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Home My WebLink AboutTelevising City Council Mtgs ��,� CITY OF PALM DESERT � � OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: Consideration of Televising City Council Meetings DATE: October 8, 2009 CONTENTS: Report: Coachella Valley Cities Televised City Council Meeting Statistics SUBMITTED BY: John M. Wohlmuth, City Manager Recommendation: By Minute Motion, receive and file the attached report, direct staff to refine the cost, equipment, and necessary professional contract through RFP, and consider refined report for 2010-2011 Fiscal Year Budget process. Background: Depending on the desired production quality for televising the Palm Desert Council Meetings, the cost for televising Council meetings will range from $25,000/year on the low end to over $120,000/year on the high end. In addition, depending on the desired professional lighting and sound quality, improvements to the amplified sound system and Chamber lighting system may be necessary. The FY 2009/2010 Budget does not include televising costs for Council meetings. If Council directs, staff will conduct further investigation into the production quality, necessary improvements, and preparation of an RFP for services, in addition to contacting Time Warner to determine process and cost for both live feeds and replay of Council meetings. Other issues for Council consideration are: : Televising Council meetings may tend to lengthen the duration of the meeting > Modifying participation at the meeting from a more active role by the citizens to a passive role G�ICITYMGRIKARENRUSSOV7GENDA REPORTS 20091TELEVISING COUNCIL MEETINGS.DOCX � Televising Council Meetings City Council Agenda: October 8, 2009 Page 2 Other issues for Council consideration, continued: :� Integrating BrightSide newsletter with information disseminated on Time Warner ➢ Beginning the public segment of the Council meetings at 5:00 p.m. rather than 4:00 p.m. CiTY COUNCIL AC' ON Submitted By: APPROVF,D DFNiED RECEIVED OTHER MF,F.TING DATF, — AYF,S: �/` - �s� � `� JO M. WOHLMUTH �''�e�� Cit I�1 anager AB`'L�iVT: �1 ;J Ai3�'d'AdN: JMW:kp �i[?IttF'�d+;� �Y: � �ZC/I'} Z 4.)3-i�i��aZ on @+iae with Cit�� i�r-9c's Office G:IG7YMGRIKAREN RUSSOIAGENDA REPORTS 20091TELEVISING COUNGL MEETINGS.DOCX � p (� � r c� o a � � v v v � v v cn v � fJ o n n � � � � m � � _ _ � � � o o � Q- tn tn o v m v � � � � � � n �� rt � � cQ cQ � � � � �G '' N CD �� (Q � �. � � � Z fn � � � � � G� � � � �' � � � � v �' � v �D � � v � � � � a c� ,� -� cn n � � � � � � o � � � o � �' �- cn m 3 � � n' � � n• � c � n• �• � �� 7 .�-r � -p ,.�.�, C (a N ,_�,�, C (Q � (Q (� Q CD r-`. CD C� ^ � �• � f� � f� (� � 'i � O � m N < �- � I � I � I � C� �D (D � � � fl- Q � ,,�.r � ,,,�,.f �- ,,�„� Q O — � � O � � N n p � � � iv -QC' N r► N .-r � �. h � = h � � m � � � -� ,,n� y 3 h � � ° � Q � m � � � Q cu � � � O _. I �' � � � n � � � � � � � � � � � � `� p -� N N � � � � � �Z � � � � (7 •�_-r � �I � N �. 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These 2 employees also video tape all City sponsored events and the amount budgeted for City Council meetings is not broken down. The City also contracts with Granicus for its streaming web service. The budget for Granicus is $19,000, which includes MP3, minutes and voting capability. Cathedral Citv — Council meetings are video taped by 1 full-time City employee and made available to Time Warner for broadcasting. Granicus provides streaming online webcast service at a cost of$1,000 per month. Rancho Miraqe — Contracts with Palm Springs Video to tape two meetings per month. Time Warner runs the meetings on Saturdays 10 a.m. and 7 p.m., Tuesdays 10 a.m. and 7 p.m., and Thursdays 10 a.m. and 7 p.m. The City budgets $42,000 per year for Palm Springs Video. The City has currently $26,400 budgeted in its 2009/10 budget for streaming live video. No dedicated staff oversees the process. Indio — Contracts with Sunshine Video in Palm Springs to tape two Council meetings per month at $2,700 per month. No dedicated staff oversees the process. La Quinta — Does not have televised City Council meetings. Indian Wells — Six month trial with Points Seven West, Indian Wells. Contract is for six hours of video per month at a cost of $15,000 with a supplemental contingency of $1,500 that was approved by City Council. Time Warner airs the meetings every day at 9 a.m. and 7 p.m. for finro weeks. The City pays Points Seven West an additional $150 . per hour for any time over six hours. No dedicated staff oversees the process. .. - -- Coachella — Billed monthly from Desert Video Productions for video :taping of Council meetings. The yearly budgeted amount for Desert Video Products is $10,800. No staff required. Desert Hot Sarinas — Currently awaiting a contract to be approved by Council to contract with Sire to implement the airing of Council meetings through streaming webcasting. The budgeted amount for 2008/09 FY is $55,000 and the budget amount for 2009/10 FY is $23,000. They will train 5 to 8 staff to learn how to run the software. Klassen, Rachelle From: Mike Perlmeter[mike@k2audio.com] Sent: Sunday, April 05, 2009 8:18 PM To: Klassen, Rachelle Cc: Deb Britton; Kevin Hodgson; Rodrigo Ordonez Subject: City of Paim Desert- Rough Video Proposal Rachelle, Kevin asked me to send you a quick proposal with a few options and respective ballpark costs. The following numbers include the equipment and install, but not our design fees. This however should give you a good idea of your options and an approximate cost. Deb will follow up with you on Monday to see if you have any further questions. Scenario 1: -1 standard definition camera -One fixed camera shot of the room -No operator necessary -This option would be good for basic web streaming and archiving but not suitable for broadcast to television In the range of$25,000 Scenario 2: -2 standard definition cameras with pan,tilt, and zoom capability -Ability to get a variety of camera shots in the room -A number of manual camera shot presets will be stored (I.E. wide shot, chairman shot, podium shot, etc.) -An basic operator will be required to manually press buttons to switch between the camera shot presets -This option is appropriate for web streaming and archiving more than broadcast to television In the range of$60,000 Scenario 3: -� -This option is the same as Scenario 2 except that cameras will be programmed to sense the presence of audio and • automatically chose the best corresponding camera shot of the person speaking -No operator is required In the range of$65,000 Scenario 4: -2 High Definition cameras -High quality camera shots -Broadcast quality video -Broadcast quality producer's station -Ability for a producer to store, customize transitions, cue, and select camera shots and video sources -A trained producer is required for this option -This option is appropriate if it is your intention now or any time in the future to produce high quality television broadcasts from the facility -While this might be a less viable option in a budget crunch, it should still be useful to know the full range of options and costs thus this scenario was included In the range of$120,000-$180,000 1 Please feel free to let us know if you have any questions or comments. Thanks! Mike Perlmeter, CTS Senior Designer K2 Audio, LLC 4900 Pearl East Circle, Suite 201E Boulder, CO 80301 303-865-5500 x206 303-865-5504 FAX 303-579-6057 MOBILE www.k2audio.com 2