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Home My WebLink About5G Replace Cable Equipment O � PRtp� � � V � 4646 Dakota Street SE Prior Lake, NIN 55372 '�'�vxsso'��' CITY COUNCIL AGENDA REPORT MEETING DATE: August 12, 2013 AGENDA #: 5G PREPARED BY: Kelly Meyer, Asst. City Manager and Mike Peterson, Communications Coordinator PRESENTED BY: Kelly Meyer, Asst. City Manager AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING REPLACEMENT OF CABLE N BROADCAST EQUIPMENT UTILIZING CABLE EQUIPMENT FUND DISCUSSION: Introduction The purpose of this agenda item is to request Council authorization to purchase a replacement video server and software update, as well as 3 replacement microphones to support the City's cable access channel. Hi StOry • The City's existing cable access studio and Council Cf�amber presentation system was purchased and installed as part of the construction of the City Hall in 2006. The system includes presentation equipment within the Council Chambers (such as large screen Ns, monitors, microphones, computers, Creston control panel, SMART podium, and document camera), as well as many pieces of production equipment behind the scenes, including computers, programming/scheduling software, DVD players, control panels for video and audio, graphics software/hardware, switches, modulators and cameras). In 2006 the City's investment in the systems totaled $130,792 for equipment, installation and training. Current Circumstances Like all capital investments, it is important to plan for eventual replacement costs. The cable TV studio and presentation equipment has been incorporated into the Technology Plan in the Capital Improvement Plan. We have programmed replacement of certain pieces of equipment in stages where possible to alleviate large fluctuations in the needed investment from year to year. With the exception of small repairs, we have not had to replace any of the significant systems. The request this evening is to replace the current video server and update the software used to schedule video programming, as well as upload and play bulletin board announcements on PLN. This equipment has been scheduling DVDs from two large, multi-DVD players and running cable bulletins 24/7 for nearly 7 years. It requires frequent resets and has had numerous repairs over the years. Currently, it cannot be relied upon to run on its own for more than 48 hours. When this system shuts down, PLTV Phone 952.447.9800 / Fa�c 952.447.4245 / www.cityofpriorlake.com no longer broadcasts. Chances are that if you channel surfed to our channel and found nothing playing, this was the cause. In the last few weeks the system has gone down almost every other day. We thought about repair but have been told that the repair could be as much as purchasing new equipment. In addition to the issues with hardware, newer software will provide more dynamic programming, such as weather updates, calendars and emergency information, and can show up to four "zones" of information on the TV screen at one time. This equipment was programmed for replacement in the Technology Plan in 2014 in the amount of $14,000. Because of the condition of the equipment, and the other large technology changes to be undertaken in 2014, staff is recommending advancing to the work to be completed this year. Two systems primarily support similar local government access channels — Tightrope, and Leightronix. The City currently uses Tightrope. Quotes were received from AVI Systems as follows: S stem Cost Annual Maintenance Costs Ti htro e $13,518 None Lei htronix $14,234 $850 In addition to the video server and software above, staff would also like to purchase three (3) replacement microphones for the Council Chambers. Each of the microphones to be replaced are experiencing more and more static. We currently have no spare microphones and are unable to take any out of service for repair. The cost for three replacement microphones is $1695. We will then send the failing microphones out for repair giving us back up equipment. It is our expectation that we will stay with this microphone system well into the future given the significant costs we would incur to upgrade. Conclusion The Council should consider whether it is appropriate to replace the existing broadcast video server, software and microphones. Staff is recommending replacement utilizing the Tightrope system in an amount not to exceed $13,518 for the video server and software, and $1695 for the microphones ($15,213). ISSUES: Live Streamins�: As the staff considered replacement of this equipment, we also considered what capabilities we might need in the next 7 years, and whether additional upgrades would be appropriate at this time and allow us to reach more residents. Presently our programming is televised live and available on the website via video-on-demand. Council meetings are available live online. Generally there is a 12 hour delay for video-on- demand to be available. To include live streaming of the City Council and/or other public meetings on the City's web site, additional equipment and ongoing service fees are required as follows: 2 Systems One-Time Annual Maintenance Fee Equipment Costs Ti htro e $2868 $1995 Lei htronix $0 $2999 When staff talked to other communities that offer live streaming, the consensus was that if the City offered video-on-demand, like we do, it is a more effective tool in reaching residents than live streaming. Video-on- demand offers more convenience for users to view information when they want it, and in small segments based upon their topic of interest. Given that feedback, that video-on-demand is generally available on the City's web site the day following the meeting, and the additional costs, staff is recommending that we not implement live streaming. His�h Definition: Although the future of video seems to be high definition, in the world of local government cable access, the standard remains SD (standard definition). Converting to HD at this point would mean 50% higher costs for the proposed equipment, as well as start a waterfall effect — meaning that many additional pieces of equipment would need to be upgraded for high definition capabilities. Since our cable channel providers do not provide a high definition channel for local programming, and it is not likely in the foreseeable future, staff is recommending that the City remain with standard definition equipment. . FINANCIAL When the city negotiated the franchise agreements with Mediacom and IMPACT: later Integra, a fund was set up for the replacement of cable related equipment. Each agreement required a capital equipment grant of $77,000. Mediacom first paid the grant upon execution of their franchise agreement in 2004. Integra has been paying installments since their franchise was issued in 2009, and will pay an additional $51,335 by 2019. The current balance in the cable equipment fund is $54,912. The proposed equipment is quoted at $15,213 leaving a fund balance of $39,699. This is the only source of funding. We will be renegotiating the franchise agreements with both companies early next year and will re-visit if additional funding is needed to support future replacements. The equipment proposed herein would be compatible with replacements. ALTERNATIVES: 1. Motion and Second as part of the consent agenda approving a Resolution authorizing replacement of cable N broadcast equipment in the amount of $15,213 from the cable equipment fund. 2. Remove this item from the consent agenda for further discussion. RECOMMENDED MOTION: Alternative 1. 3 O � PRIp N � U tr� 4646 Dakota Street SE `�r�v�so'�A Prior Lake, MN 55372 RESOLUTION 13-�ocx A RESOLUTION AUTHORIZING PURCHASE OF CABLE TELEVISION PRODUCTION EQUIPMENT FROM THE CABLE EQUIPMENT FUND Motion By: Second By: WHEREAS, The City has entered into cable and IPTV franchise agreements for the provision of television and broadband services to the Prior Lake area; and WHEREAS, Through the franchising process Mediacom and Integra are required to fund $77,000 each for the initial purchase, upgrade and replacement of public access television equipment; and WHEREAS, Several pieces of hardware and software have met their useful life, and WHEREAS, Staff has solicited quotes for replacement equipment and funds are available in the Cable Equipment fund. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Purchases for a replacement video server, Tightrope software, and 3 microphones, are hereby approved in an amount not to exceed $15,213 plus any applicable shipping and sales tax. 3. Funds for this purchase shall be drawn from the Cable Equipment Fund. PASSED AND ADOPTED THIS 12� DAY OF AUGUST 2013. YES NO Hedbe Hedbe Keene Keene McGuire McGuire Morton Morton Souku Souku Frank Boyles, City Manager