HomeMy WebLinkAboutResolution No. 2010-037
CITY OF THE COLONY, TEXAS
RESOLUTION NO. 2010 - D-F>
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF THE COLONY, TEXAS AMENDING THE
VOLUNTEER POLICY FOR THE TAPING AND
BROADCASTING OF SPECIAL CITY AND COMMUNITY
EVENTS
WHEREAS, City Council has determined that it is in the best interest of
the City 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 amend the previously
adopted policy to allow certain audio/visual volunteers access to the city hall
building outside of regular business hours for the purpose of picking up and
returning audio/visual equipment.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL
OF THE CITY OF THE COLONY, TEXAS:
Section 1. That the Volunteer Policy for Telecommunications as adopted
by Council Resolution No. 04-19 on April 5, 2004, and amended by Council
Resolution 04-79 on September 13, 2004, is hereby further amended as attached
"Exhibit A", 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 20th day of April, 2010.
o'L G
e McCou , Mayor
City of The Colony, Texas
ATTEST:
C7
C ristie Wilson, City Secretary APPROVED AS TO FORM:"
2 ore, City Attorney p i`~
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, Community Development
Corporation 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.
On occasion the city manager may approve issuance of keys to
the city hall building and audio/visual storage areas in order for
volunteers to have access the audio/visual equipment outside of
regular business hours and to return equipment. (See Exhibit A
Key Responsibility Agreement for Audio/Visual Volunteers.)
3. 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.
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.
EXHIBIT A
Key Responsibility Agreement for
Audio/Visual Volunteers
Date:
1, , Audio/Visual Volunteer for the City of The Colony, do
hereby accept responsibility for the following City Hall keys:
109- Front door access to City Hall, Council Chambers, and AN operations
room
BBBC40- Council Chambers storage room
Further:
1. I agree that these keys will be used exclusively for the purpose of accessing the
City Hall building, AN and storage rooms to pick up and return AN related
equipment.
2. 1 agree that under no circumstance will either of these keys be loaned to anyone.
3. I agree that in the event the City Hall building is closed at the time equipment
needs to be accessed, the front building door, the Council Chambers door, and the
AN rooms shall be locked upon departure of the building. The building front
door shall be locked after entry in order to maintain building security.
4. Due to frequent activities scheduled in the Council Chambers, I agree to contact
city staff and ensure the room is not in use prior to entry so as not to disrupt
activities.
5. In the event either of the keys is lost or stolen I will immediately report it to the
City Secretary at 972 624-3106 or the Broadcast Coordinator at 972 624-3124.
In the event my services as AN Volunteer are terminated by the city or at my own
discretion, I will promptly return both keys to the Broadcast Coordinator or the City
Secretary.
Volunteer
City Manager Date