HomeMy WebLinkAboutResolution No. 04-79 CITY OF THE COLONY, TEXAS
RESOLUTION NO. 04- ~ ~
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
THE COLONY, TEXAS AMENDING 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 amended policies and
procedures as adopted by Council Resolution No. 04-19 on April 5, 2004 is
hereby approved as amended and 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 13th day of September, 2004.
Wilson, Cit~Sec~tary
Amended Volunteer Policy for Telecommunications
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 oversee the filming and broadcast of
regular City Council meetings and Planning and Zoning
Commission meetings. If the staff member is not available, the
Volunteer Coordinator shall make a schedule of volunteers to
film these meetings and post with the staff member and in the
communications room.
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 will be responsible
for ensuring that proper procedures are followed when
checking equipment in and out. The Volunteer Coordinator
will determine 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 be reported to
the Broadcast Coordinator immediately and repairs initiated.
All equipment should be returned during the office hours or the
next business day after 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 events 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 volunteers 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.