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Home My WebLink About07/15/2008, C2 - RELEASE OF GOVERNMENT ACCESS FUNDS counat Mcm.,D= 7-15-0.8 agenba Repom h..N°.b. �2 z CITY O F SAN LUIS 0 8 1 S P 0 FROM: Audrey Hooper,City Clerk SUBJECT: RELEASE OF GOVERNMENT ACCESS FUNDS CAO RECOMMENDATION Authorize the release and appropriation of $100,000 from the Government portion of Public, Educational and Government access funds for Channel 20 for: 1. immediate replacement of or upgrades to existing equipment and software; 2. future equipment or facilities that will enhance current operations or broaden the City's broadcasting capabilities, and 3. service/maintenance agreements to resolve current and future equipment and/or software issues. DISCUSSION Background In March 2005, the Council approved guiding principles to allow for the development of a Public, Education, Goverment (PEG) Access Operating Plan as required under the City's current franchise agreement with Charter Communications. At that time, approval was given to distribute these funds equally between SLO County Public Access ("Public"part of"PEG'), San Luis Coastal Unified School District("Education") and the City("Government"). On June 19,2005,the Council approved a Cable Television Public,Educational and Government (PEG) Access Operating Plan. At that time, accrued PEG Access Funds equaled just over $600,000. With approval of the Plan, $200,000 became available to the City for its equipment and facilities needs. At the same meeting, the Council authorized release of$200,000 from the City's Government Access Funds and authorized the CAO to award a contract not to exceed that amount for improvements to the City's broadcast capabilities. Subsequently, extensive upgrades have been made to the City's broadcasting equipment These upgrades included additional space on the City's centralized data storage system to accommodate digital video file storage needs, replacement of broadcasting equipment in the Council Chamber and Broadcasting Room,and a new system for converting PowerPoint programs into a format for broadcasting on Channel 20. The installation of the current broadcasting equipment was completed in March 2007. During the next fifteen months of operation, it became apparent that the contractor who designed and installed the new equipment was unable to resolve a number of issues that arose subsequent to the initial installation. As a result, staff chose not to renew its service agreement with this vendor upon expiration of that agreement on May 1,2008. Instead, staff has been using the services of a new contractor with proven audio/video experience, Jensen Audiovisual, to assist in resolving preexisting and new issues. Release of Government Access Funds Page 2 Additionally, meetings have been held over the past few months to develop a list of current and future broadcasting equipment and facilities needs and capabilities. Stakeholders included in those meetings have been staff from the City Clerk's office, Public Works, Utilities, Finance & Information Technology, KCBX operators and, most recently, representatives from Jensen Audiovisual. Immediate Replacement of or Upgrades to Existing Equipment and Software Staff consulted with Jensen Audiovisual to determine the most feasible way to resolve urgent issues with current equipment and software. A number of immediate problems have been resolved (particularly related to the podium microphone, document camera and overhead projector). Additional issues remain. Resolving some of these may be as simple as rewiring a number of connections. Others may require a reprogramming of the current software. Still other issues may require replacement of equipment. (For example, the scheduling equipment, a KeyWest/AMX scheduler; is failing and its warranty has expired. Repeated attempts to resolve its problems with the vendor have been unsuccessful.) There is also an immediate need for broadcasting schematics and wiring diagrams to be brought up-to-date. Available funds need to be released in order for staff to authorize Jensen Audiovisual to proceed with resolving these issues. Future Equipment and Facilities The following represents an overview of some of the upgrades or purchases that should be pursued within the next few months: 1. Investigate and, if necessary, replace the preexisting microphone system. The podium microphone was replaced with the broadcasting system upgrade. Microphones at the dais and staff tables need to be evaluated for possible replacement and consideration should be given to a full rewire of the microphone system. 2. Modify the .broadcasting room to meet ergonomic requirements of the operators. The workstation of the broadcasting room (desk top, racks and shelves) was not part of the original equipment upgrade. The current arrangement is not ergonomically sound. Equipment should be condensed into one rack, when possible, and the workstation redesigned so that operators do not need to stand to perform certain functions. 3. Purchase equipment and software for use by City departments to develop in-house programs to be broadcast over Channel 20. A Channel 20 Enhancement Group began meeting several months ago to consider this need. It is anticipated that they will be proposing an equipment and software purchase within the next few months. Service/Maintenance Agreement Since May 2008, staff has been using the services of Jensen Audiovisual on a time and materials basis to assist with the City's broadcasting challenges. In order to ensure that the City has the broadcasting support it needs during City Council and Planning Commission meetings, and to resolve equipment issues as soon as possible after they arise, in the most cost-effective and Release of Government Access Funds Page 3 efficient manner,a service/maintenance agreement is imperative. Jensen Audiovisual is qualified to provide these services and staff proposes to pursue an agreement with them for that purpose. CONCURRENCES The Finance&Information Technology Department concurs with this recommendation. FISCAL IMPACT The City's General Fund will not be impacted by the release and appropriation of these funds. Currently $123,526 remains unallocated in the City's portion of PEG.Access Funds based on quarterly payments through April 2008. The recommended release of funds will result in a balance of$23,500, which will continue to grow at a rate of approximately$34,000 per year and will meet the needs for maintenance and future upgrades of our current system. Authority to make purchases and enter into a service/maintenance agreement will be handled in accordance with the City's purchasing guidelines. ALTERNATIVES 1. Do Not Release Funds. This would significantly impact our ability to provide reliable government broadcasting services. 2. Reduce the Amount Requested for Release. The Council could authorize the release of a reduced amount of fimds, requiring that staff return to Council for the additional release of funds at some point in the future. However, the requested $100,000 will meet current needs and does not exceed the CAO's purchasing authority. Additionally, limiting the release of fimds could delay the resolution of current issues or making enhancements, such as modifying the broadcasters' workstation,that merit immediate attention. 3. Release All Available. Funds. This is not required at this time in making needed changes in the foreseeable future. We recommend returning to the Council for any subsequent release of funds. G:\709-08 PEG Access\Council Agenda Reports\07-15-08 CAR Report Release of Govt Access Funds.DOC C2.�3