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HomeMy WebLinkAboutDirection Broadcasting Options for City Council MeetingsCITY OF PALM DESERT FINANCE DEPARTMENT STAFF REPORT REQUEST: DIRECTION RELATIVE TO BROADCASTING OPTIONS FOR COUNCIL MEETINGS SUBMITTED BY: CLAYTON VON HELF, INFORMATION SYSTEMS MANAGER DATE: FEBRUARY 10, 2011 Recommendation By Minute Motion, that the City Council review the options presented relative to broadcasting options for Council meetings, and direct staff to follow Option 2, Web Streaming with Standard Definition Cameras. Discussion City Council directed staff to research broadcasting capabilities for the Council Chamber. Staff is currently upgrading and repairing the audio systems in the Council Chambers. This step must be completed before any broadcasting is possible. This report outlines our schedule for upgrading the audio system, and provides cost estimates for various broadcasting options. City Council Chambers Audio Upgrades and Repairs On June 24, 2010, Council authorized staff to issue an RFP to upgrade the audio visual components in the Council Chamber and Administrative Conference Room. Upgrades will include new audio equipment such as microphones, speakers and controls, as well as a new projector in the Council Chamber. An individually controlled system will be installed in the Administrative Conference Room. The expected cost of the project is $160,000. The consultant has finalized the plans and RFP. Staff is finalizing the specifications and requirements, and the RFP was released on February 2, 2011. A pre -bid conference will be held by February 11, and proposals will be due on March 4, 2011. Staff will review the submitted proposals, and select the most qualified for Council approval at the March 24, 2011 meeting. Construction will depend on Council direction, with the option to begin in May and relocate two Council and Planning Commission meetings during that time, or to wait until the summer months and begin construction when Council goes dark in July and August. Broadcasting Options Here are the seven options and cost estimates that are available: Audio Streaming - Cost estimate - $3,000 — 4,000. This would provide for a live and/or archived audio only broadcast accessible from the City website. Equipment Requirements: One rack -mounted standard definition media encoder. Staff Report Information Item Relative To Broadcasting Council Meetings February 10, 2011 Page 2 of 4 • Pros: Lowest one-time purchase price ii. No additional hardware or modifications needed to the Council Chambers • Cons: Would require manual start/stop control to operate the system ii. Audio only — no images, video, presentations would be available Would require IT personnel to operate, service and configure (approx. 1 hour per meeting) iv. Poorly represents the Palm Desert image 2. Web Streaming with Standard Definition Cameras — Cost estimate - $15,000 — 40,000. Equipment requirements: System would include one to four wall mount standard definition video cameras, one rack mounted standard definition streaming media encoder, and minor reprogramming of existing Peavey NION audio system digital signal processor. Web streaming company would charge $1,000 per month for hosting, bandwidth and maintenance. • Pros: Lowest one-time purchase price for video ii. No additional lighting required for acceptable camera image iii. Video and agenda will be available with a minimal amount of staff time — no outside vendors required. • Cons: Would require manual start/stop control to operate system ii. Camera is %4" single CCD and would not have high definition upgrade capability Even with four cameras some possible unwanted camera switching during debate is possible — camera switching may be erratic if the dialog goes back and forth quickly. 3. Web Streaming with High Definition Cameras — Cost estimate $65,000 - $80,000. Equipment requirements: System would include one to four wall mount high definition capable video cameras; one rack -mounted high definition video switching device, and significant reprogramming of existing NION audio system. Web streaming company would charge $1,000 per month for hosting, bandwidth and maintenance. • Pros: Capability to migrate to HD in the future ii. Capable of integrating with presentation system Staff Report Information Item Relative To Broadcasting Council Meetings February 10, 2011 Page 3 of 4 iii. Four cameras will give good coverage of meeting — including podium iv. System can be programmed to switch camera views based on current speaker freeing up staff or contractors from running cameras V. Video and agenda will be available with a minimal amount of staff time — no outside vendors required. • Cons: Would require manual start/stop control to operate the system Increased start-up cost Even with four cameras some possible unwanted camera switching during debate is possible — camera switching may be erratic if the dialog goes back and forth quickly. 