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HomeMy WebLinkAboutResolution No. 04-19 CITY OF THE COLONY, TEXAS RESOLUTION NO. 04- [ cq A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS ADOPTING VOLUNTEER POLICIES AND PROCEDURES FOR THE TAPING AND BROADCASTING OF SPECIAL CITY AND COMMUNITY EVENTS WHEREAS, City Council does recognize that it is in the best interest of all concerned to establish policies and procedures for taping and broadcasting special city and community events; and WHEREAS, the Home Rule Charter does not set forth such policies and procedures; and WHEREAS, the City Council deems it necessary to establish those policies and procedures. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS, that the policies and procedures attached hereto are made a part of this resolution and are hereby adopted and approved as a uniform guideline for the taping and broadcasting of city and community events by volunteers for the City of The Colony. PASSED AND APPROVED this 5th day of April, 2004. ]~hn Dillard, Mayor 1Eity of The Colony, Texas ATTEST: · ' ' n, RMC, City Secretary Proposed Policy To provide guidance to volunteers for taping and broadcasting special City/Community events and functions. Procedures A. City Council Meetings and Special Events 1. The City Manager shall select a city staff member to be the Broadcast Coordinator to film and broadcast regular City Council meetings and Planning and Zoning Commission meetings. If the staff member is not available, the Volunteer Coordinator should enlist the assistance of volunteers to film these meetings. 2. The City Manager may contract with private firms to tape special events or activities or other items of interest to the public. 3. If it is deemed appropriate, volunteers can be enlisted to tape special events or activities. Private firms can be employed to edit the films taped by the volunteers. B. Volunteers 1. The City Council will appoint a Volunteer Coordinator. The Volunteer Coordinator will report to the Broadcast Coordinator. The Volunteer Coordinator be responsible for ensuring that proper procedures are followed when checking equipment in and out. The Volunteer Coordinator will detemdne who can use the equipment. 2. The volunteers who check out the equipment will accept full responsibility of the audio/visual equipment. 3. The volunteers will sign the log-in and log-out report in the telecommunications room, and the Volunteer Coordinator will inventory all equipment in each box when checked out and upon return. Any discrepancies or breakage will bo reported to the Broadcast Coordinator immediately and repairs initiated. All equipment should he returned during the office hours of the next business day at~er taping of the event. 4. The volunteers will turn over the film/disk to be broadcasted, to the Volunteer Coordinator on agreed upon schedules as soon as possible. The Volunteer Coordinator will give the film/disk to the City's Public Information Officer upon receipt of the edited film/disk. 5. When the schedules for the evems to be filmed are available, the volunteers should file a copy of the schedules with the Volunteer Coordinator immediately. For other events that do not have a pre-determined schedule, the volunteers should inform the Volunteer Coordinator with a 7 day advance notice to request filming of community related events. 6. All volunteers will adhere to the Municipal Cable Channel Policies, and all city policies and procedures applicable to such activities. The Volunteer Coordinator or the designee will approve volunteers upon review of application forms. The list of volunteem will be filed with the City Secretary's Office and a copy will go to the Volunteer Coordinator, Broadcast Coordinator and be posted in the telecommunications room.