Loading...
Resolution 2018-30522 RESOLUTION NO. 2018-30522 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE AT ITS SEPTEMBER 14, 2018 MEETING, TO IMPLEMENT A ONE-YEAR TRIAL OF ECOMMENT, AN ONLINE RESIDENT ENGAGEMENT TOOL THAT ALLOWS RESIDENTS THE OPPORTUNITY TO PROVIDE COMMENTS DIRECTLY TO THE CITY COMMISSION THROUGH THE ONLINE MEETING AGENDA; AND UTILIZING ROLLED-OVER 2017/18 FUNDS FROM THE OFFICE OF THE CITY CLERK TO FUND THE TRIAL PROGRAM. WHEREAS, on July 25, 2018, the City Commission referred to the Finance and Citywide Projects Committee to consider the implementation of eComment, an online resident engagement tool that allows residents the opportunity to provide comments directly to the City Commission through the online meeting agenda; and WHEREAS, on September 14, 2018, the Finance and Citywide Projects Committee considered and unanimously recommended the implementation of a one-year trial of eComment; and WHEREAS, eComment will be integrated with NovusAGENDA, allowing residents to review agenda item details, indicate their position on topics (Support/Neutral/Oppose) and leave written feedback from the convenience of their own home; and WHEREAS, the Support/Neutral/Oppose buttons allows residents to succinctly express their positions on agenda items, and allows in-depth graphical reports to be viewed by the Mayor, Commissioners, and the Administration prior to a meeting, helping them better understand and consider the view of the residents; and WHEREAS, resident engagement is very important to Miami Beach, and eComment will complement the existing MB Residents Connect and the Residents Right to Know applications, by allowing residents the opportunity to express easily their support/opposition and comment on items on the agenda; and WHEREAS, the cost for e-Comment is $9,600 annually; and WHEREAS, the Finance and Citywide Projects Committee directed that unused funds from FY 2017/18 City Clerk Account No. 011-0210-000671-03-410-00-00-00 be rolled over to the City Clerk's FY 2018/19 budget to fund the proposed eComment pilot project for one year. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the Finance and Citywide Projects Committee at its September 14, 2018 meeting, to implement a one-year trial of eComment, an online resident engagement tool that allows residents the opportunity to provide comments directly to the City Commission through the online meeting agenda; and directing that rolled- over 2017/18 FY funds from City Clerk Account No. 011-0210-000671-03-410-00-00-00 be utilized for the trial program. PASSED and ADOPTED this 17th day of October, 2018. / 'v -_, ATTEST:/���/J/ D 'Gelber, Mayor ` 2S kue4r Rafae Gra ado, City lerk APPROVED AS TO FORM & LANGUAGE /Th ,—,'-fTUTION Sponsor: Commissioner Ricky Arriola AI (b - 9— ( g - Gty Aflom /ey .fit Dote `1 # � ` .INCORPI ORATED d2 ... / T:\AGENDA\2018\10 October\City Clerk\eComment Resolution.docx Resolutions - C7 C MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Rafael E. Granado, City Clerk DATE: October 17, 2018 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE FINANCE AND CITYWIDE PROJECTS COMMITTEE AT ITS SEPTEMBER 14, 2018 MEETING, TO IMPLEMENT A ONE-YEAR TRIAL OF ECOMMENT, AN ONLINE RESIDENT ENGAGEMENT TOOL THAT ALLOWS RESIDENTS THE OPPORTUNITY TO PROVIDE COMMENTS DIRECTLY TO THE CITY COMMISSION THROUGH THE ONLINE MEETING AGENDA; AND UTILIZING ROLLED-OVER 2017/18 FUNDS FROM THE OFFICE OF THE CITY CLERK TO FUND THE TRIAL PROGRAM. RECOMMENDATION Accept the unanimous recommendation of the Finance and Citywide Projects Committee at its September 14, 2018 meeting, and implement a one-year trial of eComment, an online resident engagement tool that allows residents the opportunity to provide comments directly to the City Commission through the online meeting agenda. ANALYSIS On July 25, 2018, the City Commission referred to the Finance and Citywide Projects Committee to consider the implementation of eComment, an online resident engagement tool that allows residents the opportunity to provide comments directly to the City Commission through the online meeting agenda. The item was sponsored by Commissioner Ricky Arriola. On September 14, 2018, the Finance and Citywide Projects Committee considered and unanimously recommended the implementation of a one-year trial of eComment to be utilized by on the City Commission Agenda. General Information: eComment will be integrated