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HomeMy WebLinkAboutStudy Session Agenda Packet 08-07-17 STUDY SESSION AGENDA CITY COUNCIL CITY OF WHEAT RIDGE, COLORADO 7500 W. 29th Ave. Wheat Ridge CO August 7, 2017 6:30 p.m. Individuals with disabilities are encouraged to participate in all public meetings sponsored by the City of Wheat Ridge. Call Sara Spaulding, Public Information Officer 303-235-2877 at least one week in advance of a meeting if you are interested in participating and need inclusion assistance. Citizen Comment on Agenda Items 1. Staff Report(s) 2. Denver Water Presentation 3. 38th Ave. Pedestrian Lighting Replacement 4. Run Hide Fight Video 5. Election Forum 6. Elected Officials’ Report(s) ADJOURNMENT Memorandum TO: Patrick Goff, City Manager FROM: Scott Brink, Public Works Director DATE: August 2, 2017 (For August 7, 2017 Study Session) SUBJECT: Denver Water North System Renewal Project Update Representatives of Denver Water will provide an overview of the upcoming North System Renewal Project. The project will be constructed over a multi-year period and consist of the following as shown on the attached map: 1. Northwater Treatment Plant: Denver Water is constructing a new, state-of-the-art water treatment plant next to the Ralston Reservoir north of Golden. The Northwater Treatment Plant will be capable of treating up to 150 million gallons of water a day and will be equipped with disinfection technology that will provide flexibility to react to changes in water quality. 2. Ralston Reservoir Connection: The project involves an upgrade and improvements to connect Ralston Reservoir to the Northwater Treatment Plant. This includes replacing and upgrading the 1930’s-era pipelines and valves that allow water to be released to the reservoir. 3. Northwater Pipeline: Denver Water will be installing a seven-foot diameter pipeline along an 8.5-mile route from Ralston Reservoir to the Moffat site in Lakewood, replacing two existing smaller diameter pipelines. The new pipeline will transport treated water from the newly built Northwater Treatment Plant to the Moffat site for distribution to customers. 4. Moffat Distribution Site: The existing Moffat Treatment Plant, originally constructed in 1937, will be re-purposed into a storage and distribution site for the treated water coming from the new Northwater Treatment Plant. Of particular interest to the City of Wheat Ridge is the Northwater Pipeline construction that will traverse southeasterly across the west side of Wheat Ridge at the same location of the existing easement and pipelines to be replaced. The pipeline replacement work that will cross Wheat Ridge essentially extends between locations near the intersections of 44th and Eldridge and Union Street and 29th Avenue and Union Street. Included in the alignment are crossings of 44th Avenue, Clear Creek, the Clear Creek Crossing property, 32nd Avenue, and tunneling of the new pipeline underneath and across Highway 58, I-70, and the Applewood Shopping Center. The Denver Water representatives will provide a project overview and schedule, and will be available to answer questions. W a r d R d W a r d R d 44th Ave44th Ave 70 38th Ave38th Ave 32rd Ave Y o u n g f i e l d S t 26th Ave26th Ave 20th Ave20th Ave K i p l i n g S t K i p l i n g S t 70 93 58 M c I n t y r e S t M c I n t y r e S t 58th Ave58th Ave 64th Ave64th Ave I n d e p e n d e n c e S t I n d e p e n d e n c e S t R a l s t o n R d R a l s t o n R d I n d i a n a S t I n d i a n a S t E l d r i d g e S t E l d r i d g e S t 52th Ave52th Ave E a s l e y R d E a s l e y R d 58th Dr58th Dr Ralston Reservoir Ralston Reservoir Blunn Reservoir Blunn Reservoir W a s h i n g t o n A v e W a s h i n g t o n A v e 72nd Ave72nd Ave I n d i a n a S t I n d i a n a S t S i m m s S t S i m m s S t Colfax AveColfax Ave WEST CENTRAL EAST West Phase Schedule: 2017. Tunnel construction at the intersection of Northwater Pipeline and State Highway 93 2018. Construction begins at the Northwater Treatment Plant and Ralston Reservoir Connection site 2018. Construction and replacement of west segment of Northwater Pipeline Ralston Reservoir Ralston Reservoir ConnectionConnection NorthwaterNorthwater Treatment PlantTreatment Plant Northwater PipelineNorthwater Pipeline Moffat Moffat Treatment Treatment PlantPlant Central Phase Schedule: 2017. Tunnel construction at the intersection of Northwater Pipeline and Indiana Street, State Highway 58 and Youngfi eld Street 2019. Construction and replacement of central segment of the Northwater Pipeline East Phase Schedule: 2019. Construction and replacement of east segment of Northwater Pipeline 2018-2023. Improvements to the Moffat Treatment Plant site 070702rd 2rdAvAvveee Y o Y o u n g f i u n g 5858 I n d i a n a S t I n d i a n a S t E l d r i d g e S t E l d r i d g e S t W a r d R d 44th Ave Y o u n g fi e l d S t 58 70 38th Ave 32rd Ave Tunnel Locations 2017 Pipeline and Tunnel Construction 2017 Pipeline and Tunnel Construction 93 Tunnel Location For more information: www.northsystemrenewal.org or contact us at 303-893-2444 northsystemrenewal@denverwater.org DW Info Map.indd 1DW Info Map.indd 1 4/25/2017 8:07:29 AM4/25/2017 8:07:29 AM Attachment 1 Memorandum TO: Patrick Goff, City Manager FROM: Scott Brink, Public Works Director DATE: July 31, 2017 (For August 7, 2017 Study Session) SUBJECT: Street Light Replacements (38th Avenue) BACKGROUND: In May of 2017, the City of Wheat Ridge experienced a serious and damaging hailstorm that caused an extensive amount of loss to public and private property. Among the property damaged were the majority of the decorative streetlights on 38th Avenue between Harlan Street and Sheridan Boulevard. The lights were installed as part of the 38th Avenue Streetscape project (between Sheridan and Harlan) in 2002. These particular streetlights are unique in that they include a glass globe fixture not used elsewhere in the City. The manufacture of this fixture went out of business several years ago, and the repairs and replacements to date have only been possible because additional globes were purchased several years ago and held in reserve. The last of the spare units were used some time ago, and staff has been unsuccessful in locating a similar fixture that