Title
Clerk of the Board recommending the Board:
1) Direct County Boards, Committees and Commissions to hold their regular meetings in a hybrid format which would include both in-person and live-streaming components;
2) Direct County Boards, Committees and Commissions which have a broad Countywide impact coverage to be held in an approved facility; and
3) Direct County Boards, Committees and Commissions meetings to be recorded and those recordings posted on the County’s website following each meeting as practically feasible.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The goal of the Board is to implement consistency and transparency for all meetings to allow the public to participate in government processes. A hybrid meeting is one in which some members attend in person while others connect remotely. The benefits of these meetings allow people to attend regardless of geographical distance. It has also become an expectation of the public that public agencies conduct hybrid meetings. Hybrid meetings provide flexibility for the public to attend in person or remotely while still being able to participate in a meaningful and interactive manner.
The Board has determined that the following Boards, Committees and Commissions have a broader Countywide impact:
Agricultural Commission
Assessment Appeals Board
Behavioral Health Commission
Board of Appeals
Building Industry Advisory Commission
Cemetery Advisory Committee
Charter Review Committee
Civil Service Commission
Commission on Aging
Community Action Council
Community and Economic Development Advisory Committee
El Dorado County Airports Advisory Committee
El Dorado County Commission for Youth and Families
El Dorado Solid Waste Advisory Committee
Fish and Wildlife Commission
Historical Museum Commission
Human Rights Commission
In-Home Supportive Services Advisory Committee
Library Commission
Parks and Recreation Commission
Planning Commission
Veteran Affairs Commission
The abovementioned Boards, Committees and Commissions will be required to hold their meetings in an approved facility. Multiple criteria were used to determine if a facility would be designated as an approved facility. Some considerations were audio/video equipment present at the site, ability to live stream and record meetings, and adequate space available for the public to attend. The approved facilities are as follows:
1) El Dorado County Board of Supervisors Chambers; and
2) El Dorado County Planning Commission room.
The Board Chamber will be the primary meeting location, however if unavailable the Planning Commission room will be utilized. Clerk of the Board staff will work with County staff that support a Board, Committee or Commission to learn how to conduct their meetings in the approved facility and shall provide written instructions for future reference.
Those Boards, Committees and Commissions, which have more of a local community impact, shall meet in an approved facility until the technology is available for them to meet in a local community facility with hybrid and live stream capabilities. Clerk of the Board staff have worked closely with Information Technologies to purchase equipment to support remote meetings in a hybrid setting. Clerk of Board staff will further support those Boards, Committees and Commissions that hold remote meetings by attending their meetings and running the equipment to live stream and record the meetings.
Recordings of Boards, Committees and Commissions will be available on the County website, which can be found at the following link <https://eldorado.legistar.com/Calendar.aspx>.
ALTERNATIVES
The Board could decide not to approve and allow County Board, Committees and Commissions to continue to meet as they currently do.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
All Departments - Countywide policy.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no financial impact to approving this item. The Clerk of the Board has purchased audio/video equipment for remote meetings utilizing savings from within the department. It is not anticipated that any additional staff will be needed to assist in implementing this process.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Kim Dawson x5393