with NovusAGENDA, allowing residents to comment on upcoming agenda items. Residents can review agenda item details, indicate their position on topics (Support/Neutral/Oppose) and leave written feedback from the convenience of their own home. The Support/Neutral/Oppose buttons allows residents to succinctly express their positions on agenda items, and allows in-depth graphical reports to be viewed by the Mayor, Convrissioners, and the Administration prior to a meeting, helping them better understand and consider the view of the residents. The eComment period is open from the time the agenda publishes until a time set by the Page 342 of 1637 Commission. Residents will be prompted to set up a user profile to allow them to comment and the comment will become part of the official public record. Resident engagement is very important to Miami Beach, and this program will complement the existing MB Residents Connect and the Residents Right to Know applications, by allowing residents the opportunity to express easily their support/opposition and comment on items on the agenda. eComment Improves Meeting Participation: Due to work, school, and family commitments, residents are not always able to attend City Commission meetings. The eComment solution provides residents an opportunity to participate when they cannot be at a City Commission meeting in person. Using eComment allows any person, anywhere to leave a comment on an agenda item via the Internet. While facilitating an open discussion, the City can keep feedback from becoming too unwieldy by establishing timelines and word count limits for comments. Saves Staff Time: eComment is also a valuable tool for staff. Significant staff time savings can be realized by encouraging residents to post their comments using eComment as opposed to sending emails or leaving telephone messages with City staff. CONCLUSION eComment is tightly integrated with the published agendas, allowing citizens to comment on upcoming Commission agenda items. Citizens can review agenda item details and indicate their position on items (Support/Neutral/Oppose). While facilitating an open discussion, the City can keep feedback from becoming too unwieldy by establishing timelines and word count limits for comments. All comments can be consolidated into an in-depth, graphical report to be viewed by the Mayor, Commissioners, and the Administration prior to a meeting, helping them better understand and consider the views of their constituents. eComment also integrates seamlessly with the NovusAgenda app., so Commission members can digitally review feedback and comments on their mobile device. FINANCIAL INFORMATION The Finance and Citywide Projects Committee directed that the unused funds from FY2017/18 City Clerk Furniture account be rolled over to partially fund this proposed eComment pilot project for one year. Amount 1 $9,600 Account 1 011-0210-000343-03-400-579-00-00-00 Legislative Tracking Office of the City Clerk Sponsor Commissioner Ricky Arriola ATTACHMENTS: Description ❑ eComment Brochure o Sample eComment User Guide o Annual Fee- eComment o Resolution Page 343 of 1637 Page 344 of 1637 GRAN ICUS eComment Boost citizen participation with online feedback on public agendas eComment is tightly integrated with which agenda items recieve comments and published agendas to allow citizens to establishing timelines and word count limits comment on upcoming agenda items, for comments. which adds community member voices to AH comments can be consolidated into an the democratic process and makes citizen in-depth, graphical report and delivered participation in public meetings convenient. Citizens can review agenda item details, to elected members prior to a meeting, helping them better understand and consier indicate their position on an item, request the views of their constituents. eComment to speak in a live meeting and leave written also integrates seamlessly with the Granicus or video feedback. iLegislate app so council memebers can While facilitating an open discussion, digitally review feedback and comments on agencies can keep feedback from their mobile device. becoming too unwieldy by controlling o' Boosts citizen Digital feedback on 7'8 Support/reject ° participation agenda items _} buttons uncomplicate citizens' positions a Built-in safegaurds to Automatically enters In-depth, graphical 9 maintain brevity and n into public record oUU