4. Video Recording with Delayed T.V. Broadcast of 48 Hours — Vendor Operated Cameras — Cost estimate - $33,000 per year. There is no charge by Time Warner to broadcast the video recording; the costs are all in the production of the video. Time Warner requires a 48 hour lead time for airing of video -recorded meetings. A professional filming company would be hired to record the meetings. The company would set up with four cameras and the production equipment needed. We would have to pay extra for longer meetings. • Pros: Lower start-up costs No extra training needed for staff iii. Televised meetings would not require a computer or internet connection to view • Cons: Higher on -going costs Delayed broadcast would have little value to residents Cost is only for City Council meetings — any other meetings would be extra 5. Live T.V. Broadcast — Cost estimate - $130,000 equipment plus $2,145 per month and production costs. There is no cost from Time Warner for the actual broadcast of the meeting, however there would be significant start up and ongoing costs associated with the recording of the meeting. This would include purchase of production equipment, construction of a production booth, and installation of a fiber optic circuit to facilitate the live feed. The cost of the equipment and installation would be at least $130,000. The fiber optic circuit would be $2,145 per month. There would also be an additional cost of a production booth, which would vary depending on location selected. This does not include camera operation, directing, editing, etc. This would either be a new staff position, or an outside vendor. Staff Report Information Item Relative To Broadcasting Council Meetings February 10, 2011 Page 4 of 4 • Pros: Televised meetings would be accessible to anyone with a T.V. Residents would be able to watch live meetings . Cons: Very high start-up cost Complex implementation — require building a production booth, and installing a fiber optic circuit Would require production expertise that is not currently available from staff — either new position or hiring a film crew With the advancement of technology, we are able to provide greater public accessibility and reach a broader spectrum of the community. It is important to keep in mind that as a result of this technology, and as has been noted at other cities' meetings, a speaker's intention to inform may result in misdirection of the Council's attention to an individual agenda, using the forum and broadcasting opportunity provided to further their particular cause. Fiscal Impact Should Council wish to support staff's recommendation of Option 2, Web Streaming with Standard Definition Cameras, the anticipated cost is between $15,000 and $40,000. Staff requests that Council provide direction as to which option they would like to see implemented, and will include the appropriate funding in the budget for the upcoming Fiscal Year 2011-2012. Submitted by: CITY COUNCIL�TION I APPROVED DENTED ayton Von In ion Systems Manag Approved by: a//Z-- Paul S. Gibson, Finance Director I M. Wohlmuth, City na er J RECEIVED OTHER MEETING DrAT � AYES: ) 7 NOES: ) ._ ABSENT: L._._.__ ABSTAIN: C VERIFIED BY: Original on File with City er c's Office * Approved the recommendation, with staff providing the video file to Time Warner for delayed T.V. Broadcast. 5-0 Additionally, with City Council concurrence, staff was directed to move forward with installing the Council Chamber Audio Upgrades during the month of May and hold City Council meetings in the Administrative Conference Room in the interim. Michelson, Wilma From: Mimi Monahan [mimim@landmarkgolf.com] Sent: Thursday, February 10, 2011 8:16 AM To: CityhallMail Subject: televised council meetings Mary (Mimi) Monahan 458 Tava Lane Palm Desert, CA 92211 I am in favor of televising all Palm Desert City Council Meetings. I am not off of work in time to attend but would appreciate the chance to watch the meetings if they can be televised and shown later in the evening. This would allow me to become more involved with the issues that are of interest to me. Plus it gives the citizens of Palm Desert a chance to see first-hand some of the work that our elected officials do. Thank you. I Klassen, Rachelle Subject: FW: Council Broadcast Issues Attachments: 1099s from citries 20110209090151765.pdf; Palm Desert 2011 proposal to council.doc From: Robert Jenkins [mailto:jay@tvInews. netl Sent: Wednesday, February 09, 2011 5:23 PM To: von Helf, Clayton Subject: Council Broadcast Issues Hi Clayton, I have checked with the finance dept. of a couple of cities. Scott Morgan Director of Finance even went up to accounting to be sure we were right that they pay nothing to time Warner for Council Broadcast. Time Warner even installed Fiber to the council chambers for HD broadcast directly to the "Head End". I have a call in to Cathy Jacobs to get info on the subject. Time Warner does deduct expenses from their franchise agreement payment for the service but that's not what we're talking about. The bottom line is "Coachella can afford it." I think that says it all. Palm Springs Video - TV1 News jay(o.tvl news. net 3407 San Martin Circle Palm Springs, California 92264 Ph:760-778-4336 Cell:760-774-0441 I i Palm Springs Video / TV1 3407 San Martin Cir., Palm Springs, CA 