Central Valley Flood Protection Board Meeting – Agenda Item No. 8B Central Valley Flood Protection Board

Central Valley Flood Protection Board Meeting – Agenda Item No. 8B Consider approval for the Central Valley Flood Protection Board to:  Move the monthly Board meetings from the Resources Building Auditorium to the Sacramento City Council Chambers for the foreseeable future 2

Central Valley Flood Protection Board Meeting – Agenda Item No. 8B  Board has held its monthly public meetings at the Resources Building, in their Auditorium, for many years, and that has worked out well for the Board and the public  2007 flood legislation provided the Board with increased regulatory and enforcement authority over flood management, and with adoption of the Central Valley Flood Protection Plan, the Legislature, Governor’s Office, Stakeholders, and the public have recently expressed a desire for more public access and transparency of the Board’s activities through webcasting of the Board’s meetings, and the provision of a better venue for the public and our stakeholders  The ease of webcasting, plus other benefits and solutions to challenges at the previous facility prompted the Board to explore the possibility of moving to another venue.  March 8, Board approved temporarily relocation to Sacramento City Hall for several months to determine whether or not a change would be desirable and fulfill the need for better transparency and outreach  Feedback stakeholders and the public has been very positive, and staff recommends the Board approve a move from the Resources Building Auditorium to the Sacramento City Council Chamber 3

Central Valley Flood Protection Board Meeting – Agenda Item No. 8B  Outlined in the staff report (Attachment A) letter from the City Clerk 4

Central Valley Flood Protection Board Meeting – Agenda Item No. 8B Transparency of Board Activities – webcasting (live streaming)  Meetings can be viewed live as well as recorded and archived on the website for future viewing of past meetings Technology  Screens are larger; speakers can stand, sit, and have wheelchair access; sound system is more modern and accommodating to the hearing impaired; dais screens allow for more efficiency; wireless access available Other Benefits  Closed Sessions – the audience will not have to leave (Board can go into a separate closed session room  Increased seating capacity and better viewing experience  Close parking $2 cheaper than the Resources Building public parking facility  More variety and choice in eating establishments 5

Central Valley Flood Protection Board Meeting – Agenda Item No. 8B Facility:  No cost for the Board to use the Council Chambers for the twice-monthly meetings  No cost for on-site security  No cost for technician to operate equipment Webcasting Service:  There is an additional vendor cost for webcasting, archiving, and indexing of the live proceedings  One-time purchase webcasting equipment - $4,600 for encoder and $3,130 for a transmitter and receiver  Monthly service fee of $549 to live-stream the meetings, archive them, provide a searchable archive file, and provide vendor technician for troubleshooting 6

Central Valley Flood Protection Board Meeting – Agenda Item No. 8B Summary of Cost – Benefit of Moving to Sacramento City Hall: 7 Estimated Savings 1.from technical support and reduced meeting recording costs ($1,100/month) Estimated Costs (one-time) 1.Encoder 2.Transmitter & Receiver Sub-total On-Going Costs 1.Monthly Service Fee ($549/month) – FY $4,600 $3,130 $7,730 $4,400 Net Savings Cumulative Total Costs $2,196 $9,926 ($5,526) $13,200 $6,588 $6,612 $1, $13,200 $6,588 $6,612 $7,698 1 st Year FY (4 months) 2 nd Year FY (12 months) 3 rd Year FY (12 months)

Central Valley Flood Protection Board Meeting – Agenda Item No. 8B June Timeframe:  June 14 – Sacramento City Council Chamber  June 28 – Resources Building Auditorium July Timeframe:  July 12 – Sacramento City Council Chamber  July 26 – Resources Building Auditorium From August Timeframe:  Both meetings will take place at the Sacramento City Council Chamber 8

Central Valley Flood Protection Board Meeting – Agenda Item No. 8B Staff recommends that the Board:  approve a move from the Resources Building Auditorium to the Sacramento City Council Chamber for its monthly meetings for the foreseeable future  and that the Board authorize the Executive Officer to take the necessary steps to implement the Board’s decision. 9

Central Valley Flood Protection Board Meeting – Agenda Item No. 8B Staff Report Prepared by:Lorraine Pendlebury, AGPA Eric Butler, Supervising Engineer Reviewed by:Len Marino, Chief Engineer Jay S. Punia, Executive Officer 10