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Home My WebLink About12.A. Proposed 2008 Telecom Budget /2. ft. City of Shakopee Memorandum TO: Mayor and City Council Members Mark McNeill, City Administrator FROM: John Peterson, Telecommunications Coordinat~ SUBJECT: Proposed 2008 Telecom Budget DATE: October 24,2007 Introduction The Telecommunications Advisory Commission has prepared goals and a proposed budget for 2008 and is recommending it to the City Council for approval. Background Attached are the proposed 2008 budget description and worksheet pages. The following is a list ofthe goals and a summary of the big ticket items. 2008 Goals 1. Utilize Telecommunications to Communicate City Activities to Residents 2. Overhaul of Government Access control room. 3. Continue to work with outside professional groups, offering web-streaming, and legal or other advice. 4. Continue to work with City Departments, increasing and improving technology. 5. Provide classes for Shakopee Public Access current and potential users. 6. Continue to improve Cable Studio and its functionality. 7. Continue to ensure professional standards from Comcast service. Major Expenditures 1. Franchise Fee Audit/Review ($25,000). An audit/review was last conducted in 2005. At that time, the Commission established a goal of reviewing this every 3 to 5 years. Bob V ose of Kennedy and Graven has now recommended that we proceed with this at the 3 year mark. 2. Web site for Public Access and live streaming of Channel 15 ($6,500). The Commission is recommending a website as a good way to draw more attention to our Public Access Facility. In addition the Commission wishes to stream the Public Access Channel 24/7 on this site. 3. Bulletin Board software/hardware for Parks and Rec. Dept and Educational Access ($5,000). This would allow the Parks and Rec. Dept to have an electronic bulletin board display at the Community Center using the system already in place for our cable channels. And would assist the school district with getting something onto the Educational Access Channel, which is currently going unused. 4. New audio/visual console / equipment ($40,000). Recent additions to the control room in the back of the Council chambers have put us at maximum capacity. This investment will provide a better workspace from which to broadcast meetings and will be stand-alone, so that it could be moved to a new City Hall at some point in the future. 5. Wi-Fi Hotspot at the Community Center ($2,000). The Commission is proposing a trial project offering a Wi-Fi hotspot at the Community Center with the idea that additional hotspots could be added throughout the community in the future. 6. Research and Development Fund ($35,000). The Commission is recommending that the City continue to set-aside funds to support new and innovative technology projects in other City departments. This amount reflects an increase over the $20,000 set aside for the R&D fund in recent years. 7. Web-Streaming ($9,400). We began providing both live and on-demand streaming of Government Access programming this past August. This is the annual operating costs to continue this service. In addition to the items listed above, the 2008 budget will also need to accommodate ongoing operations, such as staff salaries and benefits, general supplies, printing, publishing and advertising costs, rent, legal, dues, conferences and training. The proposed 2008 Telecom budget includes $314,600 in expenditures; funded by an estimated $324,000 in revenue from Comcast (this is based upon franchise fees and PEG fees and does include estimated interest). Our actual revenues for 2006 were approximately $259,000 (franchise fees) and $32,000 (PEG fees) totaling $291,000 (staff anticipated $250,000). Action Requested: No action is requested at this time. Staffwill take any questions or changes that Council might have and share them with the TAC. Formal action will be requested in December when Council adopts the entire budget. CITY OF SHAKO PEE 2008 TELECOMMUNICATION FUND BUDGET DIVISION: ADMINISTRATION - TELECOMMUNICATIONS MISSION STATEMENT: The mission of the Telecommunications Division is to study issues and recommend solutions to the City Council relating to the provision of telecommunication services for the City, residents, and businesses of Shakopee and to guide the operation of the City's Government and Public Access Television Channels. ACTIVITY: Telecommunications activities include: conducting and recommending ordinance changes to the City Council, renewal and franchising, recommending a budget to the City Council, providing advice to the City Council on new telecommunication developments, INET oversight and development, and PEG channel and studio operation and direction. GOALS: 1. Utilize telecommunications to communicate city activities to residents. 