92264 (760) 778-4336; email: palmspringsvideo@yahoo.com The City of Palm Desert February 9, 2011 Proposal to Video Record Council Meetings Palm Springs Video would like to propose that you accept our offer to shoot and broadcast The Palm Desert City Council Meetings on the second and fourth Thursday of each month. We currently broadcast the Desert Hot Springs City Council Meetings as well as record for broadcast the meetings of The City of Rancho Mirage which we have done since 1996. We also provide Workman's Compensation and general liability Insurance naming your city as "also insured". Palm Springs Video would record meetings with 4 cameras, (more should we find it necessary) together with all of the studio equipment necessary to record each meeting and also provide a back up recording should one fail. At least 1 camera will be remote controlled by the technical director and we will when practical import a feed from your system to record directly from your display system. Our crew arrives at the council chamber at least 1 Y2 hours prior to meeting time to set up our mobile studio and test all of our equipment including the feed from your cities sound system to assure all is ready for the appointed start time. The cost of the first hour of the Council Meeting including the set up is $668.00 and each additional hour of the meeting is $217.00, which is consistent with charges to the other cities we serve. The City Clerk will receive 2 DVD copies of the meeting. A deposit of $4,800 secures the date together with the contract and an annual cost of living adjustment based on Riverside County numbers will apply each year. Additional services: Authoring the DVD ...$200, Additional copies ...$20 ea, Web encoding ...$50 per meeting hour. Outside single camera shooting and editing of other city projects is $100 per hour. (Groundbreakings, Mayor's State of the City address or other city events.) Thank you for your consideration. Robert "Jay" Jenkins / owner Michelson, Wilma From: SusanMarie Weber [susanmarieweber@earthlink.net] Sent: Thursday, February 10, 2011 1:42 PM To: CityhallMail Subject: Message from Susan Browne Rosenberg RE: council on TV Members of the City Council See message below from Susan Browne Rosenberg Thank you ----- Original Message ----- From: Susan Rosenberg To: SusanMarie Weber Sent: Thursday, February 10, 2011 1:38 PM Subject: council on TV Susan Marie, I appreciate your constant work trying to get more public awareness of what is going on at City Council meetings. I support televising meetings on cable. I think the live option is too expensive for our city right now, but the delayed broadcast should work for people who were unable to attend. Please pass my comments on to the council. Susan Browne Rosenberg Treasurer Soroptimist International Palm Desert PO Box 13997 Palm Desert, CA 92255-3997 http://www.soroptimistpalmdesert.org Michelson, Wilma From: SusanMarie Weber [susanmarieweber@earthlink.net] Sent: Thursday, February 10, 2011 1:41 PM To: CityhallMail Subject: From Naran Reitman, RE: PD Council meeting 2/10, Members of the Palm Desert City Council Below is the message from Naran Reitman. Thank you ----- Original Message ----- From: Naran Reitman, Esq. To: SusanMarie Weber Sent: Thursday, February 10, 2011 8:47 AM Subject: Re: PD Council meeting 2/10, 4pm. Send your support for Televising Council Meetings SusanMarie: I am unable to attend the Council meeting today. Please communicate to the Council my strong support for televising, internet streaming, pod casting, etc. all of the Council meetings. In this era of exploding communications technologies, transparency in all things government is not only doable, but required in a democracy to insure a well-informed electorate! Thank you. Regards, Naran Reitman, Esq. White Water Building 43-100 Cook Street, Suite 204 Palm Desert, CA 92211 (760) 776-1400 (760) 776-1409 (Fax) nreitmanesq a reitmanlaw. net Michelson, Wilma From: SusanMarie Weber [susanmarieweber@earthlink.net] Sent: Thursday, February 10, 2011 2:15 PM To: CityhallMail Subject: Message from Krisann Bacon RE: Televising Council Meetings Members of the Palm Desert City Council, Below is a message from Krisann Bacon, thank you ----- Original Message ----- From: Bacon, Krisann To: SusanMarie Weber Sent: Thursday, February 10, 2011 2:04 PM Subject: FW: PD Council meeting 2/10, 4pm. Send your support for Televising Council Meetings Susan Marie, Naran forwarded me this email, I thought I was going to be able to attend the council meeting today but I am not so I wanted to voice my support as well. I whole heartedly agree with Naran's comments below. Good luck! Krisann My business address is 73-321 Fred Waring Dr. Palm Desert, CA 92260 SusanMarie: I am unable to attend the Council meeting today. Please communicate to the Council my strong support for televising, internet streaming, pod casting, etc. all of the Council meetings. In this era of exploding communications technologies, transparency in all things government is not only doable, but required in a democracy to insure a well-informed electorate! Thank you. Regards, Naran Reitman, Esq.