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HomeMy WebLinkAbout9C - Cablecasting of advisory Committee Meetings AGENDA #: PREPARED BY: SUBJECT: DATE: BACKGROUND: DISCUSSION I ISSUES: STAFF AGENDA REPORT 9C BRET WOODSON, ASSISTANT CITY MANAGER CONSIDER APPROVAL OF RESOLUTION 98-XX AUTHORIZING CABLE CASTING OF ADVISORY COMMITTEE MEETINGS MARCH 16, 1998 At the February 2, 1998 City Council meeting, the Council approved Resolution 98-12 Approving the Award of Bid for Cable Equipment Acquisition and Installation Contract to A VW Group in the amount of $30,124. This equipment will be used to televise City Council meetings, both live and tape delay, on the public access channel. In addition to the award of contract, the City Council directed staff to investigate and report on the potential costs and issues involved with televising all of our advisory bodies on the local public access channel (Dir. #98-12). The contract between the City and A VW Group indicates that the installation of the cable equipment shall be substantially completed by April 30, 1998. That leaves the month of May to go through a couple of "dry runs" with the City Council meetings. We will tape these meetings, but not televise them. This will give us a chance to make adjustments to the production techniques prior to going live and also give the City Council and staff an idea as to how the whole thing will look and work. Therefore, June 1, 1998 would be the earliest "live" meeting of the Prior Lake City Council. There are four advisory bodies that meet on a regular basis to make recommendations to the City Council. They include: Economic Development Authority, Planning Commission, Parks Advisory Committee, and the Lake Advisory Committee. Three of the four bodies meet once a month, while the Planning Commission meets twice a month. 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER FISCAL IMPACT: CCCABADV.DOC Two issues to consider when deciding if and when to televise advisory committee meetings include cost and current meeting dates & times. In looking at the current schedule of meeting dates and times, only the Parks Advisory Committee would need to change dates and location. They currently meet at the Maintenance Center on the second Monday. This conflicts with the Planning Commission meetings. The City Council, Economic Development Authority, and Planning Commission could still keep their same schedule using Monday nights. The Lakes Advisory Committee currently meets on the third Wednesday, which would not conflict with any other City meeting. That leaves either Tuesday or Thursday for the Parks Advisory Committee to meet at the fire station. In speaking with Paul Hokeness, Parks and Recreation Director, the PAC feels the second Tuesday would be the best option. The second issue is the cost of televising these meetings. The main cost associated with televising the meetings is the cost of the operator who controls the cameras from a production rack in the back of the Fire Station Council Chambers. This service will be contracted out using an RFP process. This is similar to what is being done with the Cities of Shakopee and Savage. Both cities are currently paying between $16 - $18 per hour for this service. For the purpose of determining the estimated cost for televising these meetings, the following assumptions have been made regarding the length of each meeting and the cost of the operator: City Council Planning Commission Economic Development Authority Parks Advisory Committee Lakes Advisory Committee 4 hours each 4 hours each 2 hours each 3 hours each 3 hours each Operator cost $16.00 I hour Using the assumptions above, the estimated monthlv cost for each of the meetings is listed below. CC Mtgs: Plan Comm: Parks Adv: 2 mtgs @ 4 hrs = 8 hrs X $16 = $128.00 2 mtgs @ 4 hrs = 8 hrs X $16 = $128.00 1 mtg @ 3 hrs = 3 hrs X $16 = $48.00 ALTERNATIVES: CCCABADV.DOC Lakes Adv: EDA: 1 mtg @ 3 hrs = 3 hrs X $16 = $48.00 1 mtg @ 2 hrs = 2 hrs X $16 = $32.00 TOTALS: 5 mtgs @ 16 hrs = 24 hrs X $16 = $384.00 The total cost to televise all meetings starting in June through the remainder of 1998 would be $2,688 ($384 X 7 mo.). The 1998 Operating Budget contains $1,200 for a cable operator for City Council Meetings. If the decision is made to televise all meetings, the future annual cost would be approximately $4,608 if all assumptions mentioned above stay constant. More realistically, however, it is safe to assume that the cost for the operator will likely increase to perhaps $18.00 per hour. If so, the annual cost would be $5,184. If the City Council does decide to televise all of the above mentioned meetings, the following implementation schedule is suggested: 1.) Start live telecasts of City Council Meetings on June 1, 1998. 2.) Start live telecasts of all other advisory committees on September 1, 1998. This schedule would allow the City Council meetings to be televised as soon as feasible. This would also allow, in addition to the two "dry runs" in May, additional time to iron out any quirks or problems and to fine tune the production elements prior to going live with all of the advisory committee meetings. Waiting three months to televise advisory committee meetings would also help to reduce some of the costs associated with the operator that were not budgeted. If the suggested schedule is approved, the total estimated cost for 1998 would be $1,920. The first $1,200 is included in the budget, and the remainder could be drawn from the contingency account. The Council has the following alternatives: 1. Approve Resolution 98-XX Authorizing Cablecasting of Advisory Committee Meetings as recommended. 2. Approve Resolution 98-XX, with Council amendments. 3. Reject the Resolution and decide to not televise advisory committee meetings at this time. RECOMMENDATION: Staff recommends Alternative #1 ACTION REQUIRED: Motion and second to approve Resolution 98-XX would be in order. CCCABADV.DOC ~INNESO~~ RESOLUTION AUTHORIZING CABLE CASTING OF ADVISORY COMMITTEE MEETINGS RESOLUTION 98-XX MOTION BY: SECOND BY: WHEREAS, The City Council is desirous of cable televising its proceedings as well as all of the advisory committee meetings; and WHEREAS, the City Council approved resolution 98-12 which awarded a contract to A VW Group for acquisition and installation of cable television equipment; and WHEREAS, the City Council directed staff at its March 2, 1998 meeting to investigate and report on the potential costs and issues associated with televising all advisory committee meetings (Directive #98-12); and WHEREAS, the issues and costs have been analyzed and reported to the City Council via a staff agenda report. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, does hereby authorize the cablecasting of City Council Meetings as soon as feasible and cablecasting of all advisory committees and commissions starting September 1, 1998. AND FURTHER, that funding for such telecasts in 1998, in excess of $1,200, be drawn from the Contingency account and that funds for future years be incorporated into future operating budgets. Passed and adopted this 2nd day of March, 1998. YES NO Mader Mader Kedrowski Kedrowski Petersen Petersen Schenck Schenck Wuellner Wuellner 16200 E~EAL\~UQC, Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER