Agenda Packets - 2017/09/05 - Laserfiche WebLink

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Item 2 September 5, 2017, Work Session Page 2 inspection of the video production equipment at several sites including Mounds View in August 2011. Their Needs Assessment Report, excerpt attached, dated July 15, 2013, found that, "Much of the production equipment in the Council Chambers of the 10 member cities also needs to be replaced." The report suggested an equipment package including Chambers/Meeting Rooms at $333,108, Post -Production at $10,038, and Archive at $40,000. Also indicated is a replacement schedule for some of the equipment at 5 year, 7.5 year, and 10 year out from the initial build totaling an additional $90,038. It was suggested that Mounds View delay replacing the Council Chambers and Control Room Equipment for two primary reasons. The first was the hope for capital equipment grants as part of the franchise agreement. Those potential monies may not be available to cities that had already replaced their equipment and no longer had demonstrated need. Secondly, the suggested equipment packages, as part of a negotiating tool, had budgets exceeding what a city might normally spend. No one wanted to undermine the group's negotiating position by committing to costs below the estimates in the needs ascertainment report when there was a chance of some additional funding through capital equipment grants. Negations with Comcast continued for seven years, with several short extensions of the franchise to permit parties to carry on business as usual during the interim. At their August 3, 2017, meeting the North Suburban Cable Commission voted to recommend to the nine member cities approval of a ten year franchise with Comcast. The First Reading and Introduction of Ordinance 937, granting a cable franchise to Comcast of Minnesota, Inc. is scheduled for the September 11 City Council meeting. The largest impact of the franchise is the approximately 40% reduction of PEG support to the North Suburban Access Corporation, but there are other cuts including the loss of universal service, as well as no capital equipment grants to assist the member cities with chambers upgrades. Discussion: Given the age and condition of the current equipment, and the elimination of reasons to delay replacement planning, staff has been working with the technical staff from CTV North Suburbs, primarily Patrick Cook, Senior Technician & Facilities Coordinator. Staff has also been meeting with representatives from local AV integrators and researching equipment. Most meetings have Council/Commission members and some staff at the dais, with the podium available for additional staff, guest presenters and the public. This arrangement is used by the City Council; Economic Development Authority; Planning Commission; Parks, Recreation, and Forestry Commission; and Economic Development Commission. The City Council uses six tables in the open space fortheir Work Session meetings, and the Charter Commission and occasionally Planning Commission use four table setups. Since the City does not have a video studio, staff has creatively utilized the available resources and space to support as many types of productions as possible. The Council Chambers are also used for events like the Town Hall Meeting, Candidates Forum, Streets Neighborhood Meeting, and interview shows. The presentation systems in the room are used for non - televised staff meetings and training. Overall, the Mounds View Council Chambers has a