PEPPER PIKE, Ohio — City Council is discussing ways to make its meetings more accessible by incorporating communications technology.
On Sept. 9, council discussed upgrading its online presentation of meetings, as well as the possibility of allowing council members, or those speaking at council and committee meetings, to do so, if necessary, remotely.
Councilman Scott Newell told of results from a Communications Committee meeting held Sept. 8 in which several communications professionals took part and lent their ideas and opinions on how to improve what Pepper Pike now provides.
Currently, council meetings are seen online on You Tube through the lens of one stationary camera and are heard via an audio mixer that Newell said is no longer state-of-the-art, as it was when installed.
The single camera, he noted, is stationed at the back of council chambers and its view from afar does not easily allow for viewers to discern who on screen is talking.
The audio/visual system is now operated by one person, who also has other city hall duties to perform.
Internet interruptions now permanently put an end to the streamed presentation of meetings.
Council did not take action on the subject, but did hear from Newell of possible enhancements to be considered for a better viewing experience.
“Essentially, we discussed four different options,” Newell told his council colleagues on Sept. 9. “One is a full-service solution.” This solution would have one person operate the production and allow for name identification at the bottom of the screen, informing viewers of who is speaking.
Options include adding verbatim transcripts of meeting minutes, which would allow people searching for speciic topics discussed at previous meetings to easily find those discussions within an archive of past meetings.
Another option would incorporate automation. It would feature three cameras offering different perspectives of the meeting, as well as a podium from which speakers could be seen and heard. Council chambers currently do not have a speakers podium.
A person would be necessary to switch the cameras, serving as a director.
“Switching cameras can be automatic,” Newell said. “(But) it’s not as good as having somebody do it.”
He said that another option is to keep the current audio system and add two or three fixed cameras that would allow for split-screen viewing.
Another addition could be that of remote participation for council members and presenters.
“What we’re (the committee) planning on doing is having a recommendation for council by the next council meeting (Sept. 23),” Newell said, “and obviously it would be up to council to decide which way we’re going to go on this.
“It’s not an easy decision, there’s pros and cons to everything.”
Beachwood City Council chambers has a set-up that includes multiple cameras and a person who remotely directs camera usage. Beachwood’s agendas for each meeting are broken up into individual items for easy viewing of a topic at a later date that is of interest to a viewer.
Remote participation
Council held a lengthy discussion about whether it should vote to allow remote participation in meetings so that council members or presenters would be able to contribute without being physically present.
Some council members feel that in-person attendance should be mandatory, while others believe that, due to travel, illness, or emergencies, absences from meetings cannot always be avoided, and that taking part virtually is a good solution.
There was also discussion on whether such a virtual solution should be allowed for only a designated number of meetings. a limit that would be specifically stated within an ordinance.
“I believe that all bodies meet better together in person,” said Councilwoman Emmy Zatroch. “I remember having meetings on Zoom (during the COVID pandemic). You don’t have the same rapport with colleagues that you do when you’re actually, fully in the room with them.”
Zatroch said her stance on the subject has softened a bit since Newell had to miss several consecutive meetings due to an undislcosed matter that she said was beyond his control.
“I think it’s really iumportant to have this option,” said Councilwoman Jackie Godic, of remote participation. Godic said that the current council members are ”super-responsible” and that she does not believe any would intentionally miss meetings.
“I don’t know that we need a limit (of missed meetings/virtual participation) now,” she said. “That can always be revisited in the future.”
She said she does not want council to be put in a position in which it would be judging other members as to why they missed meetings.
Godic said she believes it is important to allow for virtual participation, stating that “life happens” and missing a meeting can sometimes be unavoidable.
Mayor Richard Bain favors in-person participation. He said that if council acts to allow remote participation, it should include stated, specific standards.
“It’s frankly uncomfortable, as one who chairs these (council) meetings,” he said. “I don’t want to be the bad guy either saying no, and I don’t really love the idea of going along to get along and someone (a council member) can just go away (and miss meetings).
“It’s my preference that people come to meetings. That’s what we’re all elected to do, come to meetings.”
South Euclid is one neighboring city that allows its council members and department directors to take part in meetings remotely. It does not have a limit as to how many meetings are permitted for such participation.
South Euclid City Council members have participated remotely in the cases of travel and long-term illness.
Newell and the Communications Committee are discussing remote participation. Newell told council that vendors offering upgrades to the city’s audio/visual presentations have incuded remote participation in their packages. When council eventually chooses the direction it wants to go, the remote participation option will be included.
Council will await a recommendation from the Communication Committee before taking action.