Sunshine Compliance Policy

BAVC Sunshine Compliance Policy

Bay Area Video Coalition (“BAVC”) is a community based nonprofit organization with several City of San Francisco contracts. Pursuant to the terms of these grants and the provisions of San Francisco Administrative Code Section 12L.4 and 12L.5, BAVC makes certain information available to the public and invites the public to attend and participate in public meetings of the BAVC Board of Directors.

This Sunshine Compliance Policy sets forth the categories of information BAVC makes available to the public and how members of the public may request that information. The policy also explains public meetings of the BAVC Board of Directors, as well as how members of the public may access and participate in those public meetings.

BAVC Board Public Meetings

The BAVC Board of Directors holds periodic and scheduled meetings in connection with its responsibility to oversee all BAVC operations. The BAVC Board conducts meetings in person, over the telephone and online. Twice a year, the BAVC Board invites the public to attend and participate in meetings related to SF Commons. These BAVC Board meetings are designated as "Public Meetings." For Public Meetings held in person, members of the public are invited to attend in person at the announced meeting location. For Public Meetings held via telephone or online, members of the public may access the meeting in real time by dialing into the designated conference call service or accessing the online meeting service provider.

Notice of Public Meeting BAVC provides advance notice of the date, time, manner and location for each Public Meeting to the Clerk of the Board of Supervisors and the San Francisco Main Library Government Information Center. This information is also available here on the BAVC website. Our 2013 Public Board Meetings will take place on March 18th and September 16th.

Meeting begins with a public meeting portion beginning no later than 6:30pm and lasting at least 30 minutes.

Opportunity for Public Comments. All Public Meetings allocate at least (30) thirty minutes for public comment. Public comments should be limited to topics related to SF Commons operations and services. The BAVC Board has complete discretion to manage the time allocated for public comment (including any decision to schedule speakers by topic or extend the time available for public comments). Members of the public are usually invited to address the BAVC Board in the order in which theysign up to do so. Generally, persons who submit valid Requests to Comment in advance of a Public Meeting are invited to speak first, followed by persons who sign up to speak at or immediately prior to the meeting.

Request to Comment. To assist the BAVC Board in preparing for each meeting and to provide opportunity for the greatest number of persons tospeak, BAVC strongly encourages prospective speakers to submit a Request to Comment in advance of the Public Meeting they wish to attend. Generally, San Francisco residents who submitted a proper Request to Comment will be invited to address the BAVC Board before other members of the public in attendance that did not submit a Request to Comment. To be considered, Requests to Comment must (i) be received no less than fourteen (14) days before the Public Meeting, (ii) include a brief statement of the subject matter the speaker wishes to address, and (iii) comply with the Sunshine Correspondence Guidelines below.

Written Statements. The BAVC Board invites members of the public to submit written statements to communicate their interests, concerns or comments about SF Commons operations and services. The BAVC Board receives written statements from the public at any time and on a rollingbasis. To ensure that your statement is included in the material considered by the BAVC Board in connection with a particular Public Meeting, please submit your statement prior to the conclusion of that meeting.

No Recording. The BAVC Board does not allow the public to record any of its meetings, and the recording or rebroadcasting a Public Meeting is strictly prohibited.

The BAVC Board of Directors is always seeking interested candidates and suggests that interested members of the community contact info@bavc.org with a bio and letter of interest.

Sunshine Ordinance Documents

In the interest of transparency and compliance with San Francisco Administrative Code 12L (the “Sunshine Ordinance”), the documents below are provided for inspection by any member of the public. The documents may also be reviewed in person free of charge during our regular program hours. Photocopies will be made for you on request, and must be pre-paid at the expense of the requester at a cost of $0.10 per page. With your pre-payment to cover postage and photocopies, a full set of documents can be copied and mailed to you via regular U.S. mail. Contact us at 415-558-2123 and we will estimate postage and costs based on current weight of the packet.

San Francisco Administrative Code 12L lists the documents that BAVC is required to make available as a nonprofit grantee of the City:

Our most recent budget (2013);
Our most recently filed Federal and State tax return (2011) except to the extent privileged;
Our filed Federal and State tax returns (2010) except to the extent privileged;
Our filed Federal and State tax returns (2009) except to the extent privileged;
Our filed Federal and State tax returns (2008) except to the extent privileged;
Financial audits and performance evaluations performed by or for City. (As of this time, none have been performed by or for the City; however our audit by independent auditor is available below.)

For convenience, we also provide these documents here and at our facility:

The City’s Request for Proposals for a new operator of public access television
Our response to the City’s Request for Proposals
Our contract agreement
Our most recent (2011) financial audit
Our 2010 financial audit
Our 2009 financial audit
Our 2008 financial audit
Recent budgets from 2008, 2009, 2010, 2011 and 2012.
Our report to the City, dated December 15, 2009
Our report to the City, dated June 30, 2010
Our report to the City, dated January 15, 2011
Our report to the City, dated July 15, 2011
Our report to the City, dated December 31, 2011
Our report to the City, dated June 30, 2012
Our report to the City, dated December 31, 2012
Letters announcing our public board meetings each year, sent to the San Francisco Board of Supervisors to post.

In addition, the following are required to be made available by the Department of Technology:

The City’s Request for Proposals for a new operator of public access television
Our response to the City’s Request for Proposals (and those of other respondents)
Our contract agreement
Records of communication between us and the City (including reports submitted to the City)

The Department of Technology makes documents available on its web site (http://www.sfgov3.org/index.aspx?page=1511) and by request. If you would like to request documents or ask any questions about the public access television contract or RFP process, please contact the Department of Technology by email at brian.roberts@sfgov.org, call (415) 581-4061, or write to:
Public Access TV c/o Dept. of Technology (DT)  One South Van Ness, 2nd Floor  San Francisco, CA 94103

Additional reference:
San Francisco Administrative Code 12L for Nonprofit Organizations
http://www.sfbos.org/index.aspx?page=5553

Sunshine Correspondence Guidelines

Please follow these directions when communicating with BAVC about this Sunshine Compliance Policy.

Communications must include the name and street address for the person submitting the communication.

BAVC accepts correspondence and requests related to this Sunshine Policy via email and US Mail. For email, please contact commons@bavc.org. For mail, please send your request to SF Commons, 2727 Mariposa, 2nd Floor, San Francisco, CA 94110.

You may send correspondence by fax, but only if you use a legal, registered fax delivery device to do so. Faxes sent by unregistered device and faxes that fail to adequately identify the sender may be discarded.

Sunshine Compliance Policy

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