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HomeMy WebLinkAboutCOM 0902.000 2010-2012 J+tYfOS h''�7 nn i T• Aka' N► •County of Hawai`i Office of the County Clerk STEVE KAWENA LOPEZ Deputy County Clerk 25 Aupuni Street, Suite 1402 • Hilo,Hawai`i 96720 (808)323-4279 • Fax (808)323-4403 October 31, 2012 ,_., To: Council Chairman Dominic Yagong and Members of the Hawai`i County Council From: Steve Kawena Lopez, Deputy County Clerk Re: Process for submitting and receiving video testimony for Committee and Council Council approved a change to Rule 13 to permit public testimony by video media. This change is to take effect beginning with the meetings of November 8 and 9, 2012. The Office of the County Clerk proposes to implement the attached procedure to facilitate submittal of video testimony. SKL Attachment Comm. No, q°?-- Ref.To: ut c�l Ref. Data t 3 1 242 Serving the Interests of the People of Our Island Hawaii County is an Equal Opportunity Provider and Employer County of Hawaii Procedure: Submittal and receipt of public testimony by video (11/1/12) What the public sees on agenda's and web page: Submitting Video Testimony: Those submitting video testimony may email a complete web address (url)to videotestimony@hawaiicounty.gov hawaiicounty.gov before 12:00 noon on the business day prior to the meeting. The email shall indicate the appropriate Committee or Council meeting, the meeting date, agenda item (communication, bill, resolution, or report number), and number of testifiers on the video submittal. Each video submittal shall be limited to a single agenda item. Video submittals may contain up to three individual testifiers and shall each be up to three minutes in length. Video testimony will not be played during the meeting; however, it will be distributed to Council Members prior to the meeting. If submitted after deadline, Council Members will receive the video testimony after the meeting. The Office of the County Clerk reserves the right to refuse testimony containing inappropriate content or that is not in compliance with Council Rule 13 (Public Statements and Testimony). The process we will follow internally: 1. Video testimony will be received at videotestimony@ahawaiicounty.gov. Designated resources will review the submittal to ensure all needed information is provided and the web address to the video testimony is valid; 2. Allowable video formats are to be internet based, downloadable and accessible to this office and the general public; e.g. YouTube being the most commonly known but any similar functionality and format that we can access and review is acceptable 3. The submittal is to clearly indicate specific meeting date, agenda item, resolution/communication/bill number, number of testifiers on this video submittal and full web address to access the video testimony; 4. The video testimony must be on a specific item shown on the meeting agenda for the meeting to which it applies; 5. Designated staff will review the video to ensure it meets the overall requirements of Council Rule 13; 6. Video testimony not meeting the provisions of Council Rule 13, unable to be accessed or not available to the public will not be accepted. A reply email to the submitter will be sent to indicate this action and the reason; 7. If the video testimony is received by the deadline for submission, Council members will be provided information, prior to the meeting. If the video testimony is received after the deadline for submission, Council members after the meeting. 8. Video testimony will not be shown at meetings Considerations This procedure was developed in a large part from deliberations, testimony and some timing specifics in the resolution. • Intent: take advantage of capabilities inherent in modern day technology • Process: same as for written testimony • Timing: same as for written testimony • Video testimony o will not be duplicated and available to council prior to the meeting o will not be shown at the meeting o each submittal is limited to a single agendized topic o follow the 3 minute rule o each video is limited to no more than 3 testifiers of 3 minutes each on any single agendized topic • Video testimony, following the intent of all discussion, is to be interne based • Current meeting priorities for documents are o Council Referrals (From Council Members and/or the Administration and Applicants/Presenters) o Verbal Public Testimonies (In Person) o Written Public Testimonies ("Blues" Received up to 12:00 noon Deadline on the business day prior to meeting) o Written Public Testimonies ("Blues" if moving forward/"Purple" if passed or close file - Received after 12:00 noon Deadline).