will function on the existing lighting system, which includes the supporting pole and supporting fixture hardware. (Attachment 1) Summary and Next Steps There are 72 of these lighting units, and 42 were damaged. The City’s insurance carrier (CIRSA) has authorized replacement of the 42 damaged fixtures at a cost of $3,234 for each fixture, totaling $135,828. The other 30 units were not damaged and therefore are not eligible for reimbursement should the City wish to replace them. The $3,234 unit amount is essentially the cost to replace the fixture unit and pole with the City’s standard LED ornamental lighting unit, similar to what has been installed at Town Center North and Kipling Ridge (Attachment 2). The price is a material cost only, and our insurance carrier has indicated that labor (installation) costs will be eligible for reimbursement. As previously mentioned, the existing globe fixture is no longer available, so staff has investigated several other options. A similar globe-style fixture (LED) including the pole is available at a quoted material price of $4,750 (Attachment 3). Staff recommends the replacement of the damaged lights with the City’s standard ornamental (LED). This fixture is available at a lower price, and would streamline long-term maintenance and operating costs by utilizing a consistent unit. These fixtures are also readily available and expected to remain so for many years. However, Council is requested to consider the following: 1. Is replacement of the damaged fixtures with the City’s current ornamental standard acceptable? Street Light Replacements – 38th Avenue (August 7, 2017 Study Session) Page 2 August 7, 2017 2. Would Council prefer to see the remaining 30 undamaged units replaced with the same fixture to maintain continuity, and allocate additional funds accordingly? 3. Or alternatively, would Council prefer staff to pursue or investigate more options? Based on the available figures and estimates, a wholesale replacement of all units to a uniform fixture (the City’s standard) will result in a direct cost to the City of approximately $97,000 (30 X $3,234). Should Council wish to see a wholesale replacement with a style more similar to the existing, a cost of $142,500 will be incurred to the City, based on available figures. ATTCHMENTS: 1. Existing lights on 38th Ave. 2a. Standard City LED light 2b. Photo of Standard light 3 Custom light style (similar to existing 38th street lights) ATTACHMENT 1 Existing Lights on 38th Ave. ATTACHMENT 2a City’s Standard LED Light ATTACHMENT 2b Photo of City’s Standard LED Lights ATTACHMENT 3 Customized Globe to Match Existing Memorandum TO: Mayor and City Council FROM: Patrick Goff, City Manager DATE: August 2, 2017 (for August 7, 2017 Study Session) SUBJECT: Emergency Action and Safety Plan Councilmember Urban requested that staff provide a presentation to City Council concerning the Emergency Action and Safety Plan for City Hall. Representatives from the Police Department will provide a review of the recommended procedures to respond to active shooter events or other emergencies. Background It today’s society, there has been a paradigm shift in the various ways in which government entities encounter and face threats. Security of government facilities and employees are more at risk in today’s threat environment than ever before. The challenge is how to continue to provide open, quality government services to citizens and customers while balancing facility and team member safety and security. On June 28, 2016, a facility assessment of City Hall was conducted using the Infrastructure Survey Tool (IST). This tool is a risk-informed assessment applied to facilities, complexes, buffer areas and systems. The IST methodology is aligned to support the 2013 National Infrastructure Plan, “Partnering for Critical Infrastructure and Resilience,” developed and administered by the Department of Homeland Security. This governing methodology was developed to manage risk to the Nation’s critical infrastructure using an integrated approach to: • Identify, deter, detect, disrupt, and prepare for threats and hazards • Reduce vulnerabilities of critical assets, systems and networks • Mitigate the potential consequences to the critical infrastructure of incidents or adverse events that do occur On May 22, 2017, City Council approved a contract with iParametrics to conduct security assessments for the Wheat Ridge Municipal Building, Wheat Ridge Recreation Center and the Wheat Ridge Active Adult Center. The scope of work includes security assessment reports for each facility and development of a security master plan to include recommendations for facility security upgrades. These reports are currently being finalized and the recommendations will be brought forward to City Council in the near future for review and discussion. Attachments: 1. Run, Hide, Fight – Surviving an Active Shooter Event 2. Emergency Action and Safety Plan – City Hall Facility > >>SURVIVING AN ACTIVE SHOOTER EVENT Emergency Action and Safety Plan City Hall Employee Worksheet RUii/ESCAPE HIDE IF POSSIBLE IF ESCAPE IS NOT POSSIBLE "�·" RGIT ONLY ASA LAST RESORT �of Wheat�dge Attachment 1 Emergency Numbers Emergency -Dial 911 from any phone; if calling from a desk phone, Dispatch will know your location Non-Emergency -Dial 2900 from any desk phone (303-237-2220 from any other phone) Emergency Assistance Button -The closest emergency assistance buttons are located: My nearest exits are: HIN/ESCAPE IF POSSIBLE If I'm going to RUN, I'm going to go: �I HIIE IF ESCAPE IS NOT POSSIBLE If I'm going to HIDE, I'm going to go: flllT ONLY ASA LAST RESORT If I'm going to FIGHT, I will use: The nearest fire extinguisher is: EMERGENCY FIRST AID KIT The nearest First Aid Kit is: AED The nearest AED is: 1 Attachment 2 ______________________________________________________________________________ Emergency Action and Safety Plan – City Hall Facility 7500 W. 29th Ave., Wheat Ridge, Colorado **ALWAYS CALL 911 IMMEDIATELY IN THE EVENT OF AN EMERGENCY** Important Phone Number(s): Dispatch Non-Emergency: 303-237-2220 City Main Number: 303-234-5900 THREAT RESPONSE PROTOCOL: • Threat Reporting • Report all threats, both emergency and non-emergency, to the Wheat Ridge Police Department and inform your Team Leader as soon as practical. • If your threat was received via phone, gather as much information as possible from the caller while you have them on the line and write down details as soon as possible. • Call police dispatch on the non-emergency number to have an officer respond to investigate: 303-237-2220. • Unwanted Visitor • The safety of city staff, volunteers and visitors is our highest priority. If a visitor is hostile to the point of threatening safety, violent or armed call 911 immediately. • If the visitor is not hostile, violent or armed, attempt to de-escalate the situation by discussing the reason for the visit calmly. Politely request the visitor leave the premises. If the unwanted visitor refuses to leave after you attempt de-escalation, notify police dispatch.  