SUNSHINE ORDINANCE TASK FORCE
PUBLIC EDUCATION & INFORMATION COMMITTEE
MINUTES*
Thursday, October 14, 2004, 4:00 p.m.
City Hall, Room 406
Committee Members: David Parker, Chair, David Pilpel, Marjorie Williams
Note: Note: First name after item indicates Member initiating motion. Second name indicates Member seconding motion. All items passed unanimously except as noted.
Meeting called to order at 4:00 p.m.
Roll Call: Present: Parker, Pilpel, Williams
Agenda Changes: None
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1.
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Approval of minutes of September 9, 2004.
Minutes approved. (Williams/Pilpel) (Ayes: Members Williams, Pilpel, Parker)
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2.
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Discussion with City Hall Building Management regarding public meetings at City Hall.
Rohan Lane, Media Security Systems Manager, City Hall Building Management, discussed e-mail distribution of City Hall schedules of meetings, events, and rallies to City department heads, security, the press room, and police. An intranet site is also available with this information that will be linked to a public web-site in the future. A handout was distributed of information that is available online.
No provision for the visually impaired other than to direct people to Room 8. All hearing rooms within City Hall are equipped with audio-recording devices and assisted listening devices. Conference rooms are supplied with portable equipment if required. In addition, software is available to anyone with a laptop in order to record a meeting.
Rallies within City Hall steps require City Hall permits. PA systems are only available for City officials at this time. Amplified sound permits are required through the Entertainment Commission.
Video recordings are available through SFGTV for Rooms 263, the Board Chambers, 400, 416 and Press Conference Rooms. Individual departments are charged for video recording meetings. Rooms 406 and 408 are set up for audio-recording only at this time. The Building Department schedules Rooms 400, 408, 416, 034, 082 and 421. Rooms 263 and 279 are handled through the Clerk of the Board and Room 406 is handled through the Assessment Appeals Board.
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3.
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Discussion of proposed community meetings and dates.
Member Parker recommended providing information to the community on the Sunshine Ordinance. Member Williams would check for availability of the Bayview Opera House. A recommended date was Saturday, November 20 at 11:00 a.m., 12:00 p.m., 5:00 p.m. or 6:00 p.m.
Motion for the Public and Education and Information Committee to forward to the full Task Force a request for approval to provide resource information as a community public service. The structure would be discussed with Deputy City Attorney Llorente. (Williams/Pilpel) (AYES: Members Williams, Pilpel, Parker)
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4.
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Discussion of recent change in Police Department information practices.
Member Pilpel discussed the San Francisco Police Department’s proposed policy change on information practices as discussed in the newspaper article "SFPD alters policy on information…"
A discussion was held regarding Task Force members who attend meetings and speak on behalf of the Sunshine Task Force.
Continued to the next meeting.
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5.
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Policy body compliance with 72-hour agenda posting requirement.
Member Pilpel discussed better ways for departments to comply with the 72-hour agenda posting requirement in particular for meetings held Monday, Tuesday, or Wednesday and not posted or mailed until Friday.
Chair Parker recommended inviting to the next meeting representatives from newspapers that have free advertising, particularly the Bay Guardian, SF Weekly, Asian Week, the Independent, and Examiner to ask them if they would be willing to advertise upcoming meeting schedules.
Continued to the next meeting.
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6.
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Update of Committee Mission and Work Plan.
The Public Education and Information Committee Mission and Work Plan adopted with an amendment to change the wording on the paragraph that reads "The Committee will assist the City Attorney’s Office in coordinating training to persons involved with Boards and Commissions…" to "…coordinating training for custodians of records of departments, secretaries and clerks of Boards and Commissions, members of Boards and Commissions, department heads, public information officers, and all those required to file Statements of Economic Interests forms." (Pilpel/Williams) Unanimously approved. (AYES: Members Pilpel, Parker, and Williams)
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7.
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Public comment. None
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8.
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Future suggested agenda items of Committee.
Invite members of the free press to request free advertising for departments (Parker)
Visitacion Valley outreach (Williams).
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The meeting adjourned at 5:10 p.m.
Submitted by Donna L. Hall, Administrator
*This meeting has been audio recorded and is on file in the office of the Sunshine Ordinance Task Force.