02-13-2019 Council Packet - Laserfiche WebLink

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MEMORANDUM TO: Mayor Keis and Members of the City Council FROM: Bryce Shearen, Parks & Recreation/Community Services Manager DATE: February 12, 2019 RE: CTV and staff transition update CTV production of City meetings has begun as of the first of the year. So far, the transition has been seamless and CTV has been great with communication to staff. The Cable TV Producer, Vanessa VanAlstine submitted a formal resignation from the City of Little Canada on January 30, 2019. In the past couple of weeks Vanessa has been working on wrapping up many loose ends and had multiple meetings with me to help with my understanding of the ongoing cable television duties, and provide me with credentials, background on equipment, supplies, and miscellaneous institutional knowledge from her tenure with the City. Going forward, staff and the City Council will need to determine how to address various tasks that the City has done in the past and CTV is not covering. Those tasks include: • Maintaining the Carousel bulletin board on channel 16 o Acquire videos to play on the channel or bulletin board • Setting a playback schedule for CTV (to be provided at least one week in advance) • After meeting tasks o Burn a DVD from the HDD/DVD drive. Label, store, and update database records. o Move meeting recordings to the Meetings volume server o Rename HELO recording of the meeting o Trim recording of the meeting • Keep up with the City’s library of recordings • Maintaining computers and equipment • POC for coordinating maintenance, repairs or troubleshooting of equipment There are also a number of housekeeping items that will need to be done at some point. In the past, the agenda graphics were done prior to the meeting by staff. This task is now part of the CTV’s workflow prior to each meeting. At this time, I intend to communicate with CTV about what meetings need to be covered, cancelations or date changes, and updates as they happen. I plan on meeting with Kevin Helander to discuss any other tasks that may need to be done and gain a better understanding of his desire/skill set of work and to talk about expectations and opportunities as we move forward.