PROTOCOL FOR RECORDING BOA COMMITTEE MEETINGS — File 205232

2/22/18 PROTOCOL FOR RECORDING BOA COMMITTEE MEETINGS This protocol is developed pursuant to Rule 8 of the Board of Aldermen: Rule 8. Each meeting of the Board of Aldermen or any of its committees shall be video recorded whenever video recording equipment is available and operable. In the absence of video recording equipment, an audio recording shall be made whenever audio recording equipment is available and operable. The City Clerk shall ensure that the recording is made available for public review on the Board of Aldermen’s web portal. Subject to direction from the City Solicitor, Executive Session meetings shall not be recorded by video or audio, but minutes for such meetings shall be kept by the City Clerk. (Enacted 2/8/18). Meetings in the Aldermanic Chambers Effective immediately, all Committee meetings in the BOA Chambers will be videotaped by Communications staff. Such meetings will also be live-streamed via the BOA portal. Meetings in the Committee Room • Effective immediately, and until March 5, 2018, all Committee meetings in the Committee Room will be audiotaped by a Clerk of Committees operating a digital audio recorder. • Effective March 5, 2018, all Committee meetings in the Committee Room will be videotaped by a Clerk of Committees operating a locked-down single camera. • OPTION: Effective March 5, 2018, with at least 3 business days’ advance notice, the Committee Chair may request videotaping by Communications staff operating the two wall- mounted cameras. This request should be made to a Clerk of Committees or the City Clerk. Meetings in the Subcommittee Room Effective immediately, all Committee meetings in the Subcommittee Room will be audiotaped by a Clerk of Committees operating a digital audio recorder. Meetings held Offsite Effective immediately, all Committee meetings scheduled at least 3 business days in advance of the meeting in an offsite location will be videotaped by Communications staff. Notes • The Communications Department will do its best to provide staff when required pursuant to this protocol, but is dependent on scheduling issues which can be interrupted by unforeseen circumstances. • In the absence of any other recording technology, all meetings will be audiotaped by a Clerk of Committees operating a digital audio recorder. • Nothing in this protocol will prohibit a Committee Chair from requesting that a Committee meeting be broadcast on cable TV. This request should be made to a Clerk of Committees or the City Clerk.