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CC Work Session 2, 6, <br />Meeting Date: 09/14/2021 <br />Information <br />Title: <br />Discuss City Meeting Minutes and Video/Audio Archiving Recordings of City Council Work Sessions <br />Purpose/Background: <br />The purpose of this case is to discuss and consider options for providing additional detail in the City Minutes; as <br />well as to discuss options regarding the possibility of recording City Council Work Sessions. <br />City Minutes <br />There has been some interest in providing additional detail in the City meeting minutes. Timesaver Off Site <br />Secretarial, Inc. stated that at least one secretary is available to prepare near verbatim minutes. Near verbatim <br />minutes are not "court reporting" but rather provides clean documentation of discussions, capturing a much greater <br />level of detail. There may be technical needs to be worked out in order to capture adequate sound quality for the <br />secretary to complete the minutes in this fashion. Staff will provide additional information on this matter, including <br />a revised estimate of the potential increase in cost, during the meeting. <br />Video Recording Work Sessions <br />The City's current meeting software, used for offering remote access to participants and video recording City <br />meetings, has functionality to be viewed following each meeting. The City's IT Manager, Jason Fredrickson, will be <br />on hand Tuesday evening to discuss this option, alternatives, and to answer questions. <br />Video Recording Work Sessions <br />The Executive Director at QCTV suggests two options available for recording city council work sessions for later <br />playback and video on -demand (VOD): <br />Option A <br />Move the work session meetings into the council chambers. The QCTV producer assigned to the meeting would <br />switch the cameras, insert graphics, and monitor audio. The QCTV recording of the fully produced meeting would <br />have video bookmarks inserted. The recording would be played back on the Ramsey Government channel* and <br />available VOD on the QCTV web site. <br />Option B <br />The work session stays in the Itasca Room and city staff would use Zoom (or similar)to manage and record the <br />meeting. The Zoom recording would be shared the following day with QCTV. There are no graphics or video <br />bookmarks in a Zoom recording. We are not able to video record the meeting to QCTV standards from the Lake <br />Itasca Room without a significant investment in additional equipment. The recording would be played back on the <br />Ramsey Government channel* and available VOD on the QCTV web site. <br />*If the city prefers VOD only, QCTV would not program the work session for Ramsey Channel playback. <br />Audio Recording and Archiving <br />At the work session of Tuesday, July 27th there was a question asked about what the current cost is to store our <br />meeting audio. The city's IT Manager Jason Fredrickson, states that pays $850/yr. to LOGIS for each server, plus <br />—$0.91 per GigaByte (GB) of space allocated. All of the current meeting audio for all Boards, Commissions, and <br />Council Meetings/Sessions occupies approximately 19.2 GB of space on our server based on what could be located. <br />This would put the yearly cost to keep these files at around $17.48. At present, this is just under two years' worth of <br />