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Central Valley Flood Protection Board

Central Valley Flood Protection Board. Board Approval of Change of Venue for Monthly Board Meetings Jay S. Punia Lorraine Pendlebury May 24, 2013. BOARD ACTION. Consider approval for the Central Valley Flood Protection Board to:

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Central Valley Flood Protection Board

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  1. Central Valley Flood Protection Board Board Approval of Change of Venue for Monthly Board MeetingsJay S. PuniaLorraine PendleburyMay 24, 2013

  2. BOARD ACTION Consider approval for the Central Valley Flood Protection Board to: • Move the monthly Board meetings from the Resources Building Auditorium to the Sacramento City Council Chambers for the foreseeable future

  3. BACKGROUND • Board has held its monthly public meetings at the Resources Building, in their Auditorium, for many years, and that has worked out well for the Board and the public • 2007 flood legislation provided the Board with increased regulatory and enforcement authority over flood management, and with adoption of the Central Valley Flood Protection Plan, the Legislature, Governor’s Office, Stakeholders, and the public have recently expressed a desire for more public access and transparency of the Board’s activities through webcasting of the Board’s meetings, and the provision of a better venue for the public and our stakeholders • The ease of webcasting, plus other benefits and solutions to challenges at the previous facility prompted the Board to explore the possibility of moving to another venue. • March 8, 2013- Board approved temporarily relocation to Sacramento City Hall for several months to determine whether or not a change would be desirable and fulfill the need for better transparency and outreach • Feedback stakeholders and the public has been very positive, and staff recommends the Board approve a move from the Resources Building Auditorium to the Sacramento City Council Chamber

  4. CITY COUNCIL USE POLICY • Outlined in the staff report (Attachment A) letter from the City Clerk

  5. BENEFITS OF CHANGING VENUE Transparency of Board Activities – webcasting (live streaming) • Meetings can be viewed live as well as recorded and archived on the website for future viewing of past meetings Technology • Screens are larger; speakers can stand, sit, and have wheelchair access; sound system is more modern and accommodating to the hearing impaired; dais screens allow for more efficiency; wireless access available Other Benefits • Closed Sessions – the audience will not have to leave (Board can go into a separate closed session room • Increased seating capacity and better viewing experience • Close parking $2 cheaper than the Resources Building public parking facility • More variety and choice in eating establishments

  6. COSTS ASSOCIATED WITH MOVE Facility: • No cost for the Board to use the Council Chambers for the twice-monthly meetings • No cost for on-site security • No cost for technician to operate equipment Webcasting Service: • There is an additional vendor cost for webcasting, archiving, and indexing of the live proceedings • One-time purchase webcasting equipment - $4,600 for encoder and $3,130 for a transmitter and receiver • Monthly service fee of $549 to live-stream the meetings, archive them, provide a searchable archive file, and provide vendor technician for troubleshooting

  7. ESTIMATED SAVINGS & NET COST Summary of Cost – Benefit of Moving to Sacramento City Hall: 2nd Year 2013-14 FY (12 months) 3rd Year 2014-15 FY (12 months) 1st Year 2012-13 FY (4 months) Estimated Savings from technical support and reduced meeting recording costs ($1,100/month) $13,200 $13,200 $4,400 Estimated Costs (one-time) Encoder Transmitter & Receiver Sub-total - 0 - - 0 - $4,600 $3,130 $7,730 On-Going Costs Monthly Service Fee ($549/month) – FY $6,588 $6,588 $2,196 $6,588 $6,588 $9,926 Total Costs $6,612 $6,612 Net Savings ($5,526) $1,086 $7,698 Cumulative ($5,526)

  8. SCHEDULING FOR JUNE AND JULY June Timeframe: • June 14 – Sacramento City Council Chamber • June 28 – Resources Building Auditorium July Timeframe: • July 12 – Sacramento City Council Chamber • July 26 – Resources Building Auditorium From August Timeframe: • Both meetings will take place at the Sacramento City Council Chamber

  9. STAFF RECOMMENDATION Staff recommends that the Board: • approve a move from the Resources Building Auditorium to the Sacramento City Council Chamber for its monthly meetings for the foreseeable future • and that the Board authorize the Executive Officer to take the necessary steps to implement the Board’s decision.

  10. QUESTIONS ? Staff Report Prepared by: Lorraine Pendlebury, AGPA Eric Butler, Supervising Engineer Reviewed by: Len Marino, Chief Engineer Jay S. Punia, Executive Officer

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