Maintain eye contact with the visitor  Be polite  Signal a co-worker if you need assistance  Attempt to keep control of the situation at all times – remember that you are a representative of local government and as such are expected to maintain a professional demeanor 2 Attachment 2 **ALWAYS CALL 911 IMMEDIATELY IN THE EVENT OF AN EMERGENCY** • Active Shooter Situation • An Active Shooter is an individual actively engaged in killing or attempting to kill people in a confined or populated area. In most cases, Active Shooters use firearms and there is no pattern or method to their selection of victims. These situations by their very nature are unpredictable and evolve quickly. • Fortunately, in the case of City Hall, the Police Department is housed in the same facility as other municipal offices and armed officers are near. All Wheat Ridge Police Officers have received extensive training on responding to Active Shooters, however there will still be precious time before officers might respond to your area of the building to engage the shooter. As such, there are some expectations on your part - Call 911, then:  SURVIVE: You must program your brain so that you can and will survive, and not be a victim  All staff should attempt to stay calm  Have a plan as to what to do-rehearse in your mind and discuss with co-workers  RUN – If there is an accessible path to flee the building away from the shooter, do so without hesitation  Refer to the Evacuation Map for possible locations to regroup with co- workers  HIDE – (If there is no chance of evacuation) – If you are in an office, stay there and secure the door – call 911  FIGHT – As a last resort, fight for your life. The last thing a shooter is expecting is someone to fight back – If you can’t flee or hide, and you are in close proximity of the shooter, your chances are best to rush the shooter at close range and attempt to tackle or hold him. If several co-workers join in, this can be a successful survival technique • Call 911 when you are safe to share all known details with dispatch • Once authorities arrive, do not approach First Responders or Law Enforcement and ALWAYS obey their orders • Tips:  Silence your phone as soon as you are able  Keep your hands visible at all times when in contact with Law Enforcement  Focus on your own safety & survival • BOMB THREAT • Keep calm and continue talking to the caller if the threat has been phoned in; gather as much intelligence and information as possible. • Alert a co-worker if possible for assistance contacting 911. • Immediately call 911 and an officer will respond to investigate. 3 Attachment 2 **ALWAYS CALL 911 IMMEDIATELY IN THE EVENT OF AN EMERGENCY** • SUSPICIOUS MAIL & PACKAGES • Before opening any letter or package delivered to your office, examine the package for anything suspicious and look at the sender’s address and post marks to see if it is a recognized vendor. • Designate a safe space away from the majority of staff, preferably in a small room, to open packages that are from unknown vendors (City Hall copy / mail room). Use latex gloves to open these packages. • If the package is outwardly suspicious looking, leaking fluids, contains trace powder, aerosol or liquids, evacuate the premises immediately and call 911. Leave the package in place (do not bring it to the police department). Anyone who handled the package or may have been exposed should wash affected areas immediately and remove contaminated clothing. Ensure you inform law enforcement if you handled the package or were in close proximity. • EMAIL/SOCIAL MEDIA THREATS • Save all emails, links, electronic correspondence & photographs and notify police dispatch on the non-emergency line to have an officer investigate: 303-237-2220. If the threat is immediate (suspect stating he/she is on their way to city hall offices with a gun, for example), call 911. • ADDITIONAL EMERGENCY SCENARIOS • Workplace Violence  Employees typically do not just “snap,” but may display indicators of potentially violent or aggressive behavior over time. If these behaviors are recognized, they can often be managed and treated through effective supervision and involvement of Human Resources. Potentially violent behaviors by an employee may include depression/withdrawal, resistance, overreaction to changes in policy and procedures, increased severe mood swings, noticeably unstable, emotional responses, explosive outbursts, paranoia, and other warning signs.  If you observe any of these workplace warning signs in your co-workers, alert your Team Leader immediately. If your Team Leader is the one displaying these signs, alert their immediate supervisor or Human Resources. • Sheltering in Place  In the event of some emergencies, such as severe storms, tornadoes or other disasters, you may be directed to report to a designated shelter area in the building or to remain in your office area. A Team Leader will make you aware of these areas and provide direction in the event of an emergency. First responders (Police, Fire, EMS) may be overwhelmed dealing with keeping our citizens safe out in the community and unable to provide this direction. • In-Building or Partial Evacuation  Evacuation may include the controlled movement of building occupants from an endangered area to a relocation area within the same building in response to an emergency. In-Building relocation may be necessary in the event of smoke, a 4 Attachment 2 **ALWAYS CALL 911 IMMEDIATELY IN THE EVENT OF AN EMERGENCY** chemical spill, bomb threat, etc. A Team Leader will provide initial direction during these events. • Entire Building Evacuations and General Safety  In some events, such as fire or chemical spills, the entire City Hall facility might need to be evacuated. There are clearly marked exit signs and posted evacuation procedures in various parts of this building.  