate any federal, state, county or city statute or law • Material that promotes a particular religious belief or philosophy • Obscene, indecent or defamatory material as defined by City ordinance or community standards • Programming that discriminates or fosters discrimination on the basis of race, co�or, religion, national origin, family status, age, disability, sexual orientation, veteran status, or any other status or condition protected by applicable state or federal laws • Any material inappropriate to the mandate, mission, goals, and priorities of the City of Sebastian • The City reserves the right to reject and/or edit programs submitted for broadcast and/or to display disclaimers Proqram Editinq Policy Live coverage of City meetings and delayed programming of other governmental meetings shall not be edited or subjected to editorial comment. Meeting coverage will be from gavel to gavel in accordance with Florida public records law. The City reserves the right to reject and/or edit recorded special events programs, including both those recorded by the City and those provided to the City by outside sources, for time and content. Liabilit The City will not be responsible for the accuracy of any information broadcast over its government- access channel for programming provided by outside sources. City of Sebastian Public Broadcast Policy — COS-TV — City Website — Audio Visua! System 1/25/12 4 PROCEDURES • Management of City of Sebastian Government Access COS-TV COS-TV will be administered by the MIS Division under the direction of the Office of the City Manager, and in coordination with the staff Communications Committee as established by the City Manager. All programming will be submitted to the MIS Division and then forwarded to Committee members for review and final approval by the City Manager. • Requests for Programming Requests for broadcast of programming from outside sources on COS-N must be submitted to MIS at least 30 days prior to the anticipated start. COS-TV is not a public access channel and submittal of a request does not in any way guarantee approval of the request. City departments and divisions requesting programming must be willing to assist in the production. Individuals requesting programming must obtain all on-site approvals and off-site legal permits and permissions in writing for taping from property owners, business owners, performers, event coordinators, etc. prior to submitting request forms. Programming shall be submitted on DVD/DV cassette/MiniDV or DVD in MPEG format only. If possible, recordings shall have at least thirty (30) seconds of color bars and tone at the head of the program and at least ten (10) seconds of black at the breaks and end of the program. If outside programming has to be converted to a format that will operate on the COS-TV system, there may be a facilities' charge for such conversion. Determination of such charge will be made at the time the material is submitted. All material submitted for broadcast from an outside source producer will be previewed by MIS for the following technical criteria: (a) Technical quality — Video and audio quality must be at acceptable levels as determined by staff. (b) Relevance of Subject Matter Content— subject matter must be of interest to the general audience and serve a governmental purpose, and must not be exclusionary or discriminatory. (c) Relevance and Appeal— program must be relevant to the needs and interests of Sebastian residents and its visitors. (d) Absence of Defamatory Material— subject matter that slanders or libels individuals or organizations will NOT be broadcast. Requests for copies of ineetings/programs aired on COS-TV will be charged in accordance with the current fee set out in the City's Records Management Policy for DVDs. The copy shalt include the entire program and staff will not custom-edit portions of any program. If DVDs are mailed, postage and handling will be charged prior to mailing. City of Sebastian Public Broadcast Policy — COS-TV — City Website — Audio Visual System 1/25/12 5 • Retention of Broadcasts Content of ineetings/programs produced or created by any other entity remain property of that entity but the copied medium will be kept on file with the City for at least finro years in accordance with Florida records law. Content of ineetings/programs produced or created by the City remain property of the City for at least two years in accordance with Florida records law, and may be retained indefinitely by the City for historical purposes. • Broadcast Schedules The Communications Committee shall approve a complete broadcast schedule 24 hours per day, seven days per week. This schedule, with updates made on a regular basis, shall be placed on the City website and transmitted to each cable system that carries COS-TV programming for publication on their program guide channel. All material that is submitted for airing on COS-TV shall include start and end dates. Material will be scheduled to run at the times specified with the COS-TV schedule and will be automatically eliminated from the schedule at the specified time end date. City of Sebastian Public Broadcast Policy — COS-TV — City Website — Audio Visua! System 1/25/12 ( CITY OF SEBASTIAN WEBSITE MISSION The City website www.cityofsebastian.orq and its subsidiary websites (see below) are provided to communicate up-to-date information to the residents of the City of Sebastian on City Council, City Boards/Committees, City departments, agenda packets and minutes, legal notices, meeting calendar, employment, licensing and permitting, City codes, bids, public records, elections, municipal services such as the police department, municipal cemetery, golf course, airport, parks, public works, and economic development. The City website provides