2. Overhaul of Government Access control room. 3. Continue to work with outside professional groups, offering web- streaming and legal or other advice. 4. Continue to work with City Departments, increasing and improving on technology. 5. Provide classes for Shakopee Public Access current and potential users. 6. Continue to improve Cable Studio and its functionality. 7. Continue to ensure professional standards from Comcast service. OBJECT DESCRIPTION: Description of line items: Wages & Benefits: Telecommunications Coordinator, Share of Assistant City Administrator, Share of IT Personnel, PT Cable Technician(s), Intern, & Benefits and Taxes Supplies & Services: Additional Carousels (bulletin board programs) for Parks and Recreation Dept. and Educational Access Channel $5,000, Tele- prompter and portable light kits $6,500, wi-Fi hotspot $2,000, Public Access website with live web-streaming $6,500, Round Table Audio "Phase 2" $3,500, R&D Fund $35,000, Office Supplies $4,000, Equipment Maintenance (in-house) $1,000 Professional Services: Franchise Fee Audit/Review $25,000, Granicus (web-streaming) $9,400, I-net maintenance agreement $2,600, Attorney $5,000, Equipment maintenance (out-sourced) $2,000, Consultant(s) $20,000, Communications: Postage $100, Phone $900, Printing and Publishing $2,000, Advertising $10,000 Insurance: Liability $2,500 Rentals: City Hall and Administrative Support $6,000, Community Center $12,500 Dues, Training, Traveling: MACTA and NATOA conference registrations and other staff training $5,000, Travel for 2 individuals to NATOA Annual Conference $3,000, MACTA & NAOTA membership $2,000 Capitol Outlay: Equipment $40,000 (overhaul of Government Access control room) CITY OF SHAKOPEE TELECOMMUNICATIONS FUND 2007 BUDGET TELECOMMUNICATIONS FUND BUDGET SUMMARY 2005 2006 2007 2008 Actual Actual BudQet Proposed Revenue Taxes $ - $ - $ - $ - Licenses and Permits 279,897 295,954 300,000 309,000 Intergovernmental Charges for Service Interest 10,536 21,615 8,000 15,000 Miscellaneous 420 509 Total Revenue 290,853 318,078 305,000 324,000 Expenditures Personal Services 67,587 72,476 92,160 103,100 Supplies & Services 100,721 73,442 214,700 171 )500 Capital Equipment 13,916 136,146 40,000 Total Expenditures 182)224 282,064 306,860 314,600 Excess (Deficiency) Of Revenues over Expenditures 108,629 36,014 1,140 9,400 Transfers Out (6,500) (6,500) Excess (Deficiency) Of Revenues over Expenditures & Transfers and Other Uses 108,629 36,014 (5,360) 2,900 Fund Balance January 1 402,032 510,661 547,326 541,966 Fund Balance December 31 $ 510,661 $ 547,326 $ 541,966 $ 544)866 Telecommunications 2008 Budget 2151 Budget Object # Description Management Total 2007 Diff 6002 Wages FT - Reg. 65,310 65,310 59,420 5,890 6005 Wages OT - Reg. - - - 6015 Wages PT/Temp 18,600 18,600 15,600 3,000 6122 PERA 5,450 5,450 4,690 760 6124 FICA 6,420 6,420 5,740 680 6135 Health 4,660 4,660 4,050 610 6139 PEHP 300 300 300 - 6140 Life/L TO 270 270 270 - 6145 Dental 390 390 390 - 6170 Workers Comp 200 200 200 - 6180 Compensated Absences 1,500 1,500 1,500 - 6190 Retirement Benefit - - - Total Personnel 103,100 103,100 92,160 10,940 11.87% 6202 Operating Supplies 58.500 58.500 113,700 (55,200) 6210 Office Supplies 4,000 4,000 2,000 2,000 6240 Equipment Maintenance (in house) 1,000 1,000 - 1,000 6310 Attorney 5,000 5,000 5,000 - 6316 Equipment Maintenance (out source) 2,000 2,000 1500 500 6327 Other Prof Services 57,000 57,000 60,000 (3,000) 6332 Postage 100 100 100 - 6334 Telephone 900 900 100 800 6336 Printing/Publishing 2,000 2,000 1,500 500 6338 Advertising 10,000 10,000 3,000 7,000 6352 Liability Insurance 2,500 2,500 2,400 100 6400 Rentals - - - 6420 Equipment Rent - - - 6430 Building Rent (IS FUND) 6,000 6,000 - 6,000 6435 Other Rent 12,500 12,500 17,400 (4,900) 6472 Conf / School/Training 5,000 5,000 4,500 500 6475 Travel/Subsistence 3,000 3,000 1,500 1,500 6480 Dues 2,000 2,000 2,000 - 6490 Subscriptions/Publications - - - Total Supplies & Services 171,500 171,500 214,700 (43,200) -20.12% 6740 Capital Expenditures 40,000 40,000 40,000 Total $ 314,600 $314,600 $306,860 $7,740 2.52%