It is your responsibility as a Team Member to study and know these procedures.  Team Leaders have a responsibility to ensure all of their Team Members are aware of these procedures and to provide initial direction during emergencies and prior to First Responder response.  Team Members and Team Leaders are expected to think, act and respond as professional city staff members. • GENERAL OFFICE SAFETY MEASURES • Lock the office and your work desk areas when unstaffed • Never share office keys with non-staff members • Lock doors and secure windows after hours even if staff remains inside • Lock laptops, turn off computers and secure valuable items prior to leaving for the day • Report any suspicious activity to police dispatch • Study and know the City Hall building emergency evacuation procedures already in place – know where your nearest exit is. All are marked per code • Know where First Aid kits, fire extinguishers and fire alarm pulls are located in your area and where the emergency AED (Automated External Defibrillator is located (currently located in City Hall Lobby, lower level) • Designated Department Team Leaders should provide at minimum annual familiarization of these basic office safety measures. It is each department’s responsibility to designate a Team Leader to this task Evacuation Map on Next Page Memorandum TO: Mayor and City Council THROUGH: Patrick Goff, City Manager FROM: Heather Geyer, Administrative Services Director Sara Spaulding, Public Information Officer DATE: August 7, 2017 SUBJECT: 2017 Election Forum (Revisited from 7/24/17) At the July 24th Special Study Session, the consensus of the Council was to move forward with the Wheat Ridge Chamber hosting the forum in addition to including the moderator guidelines included in the staff memorandum. Following this Study Session, City Councilmembers Genevieve Wooden and Mayor Pro Tem George Pond requested this item be revisited at the August 7, 2017, Study Session. Dot Miller with the Wheat Ridge Chamber was informed following this decision that City Council would be discussing the election forum on August 7th. The League of Women Voters also has the October 3rd date on their calendar if City Council decides to move forward with option #3 from the July 24th memorandum, designating a neutral third-party to host the forum. Please let me know if you have any questions. ATTACHMENT: 1. Memo from July 24, 2017 (handout) with Administrative Guideline No. 3 Memorandum TO: Mayor and City Council THROUGH: Patrick Goff, City Manager FROM: Heather Geyer, Administrative Services Director Sara Spaulding, Public Information Officer DATE: July 24, 2017 SUBJECT: Special Study Session – 2017 Election Forum At the July 17, 2017, City Council Study Session, Council requested that staff place discussion of the 2017 Election Forum on the agenda in a special study session following the regular Council meeting scheduled for July 24, 2017. Several questions have been raised regarding the annual Election Forum. The purpose of this memorandum is to provide background, provide the Council with options to address the issues, and to obtain direction from the Council. BACKGROUND: The City budgets to host one election forum annually that is broadcast live on WRTV8. The cost for this WRTV8 production is $425. That is the direct cost for the videographer’s time. Up until 2016, Wheat Ridge United Neighbors hosted the annual Election Forum, with the exception of 2009, when Enterprise Wheat Ridge was the host. In 2016, the Wheat Ridge Chamber hosted the forum. Administrative Guideline No. 3 outlines the City’s current guidelines on managing election forums. Guideline No. 3 does not address how a host will be chosen when more than one person/entity files an application to host the forum. Currently the City has an application submitted by Dot Miller, Executive Director of the Wheat Ridge Chamber of Commerce, to host the 2017 Election Forum. The scheduled date of the forum is Tuesday, October 3, 2017, based on availability of the videographer and the Council Chamber calendar. After the City’s receipt of the Chamber’s application, Jerry DiTullio passed along the interest of Citizens for an Inclusive Wheat Ridge (CFIW) in hosting the forum. Staff encouraged him to talk with Dot Miller about whether the Chamber and CFIW could possibly cohost the forum. Staff’s understanding is that CFIW and the Chamber are considering cohosting the election forum; however, no joint paperwork has been received. The City also received an inquiry from Rachel Hultin as to a potential application from the League of Women Voters to host the forum. Attachment 1 Special Study Session – 2017 Election Forum July 24, 2017 Page 2 OPTIONS: Staff has identified the following options for City Council’s consideration and possible direction. 1. Provide direction in applying the Guideline to multiple host applications this year: As mentioned, the Guideline does not address how a forum host should be selected when more than one person/entity files an application. In the event that CFIW, the League of Women Voters, or some other organization files an application to host this year’s forum, staff would like direction on how to choose the host. That direction could be any one of the following: • Accept the first-filed application as the host (unless the applicant is otherwise unable or ineligible to serve as the forum host). • Accept applications until a specified date; and then randomly select one of the eligible applicants. • Accept all eligible applicants as “co-hosts;” require co-hosts to coordinate their efforts in a mutually-acceptable way. 2. Provide direction to amend the Guideline to address multiple host applications permanently: This year’s potential for competing forum hosts may be an anomaly. However, Council may wish to take this opportunity to permanently amend the Guideline to address this scenario in the future as well. The options include the three bullet-points above, in regard to designating the host(s). Additionally, Council may wish to consider clarifying the following: • The City televises one election forum per election cycle. o No additional election forums will be televised on Channel 8; OR o Additional election forums may be televised on Channel 8, as the logistics of the City’s videographer, the City Council Chamber calendar and staff time allow, only when the forum’s applicant deposits the City’s direct costs of $ 425 with the application. 