05 - May15, 2025 - Hybrid Commission and Committee Meetings Update
CITY COUNCIL INFORMATIONAL MEMORANDUM
Date: May 15, 2025
To: Cupertino City Council
From: Tina Kapoor, Acting City Manager
Re: Hybrid Commission and Committee Meetings Update
Background
During the COVID-19 pandemic, the City of Cupertino transitioned to fully remote
meetings to ensure public access and maintain continuity of government operations.
Beginning in 2020, all 12 Commissions, including non-codified Economic Development
Committee (EDC) and Legislative Review Committee (LRC), operated in a completely
remote format - all participations joined remotely. Existing staff resources were shifted
to support this model, which was only possible due to reduced demand for traditional
live production, as all in-person events were canceled due to health restrictions.
Cupertino adopted a hybrid meeting model for Council and Planning Commissions
during the pandemic once in-person restrictions began easing. By mid-2023, following
the Governor’s end to the COVID-19 State of Emergency, the City phased out remote
commission meetings, retaining them only for the City Council and Planning
Commission, where public interest and remote engagement were demonstrably higher.
Livestream Efforts Since 2024
The City Council had scheduled a discussion regarding the future of hybrid meetings,
including all commission meetings, during the February 21, 2024, City Council meeting.
However, the discussion was deferred at the request of City staff, who sought additional
time to devise a comprehensive solution . Staff aimed to approach the transition
thoughtfully, taking time to consider all aspects and potential impacts —particularly as
pandemic-related restrictions had been lifted and in-person events were steadily
resuming.
Responding to public calls for recorded sessions, City staff launched in -person
Commission meetings on May 1, 2024, featuring live remote viewing options. While
public comments can only be made in person, the live broadcast facilitates participation
by allowing the community to view proceedings remotely. Additionally, these sessions
are archived and made available on the City’s website, offering a convenient option for
post-event viewing to all, especially those unable to be present or watch in real -time.
This shift aimed to maintain transparency while balancing resource constraints. The
transition has been successful in providing an accessible viewing option for the public,
but staffing these live-streams still requires:
• Three hours of Video Division support per meeting
• A dedicated staff liaison for each Commission
• Additional administrative support
Despite comprehensive training and recent technical upgrades at the Quinlan
Community Center, occasional missed live streams whether due to staff error or due to
technical issues highlight the ongoing challenges of ensuring consistent broadcast
coverage. If such an issue were to occur during a meeting advertised as hybrid, the
meeting would have to be canceled to remain compliant with Brown Act requirements.
Viewership Data and Engagement Trends
Since May 1, 2024, when the City began livestreaming in -person Commission meetings,
viewership, excluding the Planning Commission , has remained modest. On average,
each meeting garners approximately 3 live viewers and 24 on-demand views. However,
it’s important to note that these figures do not represent unique viewers; a single
individual may account for multiple views by rewatching a session or rejoining the
livestream. This nuance significantly limits our ability to assess actual reac h and
engagement based solely on viewership counts.
Although current viewership for livestreamed Commission meetings remains low,
adding dedicated staff support presents a valuable opportunity to improve the quality
and consistency of Commission/Committee meetings. Investing in the right resources
now will help ensure smooth hybrid operations while fostering a more professional,
consistent, and reliable approach to public meeting management.
Staffing and Resource Impact of Full Hybrid Meetings
Supporting fully hybrid meetings, which has never been the practice for Commission
meetings other than City Council and Planning Commission , is significantly more
resource-intensive than either in-person or livestream-only formats.
This is because hybrid meetings require:
• Real-time coordination between in-room and remote participants
• Pre-event setup and coordination
• Live technical support for Zoom or other virtual platforms
• Post-event archival and troubleshooting
• Additional training for Commission liaisons and support staff
• Administrative support for all Commission meetings
Cost and Feasibility Breakdown
*Estimates are based on 12 Commissions/Committees, excluding the Planning
Commission, which already operates in a hybrid format. The Library Commission is
included without changes, as it continues to meet at the Library —a facility without
livestreaming capabilities—with meetings recorded and posted afterward. Estimates
reflect the level of support required from the Clerk’s Office, Staff Liaison, Administrative
Support, and Video Division based on the average duration and complexity of a typical
Commission/Committee meeting. The range in cost per meeting accounts for variation
in meeting type—for example, a Housing or Bicycle & Pedestrian Commission meeting,
which tends to be longer and include multiple staff reports, falls at the higher end,
whereas TICC or Fine Arts and Culture Commission meetings are typically shorter with
less staff involvement.
Conclusion
The City is committed to increasing accessibility and transparency in public meetings,
and staff is fully supportive of expanding the hybrid meeting model to all Commissions
and Committees. However, doing so requires additional staffing, training, and technical
resources to ensure consistent implementation and legal compliance—especially under
the Brown Act.
While livestreaming has served as an effective interim solution, moving to a full hybrid
format introduces greater complexity. Ensuring high -quality, reliable broadcasts and
smooth facilitation of public comment—both in-person and remote—requires a
coordinated effort. Staff are ready to support this shift and have identified the resources
needed to successfully implement a sustainable hybrid model across all Commissions
and Committees.
Recommendation
To support the increase in administrative and operational needs associated with hybrid
Commission and Committee meetings, staff recommends adding a full-time
Administrative Assistant position. This role would provide necessary support to ensure
meeting consistency, standardization, and compliance with Brown Act protocols —areas
currently challenged by the varying familiarity and capacity of existing liaison staff.
Key responsibilities of this position would include:
• Assisting with the setup and execution of all hybrid Commission and Committee
meetings.
• Facilitating training related to public comment procedures and overall meeting
operations.
• Preparation of agendas and informational packets, scheduling and reserving
rooms, coordination with Commissioners, and taking and transcribing minutes
for all Commissions and Committees.
• Legistar entries and publication .
• Attendance of meetings in person and management of public comment
participation.
• Uploading meeting minutes to both the City website and Laserfiche.
The addition of this position would help streamline operations, reduce the risk of
procedural errors, and enable a more consistent and professional approach to public
meeting management.
Prepared by: Teri Gerhardt, Chief Technology Officer
Approved by: Tina Kapoor, Acting City Manager