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02-25-19 Minutes Commisison Workshop`- MINUTES Commission Workshop Meeting Monday, February 25, 2019 - 5:30 PM -��Commission Chamber ATTENDANCE: Present: Ellen Glasser, Mayor - Seat 1 Cindy Anderson, Commissioner - Seat 2 Candace Kelly, Commissioner - Seat 4 Brittany Norris, Commissioner - Seat 5 Absent: Blythe Waters, Commissioner, Seat 3 Also Present: Joe Gerrity, City Manager (CM) Brenna Durden, City Attorney (CA) Donna Bartle, City Clerk (CC) Kevin Hogencamp, Deputy City Manager (DCM) Keith Randich, I.T. Manager Russell Caffey, Director of Finance Phyllis Nadeau, Associate City Clerk/Recording Secretary CALL TO ORDER TOPICS A. Presentation by City's financial advisor CM Gerrity called on Russell Caffrey, Director of Finance (DOF). DOF Caffrey introduced Sidney Taylor, Senior Investment Management Consultant and Chris Bridges, Institutional Consulting Director at Morgan Stanley (Graystone Group). He explained their role is management of both City pension plans and the City's investment plans. They report quarterly to the Commission and have been working with the City for approximately three (3) years, prior to a contract with Morgan Stanley. Chris Bridges, Institutional Consulting Director at Morgan Stanley, addressed the Commission with a brief history of his role with Morgan Stanley, and provided a handout on Pension Plans and a Cash Reserve Update. Sidney Taylor addressed the Commission and gave a brief history of his and Mr. Taylor's personal and professional backgrounds. Mr. Taylor explained how Graystone Consulting is part of the wealth -management side of Morgan Stanley. Mr. Taylor presented a slideshow detailing the City's Performance Studies/Fixed Income and Preferreds Asset Allocations for the General Fund and the Police Fund. Commission Workshop February 25, 2019 Pagel of 3 Mayor Glasser opened the floor for questions and all questions were answered for the Commission. B. Video recording and closed -captioning of City board and committee meetings CM Gerrity explained it was a budgeting decision to select only Regular Commission Meetings and Commission Workshops for the American Disabilities Act (ADA) compliance, until such a time as the issue could be placed on an agenda. Mr. Gerrity asked the Commission to advise Staff as to which meetings should be captioned and posted to the website going forward for the next budget year. CM Gerrity called Keith Randich, Director of Information Technology (DIT) to the podium. DIT Randich gave a brief history of the City's contract with Swagit (streaming service) to record, broadcast and store City meetings. He explained that when the contract was first drawn up with Swagit only select meetings were chosen to be broadcast, along with an allowance for Special -Called Meetings for emergency purposes. As the years progressed, more meetings were added (Code Enforcement, Community Development Board, etc.) to the contract, and Swagit maintained the City at the same yearly rate regardless of the number of meetings requested to broadcast. Even though the contract was for thirty (30) meetings per year we were actually broadcasting approximately fifty (50) to sixty (60) meetings. In 2018 the City renewed the contract with Swagit and increased it to 75 meetings (all Commission Meetings, Workshops, Special -Called Meetings, and Community Development Board Meetings). In 2018 Mayor Glasser and Donna Bartle, City Clerk, received an email from a deaf website visitor who could not watch the meetings as they were not closed -captioned. The law to make websites ADA accessible has been "on the books" for about twenty (20) years, but it has been as recent as the last two (2) years that the Courts have started to enforce this law (video posted on a website must be closed -captioned). Over the last two (2) years there have been a number of Court cases that have taken place in Florida, New York and California on the issue. DIT Randich stated City Staff met with Mayor Glasser a few days after receiving the letter and a project was put in place to remove all meetings from the website that were not ADA compliant. A decision was made to engage Swagit to perform closed - captioning of the Commission Meetings only (approximately 25 meetings per year), but it was soon realized that the 25 meetings per year was not sufficient for what the City felt needed to be available to citizens. He explained this type of closed -captioning is more complex than other types of closed -captioning due to the legal ramifications. The contract with Swagit was re -defined at the beginning of 2019. He went over all potential costs, depending on the number of meetings. The cost to have ALL meetings close - captioned would be over $35,000 per year. The City is currently paying $28,000 per year to record and store 75 meetings, which includes all meetings for the Commission, Community Development Board, Code Enforcement Board and other boards that meet in the Chamber, however, only the Commission events are being closed -captioned and posted to the website. He explained that, if a citizen wishes to view any meeting other than a Commission meeting, a request must be made through the Clerk's office. To date, no requests have been made to have any of these closed -captioned. However, if a request is made to have a non -commission meeting closed -captioned, the City would assign Swagit to caption the meeting at a cost to the City of approximately $100.00 per meeting hour. Commission Workshop February 25, 2019 Page 2 of 3 Mayor Glasser opened the floor and all questions were answered for the Commission. Discussion ensued regarding other means available that would allow the City to be ADA compliant. A decision was made for CM Gerrity to bring a recommendation to the Commission during the next budget season. 2 PUBLIC COMMENT There were no speakers. ADJOURNMENT Mayor Glasser adjourned the meeting at 6:24 p.m. Attest: Donna L. Bartle, City Clerk l en Glasser, Mayor Approval Date: 1--//-N Commission Workshop February 25, 2019 Page 3 of 3