3. Designate a neutral third-party, such as the League of Women Voters, to host the forum this year and /or future years. Perhaps in conjunction with Option # 2 above, while the Council considers how to address the multiple-host issue in the future, Council could designate a neutral host to determine the 2017 host. 4. Amend the Guideline to include Moderator Guidelines: Questions about how the moderator conducts the forum have also arisen. The Guideline does not currently provide guidance to moderators. Staff believes it would benefit all involved, including Special Study Session – 2017 Election Forum July 24, 2017 Page 3 the moderator, to have guidance on conducting the Forum. That might include: • Moderators will provide each candidate/speaker with an equal amount of response time for each question (candidates/speakers may choose to use less than their allotted time). • Moderators will not express personal opinions or judgments when conducting the forum. • City employees and City officials (appointed or elected), and candidates running for office or anyone associated with a candidate such as a campaign manager or treasurer, may not serve as a moderator. • Moderators will, to the best of their ability, in both word and deed, conduct the forum in a neutral and impartial manner, showing no favoritism to any candidate, question or issue. • Moderators will use their best efforts to maintain an atmosphere of decorum and civil discourse during a forum, even as speakers and candidates express divergent viewpoints. • Personal attacks and the use of profanity will not be tolerated. RECOMMENDATIONS: Staff recommends option # 3 as well as the addition of Moderator Guidelines for this year and for future Election Forums. /hg CITY OF WHEAT RIDGE Administrative Guideline No. 03 SUBJECT: USE OF GOVERNMENT ACCESS CHANNELS 8 AND 22 APPROVED: ______________________________ Patrick Goff, City Manager Date Effective: October 28, 2002 Revised: November 17, 2011 PURPOSE: The purpose of these regulations is to provide for the use of the Government Access Channel, Cable Channels 8 and 22, and to describe its use by the City of Wheat Ridge. Channels 8 and 22 are government access channels as provided for in the Cable Communications Policy Act of 1984, as amended. This Federal legislation establishes government channels, educational channels and public channels for use by each of these broad groups. Channels 8 and 22 are government channels and are not required by law to offer access to other entities or governmental agencies. However, as a matter of fairness, the City does offer opportunities for other opinions to be heard within the rules of this policy. GUIDELINES: Programming and Services In order to meet the mission of the government access channels, activities will include the following prioritized programming and services: 1. Programming of an emergency nature involving public safety or health matters. In the case of an emergency, regularly scheduled programming may be interrupted or canceled. The City Manager or designee (hereafter referred to as “designee”) must approve the content and scheduling of any emergency programming. 2. Broadcast of government meetings or hearings as approved by the Wheat Ridge City Council, the City Manager or designee. 3. Programming of various City departments, their service or issues. 4. Bulletin board graphics including government information and meetings, non-profit community events, public safety announcements, public service announcements, and historic information. 5. Programming of County, State, Federal government and/or City or County boards, commissions and authorities and/or agencies that use public dollars. Attachment 1 Administrative Guideline No. 03 Page 2 6. Programs that feature governmental information or services, cultural, historic or educational material, topics of local interest and flavor whether entertaining, educational or informational. Recognizing that the citizens in Wheat Ridge fund the operations of Channels 8 and 22, the City of Wheat Ridge may require payment of all expenses of programming by other governmental agencies. Objectives The objectives for use of City Cable Channels are as follows: 1. To provide live coverage of government meetings or hearings as approved by the Wheat Ridge City Council, the City Manager or designee. 2. To increase the knowledge of the citizenry of the functions and responsibilities of municipal government, and the functions of the various departments and commissions. 3. To serve as an information source in the case of a local emergency situation, (e.g., flood, fire, and crime). 4. To cover City-sponsored special events. 5. To serve as an on-going source of information for the citizens in the City of Wheat Ridge. 6. To assist in the in-house training of various city department employees. Channel 8 Usage/Scheduling Policies - Programming 1. Programming fulfilling the mission of Channel 8 shall be informational in nature, but this does not preclude the broadcasting of events where some advocacy may take place. 2. Masters and footage will be retained by the City as deemed necessary. Requests for copies must be directed to the City Manager or designee. The City has the right to require compensation for such requests. 3. The City will be responsible for the scheduling of programs and Public Service Announcements (PSA’s). Program scheduling is at the sole discretion of the City Manager’s designee. 4. Programs submitted for broadcast from agencies outside the City government, must be accompanied by an Air Time Request Form (Addendum A), and submitted at least seven days prior to requested schedule date with program masters as defined. 