public access to most permanent and long term City public records via LaserFiche Weblink. http://www.sebastianbusiness.com/ http://www. sebastianretirement.com/ http://www.sebastianpd.orq/ http://www.sebastianqolfcourse.orq/ http://www. sebastianai rport.orq/ http:l/www. citvofsebastian.orqlcra/ and any other websites established by the City. POLICY The City of Sebastian website is limited to: • Information about departments, programs and services of the City government • Information or links for other governmental units; or • Information or links for City-sponsored events or tenants/partners in City enterprises • Access to all City records that have been digitally imaged • Links to the Municipal Golf Course, Municipal Airport, Economic Development, CRA and Retirement websites At its discretion the City may provide links to external websites of educational and other governmental agencies and organizations, organizations that provide government related information and/or services not available on an official government website such as Code of Ordinances, elections information, etc., information of relevance to the general public relative to recreation programs offered, and services that support the strategic and operational goals of the City. The City reserves the right to determine how and where external links will appear on its web site. The Communications Committee will make the final determination on requests for placement of information on the website. The City Websites will not provide links to sites that promote or exhibit bias, discrimination, pornography, libelous or otherwise defamatory content. The information posted on the City Websites includes links to information created and maintained by other public and/or private organizations. The City provides these links solely for the information and convenience of users of the City Website. When users select a link to an outside website, they are leaving the City of Sebastian Website and are subject to the privacy and security policies of the owners/sponsors of the external website. City of Sebastian Public Broadcast Policy - COS-TV - City Website - Audio Visual System 1/25/12 '7 PROCEDURE The City website is managed by the MIS Division under the direction of the Office of the City Manager. Each department of the City is responsible for providing the MIS Division with up-to- date information. Departments are responsible for posting and removing the information by written work order to MIS. Information for posting must be received by MIS at least four (4) business days prior to desired posting, with some exceptions for time constraints such as agendas, meeting notices and emergency notices. Messages should be brief and to the point and special elements (photos, logos, artwork) must be provided at time of submission and are subject to editing. City of Sebastian Public Broadcast Policy— COS-TV — City Website — Audio Visual System 1/25/12 g AUDIO VISUAL SYSTEM MISSION It is the intent of the City of Sebastian to provide state-of-the-art technology for the purpose of disseminating up-to-date information to the residents of the City of Sebastian as quickly and efficiently as is possible, and to provide user-friendly technology for meetings of boards, committees and staff of the City. POLICY AND PROCEDURE The MIS Division, under the direction of the Office of the City Manager, will administer use of the City's Audio/Visual studio, located in the City Council Chambers and MIS offices to provide the following: • Live broadcasts of City government meetings on COS-TV • Audio/visual training for City staff to conduct programs not broadcast live • Ability to provide other live programming and recorded in-house training programs • 24 hour bulletin board "Sebastian News and Notes" (Media Player) for notices and information Rebroadcasts of ineetings, special events and other programming as set out in the COS-TV Section of this policy City Website to provide up-to-date information to the residents of Sebastian In addition to fixed equipment within the AN studio, additional equipment is available for use by City staff or meeting attendees/presenters: • Laptop • Elmo � TVs and DVD recorders/players • Portable TV Camera with recorder and associated portable/wireless audio • Complete video-audio editing system • Audio record facilities including a sound booth and editing Use of Equipment and Facilities • Use of City-owned equipment and facilities is restricted to authorized City activities and may be operated only by authorized personnel. • Requests to utilize City equipment, set out above, for presentations at meetings and other programs must be received by MIS at least two days prior to the requested date of the presentation to allow time for viewing of the material to ensure that it meets the criteria set out in this policy on page 3"Prohibitions". • Presenters are asked to utilize City equipment and to ensure that their presentation media is compatible with our equipment. • If there is any question as to content of the program, a final decision will be made by the City Manager via the Communications Committee. • Loaning of equipment for personal or outside use is strictly prohibited • The MIS Department will maintain a comprehensive list of all audio/visual equipment currently owned and operated by the City for uses set out in this manual. • A user manual shall be provided and training sessions completed before use of the equipment by any City employee for purposes of conducting meetings, trainings, etc. • Keys to the A/V studio are held by MIS, Facilities and the Office of Citv Clerk. Users must siqn out a set of kevs from the Office of Citv Clerk. (in or out?) City of Sebastian Public Broadcast Policy — COS-TV — City Website — Audio Visual System 1/25/12 9