09-25-2024 Council Packet - Laserfiche WebLink

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STAFF REPORT TO: Mayor Fischer and Members of City Council FROM: Chris Heineman, City Administrator Laura Linehan, Community Relations Manager DATE: September 25, 2024 RE: Approval of Professional Service Agreement with NSAC (NineNorth) ACTIONS TO BE CONSIDERED: The City Council is asked to consider a Motion to Approve a Professional Service Agreement with the North Suburban Access Corporation (NSAC) for a period of three years (2025-2027). BACKGROUND: The City of Little Canada transitioned from in-house cable production services to North Suburban Access Corporation (NSAC) in 2019. On September 8, 2021, the City Council approved a three-year agreement with NSAC, which will expire on January 1, 2025. In the 2022-2025 Service Contract, the charges for production services were set at $180 per meeting for a total cost of $8,820 per year for 2022 which remained flat for the three-year term. This was based on two City Council meetings, one Planning Commission meeting, and one Parks and Recreation meeting per month. Another change to the existing Service Contract was to extend the term from a one-year to a three-year agreement to enable NSAC to plan for appropriate staffing levels. Once again, NSAC is proposing a three-year agreement. Like the 2022-2025 agreement, the agreement will automatically renew for another period of one (1) year unless notice to terminate the agreement is provided no less than ninety (90) days prior to the end of the current term. ANALYSIS: Within the proposed agreement, NineNorth requested a 1% increase in fees. Aside from this adjustment, the terms of the new agreements remain largely consistent with the previous contracts, ensuring continuity and clarity for all parties involved. The largest modification in the proposed agreement is in web streaming services. In the past, cities were billed based on an estimated, evenly divided number of meetings projected for the year. Under the new contract, NineNorth has refined this approach to align billing with the actual number of meetings held. In analyzing the potential impact of this adjustment in billing structure, city staff does not anticipate that this will result in a significant cost impact and may actually reduce costs if we have fewer than 48 live-streamed meetings per year.