5. Programs are subject to repeat airings. Any repeat airing shall be the sole discretion of the City Manager’s designee. Administrative Guideline No. 03 Page 3 Channels 8 and 22 Usage/Scheduling Policies - Bulletin Board 1. Written information submitted to the City for inclusion in the Bulletin Board graphics program sequence may be edited at the discretion of the City Manager’s designee to improve the clarity and efficiency of the message. 2. Bulletin board graphic’s scheduling is at the sole discretion of the designee. 3. Information submitted from agencies outside the City government for Bulletin Board graphics must be accompanied by a Bulletin Board Information Request Form (Addendum B) and submitted to the City Manager’s Office for content approval at least seven days prior to requested broadcast time. No announcements will be taken over the phone, except in the case of an emergency. 4. No classified ads, commercial messages, or commercial solicitations of funds will be allowed on the government access channels. 5. Receipt of a public service message does not in any way guarantee its appearance on Channels 8 or 22. The date of input and the length of run of any message will be determined by staff availability and channel capacity. 6. The City is not responsible for the accurateness of information received from outside sources. Programming Acquisition and Exchange Liaison and exchange with other governments involved with programming/broadcasting shall be established and maintained. Cooperative arrangements and agreements with educational programmers, broadcasters, cable companies, and other production groups may be established for efficient operations and communications in the City. Copyright Issues All programs produced by the City will remain under the control of the City of Wheat Ridge unless one or more of the following apply: 1. The program is produced strictly as a “work for hire” for, and funding is provided by, an entity other than the City of Wheat Ridge. 2. Language in a grant, or other funding source, which pre-exists the production of the work, establishes a different, related entity as the copyright holder. 3. An agreement is signed and approved, prior to production of the work, granting ownership to a different, related entity, such as the funding source or the host, moderator, or creator of the program. Sponsorship or Underwriting of Channel Programs The City will accept, at its discretion, sponsorship or underwriting of programs. Any sponsored program (in full or in part) by a civic, non-profit, or public entity may carry a brief underwriting Administrative Guideline No. 03 Page 4 statement at the end and/or beginning of the program, which will be stated in a previously approved manner or one of the following ways: “This program is sponsored in part by ________________________.” “This program is made possible through a grant made from _______________________.” “The following/preceding program is made possible through a grant from ________________.” No use of company logos, “call to action” or other “advertising” type language will be accepted. Production/Program Requests 1. The City Manager’s Office will consider requests for productions only submitted with a Project Proposal Request Form (Addendum C). 2. The City Manager must approve requests for proposals for new programming or production. 3. All requests are subject to availability of facilities, equipment staff, time and production funds. DVD Purchasing Procedures All requests for purchasing DVDs of Channel 8 content will be processed by the City Manager’s Office. The price of each DVD requested will be $35. Please allow three days for the request to be processed. Omissions and errors The City shall not be held responsible for the inaccuracy of information or programming due to human or technical error. Prohibitions on use The facilities and resources of Channels 8 and 22 shall not be used for the following: 1. Obscenity, pornography, or indecent material 2. Programming that is slanderous, libelous or defamatory 3. Any advertisement on behalf of a political candidate or ballot measure, unless it is set up as a candidate forum or question/answer panel where all candidates have been notified and invited to participate. (See section below titled Political Programming.) 4. Any advertisement for the sale of goods or services 5. Programming that violates local, state or federal laws 6. Programming that violates FCC rules and regulations 7. Lotteries, gambling, or other games mentioning prizes 8. Any promotional material concerning products or services presented for the purpose of any solicitation of funds or items of value by other than government or pre-approved groups 9. Religious programming 10. Any material intended to defraud the viewer or designed to obtain money by false or fraudulent promises or representations. The City Manager or designee reserves the right to review all programs, proposed and completed, to determine compliance with these Programming Regulations and Channel Administrative Guideline No. 03 Page 5 Objectives. Any program under consideration may be accepted as presented, may be turned down completely, or may be given conditional approval. In the case of conditional approval, a program may be deemed appropriate and worthy, except for stated objectionable or offensive program portions, which will be listed as needing revision or deletion from the program. The producer of the program will then have the option of making all specified changes or withdrawing the program from consideration altogether. Political Programming The government access channels are not to be used as an exclusive political forum by any individual or group, or as a mechanism for building exclusive support for a particular person, program or issue. Use of the channel by a politically oriented individual or group shall be governed by the operating procedures as set forth herein, and by the rules of the Federal Communications Commission (FCC) as they may apply to operations of local access channels. All requests for Political Programming must be made on the Project Proposal Request form attached hereto (Addendum C). Channels 8 and 22 Debate/Forum Policy I. RULES A. Candidate debate/forum policy functions within the Code of Federal Regulations prepared by the Federal Communications Commission. Section 76.205 of