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and reasons for interest in serving. Some support for this proposal was expressed, with several councilors stating their preference that predetermined follow-up questions also be developed. These questions were distributed to the council on April 21 for feedback. Additionally, questions have been raised about the appropriate roles of advisory groups and of their incumbent members in making recommendations to the Mayor and council on selection of applicants for interviews and appointments. Several advisory groups have a practice of “weighing in” on these council decisions. The council binders this year contain not only applications, but templates with information on each group’s purpose, current focus, number of openings, and the knowledge, skills and abilities considered essential for effectiveness. These templates are intended to provide relevant information to help council, and serve as an alternative or addition to recommendations for or against any particular individuals. Recording and Webcasting Boards and Commission Meetings State of Oregon law requires that public notice be provided at least 24 hours in advance of meetings and that meeting records be maintained for public bodies. State law requires sound, video or digital recording or written minutes of meetings for City of Eugene advisory groups. At a minimum, the record of the meeting must include the name of the group; date, time and location of meeting; names of advisory group members in attendance and absent; a reference to any document discussed at the meeting, and decisions, recommendations and actions. Meeting records are made accessible through the City website, and can be provided in alternate formats. At this time, the City’s advisory groups have a wide range of meeting records. Examples: Planning & Development Department staff video-records Planning Commission meetings and posts to the City website, and audio-records Historic Review Board meetings. Official written minutes are not maintained. The Toxics Board maintains detailed, written minutes, which are posted when approved to the City’s public website page for the board. The Human Rights Commission has somewhat detailed written minutes and also audio-records meetings and makes those recordings available on request. The McNutt Room is equipped for webcasting. Staff is working to resolve issues with similar equipment in the Bascom-Tykeson Room of the Eugene Public Library. Outfitting the Sloat Room in the Atrium Building for similar capabilities is estimated to cost $35,000-50,000. The cost for contracting with LCOG Metro TV to post meetings to the City website, live or post-meeting, ranges from $240 to $460 per meeting. Closed-captioning for the recording is an additional $110 per hour. The Planning & Development Department has aligned its budget to support regular webcasting for Planning Commission meetings. Initiatives are underway to enhance video capability for the entire City organization, and to provide departments with resources to perform some level of audio- and video- recording and storage for all advisory groups. Staff is targeting summer 2011 for implementation. Council feedback is invited on the use of multiple formats – written, audio, video, storage accessibility – and reach of these technologies to include subcommittees and task teams. Emergency Procedures Staff from Risk Services will provide information on what to do in the event of an emergency, both specific to City Hall occupants and general safety/preparedness tips. \\Cesrv500\cc support\CMO\2011 Council Agendas\M110427\S110427B.doc