HomeMy WebLinkAbout7B - Cable Televising of City Council Meetings
AGENDA #:
PREPARED BY:
SUBJECT:
DATE:
BACKGROUND:
DISCUSSION:
STAFF AGENDA REPORT
7B
FRANK BOYLES, CITY MANAGER
CABLE TELEVISING OF PRIOR LAKE CITY
COUNCIL MEETING.
APRIL 21, 1997
The City Council directed that a report be prepared
which provided cost estimates for Cable Televising
City Council meetings. This report outlines a number
of different methods which could be used to provide
for the Cable broadcasting or re-broadcasting of City
Council meetings.
There are a number of options available to the City to
Cable Broadcast or Rebroadcast Council Meetings.
They include: 1) Borrow existing equipment. 2)
Acquire Cable equipment for permanent installation
in the City Council Chambers. 3) Subcontract Cable
Televising of Council meetings to a third party. This
report attempts to address each of these approaches.
Option 1) Borrow Existing Equipment:
The fastest way to initiate cable-casting IS to use
existing equipment.
The City presently owns its own camcorder, which is
not VHS format. The tapes from the camcorder can
be converted to VHS (the format used by the public
access studio) by using Police Department equipment.
The use of this camcorder will certainly be the least
expensive and most expeditious option. There are
problems with this option: 1) Audio quality would be
marginal at best, since a camcorder cannot be tied
into the Audio Video system of the Council chambers.
2) The quality of the video broadcast is likely to be
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marginal because of the use of non-commercial
recording equipment, tape and transfer of format
from Bmm to VHS. 3) Meetings can not be cablecast
"live" since this option does not include equipment
necessary to do so.
To simplify the production, the camera could be
placed on a tripod with a broad enough picture so that
all five Councilmembers can be seen. While this
option accomplishes the objective promptly, it will
also result in the most complaints from those who are
really interested in watching and hearing the Council
on Cable Television.
Option 2) Acquire Commercial Grade
Equipment for Permanent Installation In the
City Council Chambers:
A quotation has been obtained for installing two
remote control cameras in the City Council Chambers
together with a control center which would both
operate the cameras, integrate the new Elmo camera
with the videotaping and integrate the audio with the
video. This system would provide a 3 camera system.
One (the Elmo camera) is dedicated to graphics. The
other two can be used to focus upon meeting
participants.
The cost for this system has been quoted at
$22,496.00 (see attached quote). The advantages and
disadvantages are: 1) Better quality video
transmission. 2) Better quality audio transmission. 3)
Capacity to send out "live cable". 4)The cost would be
more than option #1. 5) Permanently mounting the
equipment would maximize its useful life.
6)Facilitates cable casting other City meetings in the
future. This equipment will accomplish that without
the necessity of worrying about whether someone
else's equipment is available to be borrowed. 7)This
three camera system will require only one person to
operate it because of the remote control production
cart. The City can hire a camera operator/video
producer for $12 per hour. 8) In an emergency, this
system would be available for directly linking our
Emergency command team with the public. 9) Other
departments, including Fire and Police, could utilize
CATV. DOC
this equipment and the Council chambers to
videotape training materials either for departmental
use or for airing on the Public Access Channel.
Option 3) Subcontract Videotaping of Council
Meetings to a Third Party:
I have contacted a private vendor to inquire whether
they would be willing to Cablecast Prior Lake City
Council meetings for a fee. They have indicated that
this would be possible. Assuming a three camera
format, the cost would be $130 per hour. The total
estimated cost per year would be $9,360 assuming
four hours per meeting and eighteen meetings for the
remainder of 1997. At this rate, the cost for the
equipment purchased under option 2 would be
recovered in two years. Costs are included for setup
and tear down, and the subcontractor would be
responsible for supplying Cable access studio with one
master tape for each Council meeting, no later than
24 hours after the conclusion of the Council meeting.
The advantages and disadvantages of this option
include: 1) Audio and Video quality should be
equivalent or better to option 2. 2) The City incurs no
equipment acquisition, replacement, or maintenance
costs. It simply pays for services rendered. 3) The
City pays only for what it receives. In other words, if
the City later wants to cablecast the Planning
Commission, Special Meetings, or Public Hearings
not regularly scheduled, or if departments wish to
videotape training, they may do so at a cost, because
the City will be at the mercy of the Subcontractors for
price and scheduling. 4)Live telecast would still
require an additional investment in equipment.
ISSUES:
The key issue is whether the Council intends to
maximize utilization of the public access channel to
convey local government information to the public. If
so, Option #2 is the best long term solution from the
staffs perspective. If immediacy is of top priority,
then option #1 or #3 could be used until option #2 is
implemented.
CATV. DOC
ALTERNATIVES:
The Council has the following alternatives:
1. Option 1 - Borrow Equipment
2. Option 2 - Purchase Equipment for mounting in
the Fire Station Council Chambers.
3. Option 3 - Purchase the service of videotaping
the Council meeting rather than
buying equipment.
4. Option 4 - Some combination of the above or a
different alternative altogether.
RECOMMENDATION: Option 2. The acquisition and installation of City
Council Videotaping equipment is the best long
term option since it gives the City control of its
meeting times and dates while minimizing
personnel costs for production. This equipment
can be used by all city departments to continue
and enhance our public information efforts.
Delivery is expected in six weeks.
FINANCIAL IMPLICATIONS:
The City receives about $50,000 per year under
the Cable Franchise Agreement. These funds are
presently placed in our General Fund budget.
Cable television equipment will be $22,496 under
option 2. Assuming that 18 meetings are left at
four hours per meeting at $12 per hour, an
additional $900 will be required for a cable
producer. The total cost of $23,400 should be
drawn from the city contingency account.
To date, $7,690 has been expended from this
$150,000 account. I expect that the account will
be needed to complete the reroofing at city hall
and backpay costs associated with the labor
agreements.
I estimate that if these four expenditures were
charged to contingency, the remaining balance
would be about $50,000.
CATV. DOC
ACTION REQUIRED: Motion and second to direct the staff to implement
option 2 at a cost not to exceed $23,400 for calendar
year 1997 from funds drawn from the contingency
account.
Att.
CATV. DOC
Quote for Cable Television Equipment
(Source: AVW Group)
Production Area
1 only Production Cabinet (est.)
2 each Panasonic WV-CU151 Camera Controller ($1050)
2 each Panasonic WV-BM900 Preview Monitor ($459)
2 each Panasonic WV-Q28 Rack Mount for Monitor ($139)
1 only Kramer V15-4 x 4 Switcher ($777)
1 only Mitsubishi HSU-510 VCR ($375)
Camera Equipment
2 Each Panasonic WVCS - 604 Digital Color Cameras ($3,349)
labor and Misc. Hardware
Scissor Lift Rental
Cable, Hardware, etc. (est.)
Labor and Training
Modulator (est.)
Total Cost Including Installation
Estimated Delivery Date = 4 to 6 Weeks
$ 1,500.00
$ 2,100.00
$ 918.00
$ 278.00
$ 777.00
$ 375.00
$ 5,948.00
$ 6,698.00
$ 200.00
$ 650.00
$ 3,000.00
$ 6,000.00
$ 22,496.00