the code states: “no cable television system is required to permit the use of its facilities by any legally qualified candidate for public office.” The City has chosen not to permit use of its facilities by individual candidates for public office. B. Section 76.205 further states: “on-the-spot coverage of bona fide news events (including, but not limited to political conventions and activities incidental thereto) shall not be deemed to be use of the system.” Candidate debates/forums may be deemed a bona fide news event. The City shall exercise its best efforts to fairly and impartially accommodate requests to air candidate debates/forums. C. Organizations interested in sponsoring a candidate debate/forum to be aired on Channels 8 and/or 22 must request such from City Manager’s designee. D. The City will consider all other non-candidate election programming on a case-by-case basis. Administrative Guideline No. 03 Page 6 II. SCHEDULED DEBATES/FORUMS A. The dates and times for the candidate debates/forums must be in writing and agreed upon by the City Manager’s Office and the moderators and/or panel. III. MODERATORS/PANEL A. The moderators and/or panel for the debates/forums shall be chosen by the sponsoring organizations. The moderators and/or panel shall determine the questions to be posed at the debate/forum and are to be considered neutral to the issues. In order to ensure fairness and an unbiased debate/forum, the City reserves the right to approve the selected moderator. IV. FORMAT A. The sponsoring organizations shall determine the format, provided that: 1) All candidates are invited to participate. 2) Both sides of a ballot issue are discussed. 3) No stand-ins are allowed to speak for absent Wheat Ridge Municipal candidates. 4) The format is acceptable within Federal guidelines. 5) Personal verbal attacks upon candidates are prohibited. The moderator and/or panel shall be responsible for enforcing this rule. 6) The moderator and/or panel conduct the debate/forum in a manner that provides dignity and respect for the participants. 7) The debate/forum is limited to two hours. 8) All candidates in a particular race answer the same questions. 9) The sponsoring organization shall not make personal comments or opinions during the debate/forum. B. The debate/forum will be aired live on Channel 8 with repeated cablecasts from time- to-time as programming schedules allow. C. Any candidate who, for any reason, does not report on time, and is not available to assume his/her place in the studio chair when called, may forfeit the right to participate. D. There shall be no questions from the media (unless a member of the media is a moderator or part of the panel) in the studio during the debate/forum. E. The sponsoring organization must review the format with the City Manager’s designee no later than one week prior to the live broadcast, in order to determine camera placement and set layout. F. The City reserves the right to cease broadcasting and/or not to show repeats in the event that rules are violated. Administrative Guideline No. 03 Page 7 G. The City will include the disclaimer in all debates/forum broadcasts: “The opinions of the candidates do not necessarily represent the views of the sponsoring organizations or of the City of Wheat Ridge. All candidates were invited to participate.” Pre-Produced Programs from Outside Sources 1. Airtime on Channels 8 and 22 may be requested for a pre-produced program or series, provided the program is suitable for airing on the channel. 2. To submit a program for consideration, a Air Time Request Form (Addendum A) must be submitted seven days prior to the anticipated airdate. 3. The program will be screened for compliance with Channel Objectives and City Policies and for technical quality. The program may be accepted or rejected, in whole or in part, by the City Manager or designee based on any or all of the qualifying criteria. 4. If accepted, the designee will determine when and how often the program will appear in the cable schedule. 5. It is the responsibility of the applicant to obtain all copyrights and all clearances to all portions of the submitted program including, but not limited to, video, performance, music, song, theatrical and film rights. The designee may require the applicant to sign a statement that all approvals have been secured. Grievance Procedures Any person(s) wishing to protest decisions made by the City Manager’s designee (e.g., playback and production schedule, refusal to carry a program due to content or length, or any conflict arising as to these Policies) may file an appeal with the City Manager. 1. Any applicant wishing to file an appeal must submit a detailed report regarding the complaint to the Management Analyst. Such appeal shall be filed within ten days after the disputed action. The City Manager will determine the merits of the appeal, and render a written decision within seven days after receiving the appeal. 2. Should a person wish to appeal the City Manager’s decision, he/she shall file a copy of the original appeal and the decision of the City Manager with the City Clerk within ten days of the City Manager’s decision. The City Council shall set a hearing date the appeal. At the time of the appeal hearing, the City Council shall hear all relevant evidence, shall determine the merits of the appeal, and render written decision within14 days after the hearing. Production Personnel and Equipment 1. All equipment and services for Channels 8 and 22 are owned and operated by the City of Wheat Ridge. Use is subject to approval by the designee. Administrative Guideline No. 03 Page 8 2. Staff, resources and facilities are for the use of the following in order of their priority: 1) Wheat Ridge City Government, 2) other government agencies, and 3) outside productions, as approved. 3. Only qualified and proficient personnel shall utilize the government access channels facilities and equipment. 4. Staff, interns, contract or freelance personnel shall conduct themselves in a professional manner. 5. The City may recover cost of productions and equipment damage, as it deems necessary. Requirements For All Program Submittals: A Wheat Ridge Television Air Time Request must be completed by applicant(s) and then approved by the City Manager’s Office. After approval, programs must be submitted no later than seven days before scheduled airdate. Approved programs must be submitted in the following format with the appropriate labels, slate and black as stated below. 