reporting decorum Page 345 of 1637 For more'zfo visitgmnicus com/ecornment or emal'us at ir,/o�grar,ic�scorn (3-PANIC-US co CJ c oh ro vi \ \»> \ /\ �\ Jo / / � \ \ 2i ; / eeQ= \, \ o ii, t / e � Q: _ d\ . \ \ v. : • g 9 on c : \ ! \ [ - \ ƒi - _ . \ m \ % & ± E \ � _ ` ° \ ( - \ d ^ \ ; � . C) § ; ; ® } \ moi:.yam\ : aw aCO � . pi1..:, /1 Ti [ ® 7 / — 2 ' q-) mI ± j 48 2, : w � . . w, \ ( [ / » \ \: `. : . U ° \ � : ? » � ^ ®1 ! � / 7 \ § + _ \ - - - ` \ } } _ y Q > 44, f \ ƒ } \ \ ~ ` ^ { CA i \ � » \ \ \ ] \ %! } \ ( ) ^^ / ° co 0 Ln \ Lz - § : - 0 j! \ iU& : ; \ rq • m c E i n NE � u E8 ^ ✓ fist = b Y alg aE _ o g q ay N E - E • rn E ^ a„ 2_ o; _ a nn nr rvF of cc• I % : 8 E a E E m ri o ' 8 .. . U E & 9r E &0,0,2 a cF O c. . ,,S c 37.5 $E a E ^ A t n n c _� $ $ V d' _ £ u C o tP; re-, V y 2 i6` n $ :ti ; t F E g y 4d .7w m 8 'S (O r8 2E E sz euu24Z E _ -" a rt iw fiE O 9 cE K { _ I - , 545 % Jv` ig0 u G • a un n. c m m u CoN a)m m J 1 ! itii I toc o O n r w L a c CO , § < . } zC . . . . . . . . . . . . • OD \ /) \ / { 7 ® blUb, 3f/ p6/ b © 0 \!! >- ) G \iII . a ! l} \ ! : ; k2CC\ / } 4n .z5. t12 - ] \ } 4 co co co § . . y } : � th } E1 ± § \ \. } on vl o 0 t / to \_ /> \ \ \_ } H\§ l : -} j { \ } \ CEt} / \ “ iva in co c 11 0 i' \ - - } \ d v ; / L. 16 / E4- a Ln ro co 55 To _ i ; _ _ - - y y = \ \ ro: : . ! ; § \ \ } . . >. — ) { « 7 " } j _ _ « 1 ; E \o \ } \ 2 , { }7. •cclt / ; rO ! © ! ] : _ « •: « . E t ) / . , ; a E \ r \ / \ ) \ , � / ! \ = _ ` ! ! g vp . . .g ; i )i \ \ ` l , 9i\ . \ 2 \ Q ; ;� \ 1J ` 1i : ƒ: ] J inco cn % \ , y } \ . , 7 co \ 1 : j { E - � , § ! ' : y ! : ; <III J \ \ . � j ; ƒ » ] Jƒ$ ƒ ( t : CU � . . . . . . } } } /, ,\/ to o E o 0 a C 0 4 o no \ no ; , , I in !! /) cn co G ! !( /8, } a _ / ®\ co � °/§ \ E r_ ! ! r !m ; - 5 no ! ! ®2 ` \R !% / ! ) co / /{ 1 \ \ 5 \ , - \ eaII ; ro 15 E ro 0 0 \ ` ` \St co m ° \} \ \ \ \ \ Ein /\ \\ � \ \ / \ )\ z (, : - - _ 110 v a 05'a 11 to 1 \: c< _\\ \ \ CO \E \ . \ : \ \ ift \ \ U \t }} II _ , : § -C 8 _ !: �, / Procurement Vehicle: Direct `\\ / GRAN I C U S In Support of Miami Beach FL This quote is for budgetary purposes only. Please do not submit a Purchase Order against this document. Pricing subject to change based on the scope. Please contact your Granicus representative for an official quote which will include terms and conditions, period of performance and finalized pricing. Quote Prepared On: 4/27/2018 Granicus Contact: Quote Valid Through: 5/27/2018 - Name: Kevin Strauss Phone: (631)389-3691 Email: kevin.strauss@granicus.com ONE-TIME FEE Product Name Product Description Invoice Quantity One-Time Schedule Total eComment—Setup& Upon Delivery 1 Each $0.00 Configuration SpeakUp-Setup& Upon Delivery 1 Each $000 Configuration eComment-Online onsite training for eComment Upon Delivery 1 Hours $0.00 Training SpeakUp•Online onsite training for SpeakUp Upon Delivery 2 Hours $0.00 Training TOTAL $0.00 Q-28881 4/27/2018 PaggX?M21637 Procurement Vehicle: Direct GRAN I C U S In Support of: Miami Beach FL ANNUAL SUBSCRIPTION FEE Product Name Product Description Invoice Quantity Annual Total Schedule Citizen Participation The Granicus Citizen Participation suite provides Annual 1 Each $9,600.00 Suite the ability to involve the community throughout the legislative process and produce better outcomes.The Citizen Participation suite also reduces staff time by providing the ability to effortlessly collect, manage, and prioritize citizen input.The software provides a convenient way for citizens to voice their feedback and participate online.Granicus Citizen Participation includes: • Unlimited user signup • SpeakUp tool • eComment tool •Ability for citizens to sign up and participate in online projects,discussions,forums, ideas, surveys, and meetings • Spam protection through CAPTCHA • Profanity filters • Role permissions for administrators • Idea module • Discussion module • Forum module • Projects module • Survey module • Meetings module • Reporting on a module by module basis •Ability to request,speak, or comment on agenda items Open Platform Suite Open Platform is access to MediaManager, upload Annual 1 Each $0.00 of archives, ability to post agendas/documents,and index of archives.These are able to be published and accessible through a searchable viewpage. eComment eComment only Annual 1 Hours $0.00 SpeakUp SpeakUp only Annual 1 Hours $0.00 TOTAL $9,600.00 Q-28881 :4/27/2018 Fagt915¢sf21637