1. One DVD mixed master with only the following: Administrative Guideline No. 03 Page 9 Air Time Request Form (PLEASE PRINT) Request submitted by: Name: ______________________________________________________________ Address: _____________________________________________________________ City: ________________________________ State: _________ Zip: ______________ Business Phone:_____________________ Home Phone: ________________________ Email address: _______________________________________ Airtime requested for: Program Title: __________________________________________________ Brief description of content: _______________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Program length: ______________ Please note: Air Time Request Form and tape masters as required must be submitted at least 14 days prior to requested air time. For official use only _____Approved _____Not approved ________________________________ Management Analyst Date:________ _____Approved _____Not approved ________________________________ City Mgr. Office Date:________ Reason for disapproval if applicable: _____________________________________________________________________ ADDENDUM A Wheat Ridge City Television Sara Spaulding, PIO 7500 W. 29th Avenue Wheat Ridge, CO 80033 Tel. 303.235.2877 E-mail: sspaulding@ci.wheatridge.co.us Administrative Guideline No. 03 Page 10 REQUEST FOR BULLETIN BOARD LISTING Thank you for your interest in the City’s bulletin board. Channels 8 and 22 air announcements of government information, hotlines, public services, community, and cultural activities. Channel 8 operates the bulletin board when our schedule permits; there is no way for us to inform you when your specific message will run. Listings on the channel are free to government agencies. The bulletin board does not list commercial ventures, items for sale, or solicitations for donations or memberships. Channel 8 will select those announcements it deems appropriate based on programming criteria and availability of airtime. All announcements must be submitted fifteen (15) business days prior to the event. (PLEASE PRINT) Request submitted by: Name:_______________________________ Phone:______________________________ Meeting or event information: Contact Name:_________________________ Organization:__________________________ Phone Number:_________________________ Date to start:____________Date to stop:____________ Is your organization governmental?___________Are you funded with tax dollars?_____________ Please describe the event in 50 words or less: Channel 8 reserves the right to modify and/or cease broadcasting any message. For official use only _____Approved _____Not approved ________________________________ Management Analyst Date:________ Reason for disapproval if applicable: __________________________________________________________________ ADDENDUM B Wheat Ridge City Television Sara Spaulding, PIO 7500 W. 29th Avenue Wheat Ridge, CO 80033 Tel. 303.235.2877 E-mail: sspaulding@ci.wheatridge.co.us Administrative Guideline No. 03 Page 11 Project Proposal Request (PLEASE PRINT) Request submitted by: Contact Person: ________________________________________________________ Department:__________________________Phone:____________________________ Title of Project: ________________________________________________________ Email address: ________________________________________________________ Purpose of program:____________________________________________________________________ Is this program intended to be aired on Channels 8 and 22? Administrative Guideline No. 03 Page 12 Ability to meet government access goals: Explain how this proposal meets the criteria below: Communicates or improves City services to citizens: Expands citizen awareness of government activities or decision process: Ability of program to provide a cost-effective supplement or substitute to existing communications efforts: Provides information to citizens not available elsewhere: Enables citizens unable to attend a City-sponsored event to participate via television: Administrative Guideline No. 03 Page 13 For Political Programming: Program Date: _______________________________ Program Time: _______________________________ I acknowledge that I have read and agree to follow regulations governing political programming as stated in City of Wheat Ridge Administrative Guideline No. 03 and that each representative of the sponsoring organization involved with the program shall be informed and will adhere to such guidelines. Further, the moderator/panel members acknowledge their role as identified in the City guideline as well as their availability to perform such role. __________________________________ _____________________________________ Sponsoring Organization Representative Moderator/Panel Representative Administrative Guideline No. 03 Page 14 For training programs only: Briefly define the department’s problem and/or communications needs. Include number and type of employees or clients affected by this problem/need. What is presently being done (or planned) to address this training or communication need? Where would the technical information needed to design the program(s) come from? Administrative Guideline No. 03 Page 15 Ability to meet government access goals Training Section (continued) Based on a cost/benefit formula of: “Staff Hours + Equipment Resources + Monetary Costs = Problem Solved,” discuss how both the city and the department will realize a positive return on investment. Would an externally produced video be more effective? Why is video the best format for presenting your training/communications need? Instead of a PowerPoint presentation etc… Department Director’s Signature___________________________________________________ For official use only _____Approved _____Not approved ________________________________ Management Analyst . Date:________ _____Approved _____Not approved ________________________________ City Manager Date:________ Reason for disapproval if applicable: __________________________________________________________________