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Home My WebLink About5.D.5. Telecommunications Commission-2004 Budget & Goals 5.0.S. City of Shakopee Memorandum TO: Mayor, City Council Mark McNeill, City Administrator FROM: Tracy Schaefer, Assistant to the City Administrator SUBJECT: Telecommunications Commission - 2004 Budget & Goals MEETING DATE: August 28, 2003 Introduction Telecommunications Commission has developed a recommended budget and goals for 2004. Background Attached are the 2004 Telecommunications goals and objectives that list, in more detail, other goals like keeping policies up to date and monitoring the INET that do not have a budget impact. The goals were broken into four main categories: 1) Public Access 2) Government Access 3) Telecommunications (website, phone system, INET) 4) Cable Franchise. PUBLIC ACCESS The Community Center is currently the home to the public access studio where Shakopee and Township residents can check out, free of charge, video cameras and video production equipment and receive assistance and training on how to edit their program and properly use video equipment. In return for use ofthis equipment, studio, and resources, the users submit video productions like Shakopee Football games, Derby Days Parade to be shown on cable channel 15. In 2004, the Commission recommends spending $21,000 on Public Access: 1) Upgrade equipment like DV camcorders and microphones for volunteers. 2) Purchase new program playback equipment to allow for more viewing of shows. 3) Purchase new editing systems to keep up with the digital technology. GOVERNMENT ACCESS Government Access programming is shown on cable channel 16 to educate and inform the public about day-to-day activities of the city. For example, city council, planning commission and other meetings are televised live and rebroadcast. Since the City Council Chambers were recently upgraded, the Commission is not recommending spending many funds. In 2004, the Commission recommends spending $3,500: 1) Complete the Council Chamber upgrade by purchasing a digital playback system to allow for more meetings to be broadcast. 1 TELECOMMUNICATIONS With ever changing telecommunications advancements and less general fund money, the Telecommunications Commission recommends spending more money on general telecommunications items than in past years. Areas such as phone systems (VOIP), Community Center digital security cameras and the website have become top priority recommendations for the Commission. In 2004, the Commission recommends spending $116,500: 1) Complete VOIP (phone system) to City Hall, PW and Community Center. 2) Implement Phase II ofthe website to include Parks & Recreation online registration, an intranet and more e-commerce applications. 3) $15,000 for additional IT support from LOGIS to assist in implementation of the Commission's goals & objectives. 4) Purchase digital security cameras for the Community Center. 5) Purchase VPN (internet technology for emaiVintemet) for Council and Department Heads to make communicating with our customers easier. CABLE FRANCHISE It is the goal of city staff and the Telecommunications Commission to have the cable franchise renewed by the end of the year; however, is this does not work out; funds have been set-aside for legal counsel. The City Council will continue to see a more active Telecommunications Commission over the upcoming months, so the Commission invites you to turn on Channels 15 and 16 to see the latest developments, improvements, and changes. Budget Impact 100% of all recommendations from the Telecommunications Commission will be funded from the Telecommunication Fund, not the General Fund. Since these funds are contingent on the renewal of the cable franchise, the Commission has set a very conservative timeframe for projects and will only move forward after franchise funds have been received from Time Wamer to eliminate any reliance on the General Fund. Action Requested Accept the 2004 recommended Telecommunications budget. 2 2004 Goals & Objectives - Telecommunications Commission Public Access Goal Goal Details Public Benefit Implementation Timeframe Public Access Gives direction to gov. access Workshop with Winter 2004 Mission Statement Commission to discuss. Keep Public Review annually. Keeps policies legal and current Discuss at Commission Fall 2004 Access Policies to ensure proper use of the meeting. Current channel. Develop Brand Increase awareness of Attract residents to gov. channel, Develop logo for Channel Spring 2004 Identity public channel 15. which will increase awareness of 16, bug (symbol like NBC Currently using city programs. in the corner of the Shakopee logo. Does channel at all times) Commission wants its during city meetings. own? Increase Attract new users More and better programming. New equipment, more Ongoing Programming playback, advertisinQ. Increase Playback 24/7 playback of Providing programming for Purchase necessary April 2004 of Programming programming to viewers. equipment increase viewership. Better Equipment Purchase 3 DVD cams Will allow for better programming, Purchase cameras February 2004 for Users which could result in more programming and viewership. Video Classes Increase access users More programming, qualified Team up with Community Ongoing by offering video videographers. Ed to offer classes production classes Discontinue Fiscal constraints may Grant program has been in place Notify public access users January 2004 Programming not allow for for over 10 years and has not and discontinue program. Grant Program continuation of achieved the goal of increased program. programming. With other city cuts, this is not good public policy. Replace Old Replace mics, playback Better programming. Many items Purchase new equipment June 2004 Equipment equipment, misc. are currently "missing" or and maintain it. outdated. 2004 Goals & Objectives - Telecommunications Commission Government Access Goal Goal Details Public Benefit Implementation Timeframe Develop Gov. Gives direction to gov. Workshop with Commission to Winter 2004 Access Mission access discuss. Statement Up to date Gov. Review annually. Keeps policies legal and Discuss at Commission Fall 2004 Access Policies current to ensure proper use meeting. of the channel. Channel Identity Using Shakopee Attract residents to gov. Develop logo for Channel 16, Spring 2004 logo. Does channel, which will increase bug (symbol like NBC in the Commission wants awareness of city programs. corner of the channel at all its own? times) durina citv meetinas. Community Increase use of More/better appeal will New compix character January 2004 Calendar Appeal pictures, etc. for attract more viewers and generator will allow for better better appeal to increase awareness of city presentation of information. announcements events. Digital camera purchase will increase still ohoto use. Develop Monthly "Shakopee Updates" Keeps residents informed of Create monthly scripts, video Early Winter 2004 Program Series "Meet With the factual information about city production & editing, Mayor" 15-30 programs and activities. broadcast on channel & minute program. website. Produce More Produce more Increased awareness & Video production, editing and September 2004 Department "Clean Up Day" Type communication. channel playback. Specific Programs videos Increase original Playback more Increased public awareness Install new equipment such as January 2004 gov. programming programs like Clean of city activities and mini t & 300 disc changer. Up Day. programs. Decreased staff time to allow staff to focus talent in other areas. Better Meeting "Professionalize" Better "on air talent" will Work with January 2004 Presentation volunteers on equal better and more Council/Commissioners to camera effective communications show them how to be "on air" with customers. 2004 Goals & Objectives - Telecommunications Commission Telecommunications Goal Goal Details Public Benefit Implementation Timeframe Define/Expand Technology is always changing Workshop to discuss February 2004 Telecommunication's and the commission needs to with Commission. Mission evolve as the technology changes and evolves. Voice/IP Citywide Telephone system will 1) Better communication system Asst. to Adm & IT March 2004 utilize INET (fiber) than for public & city staff. Coordinator work with traditional cable. 2) Utilize the INET contractor to provide 3) More cost effective hardware, software, 4) Use of more technology than labor to install new current system. system. PO/Lib 5) Current system 10 years old completed in 2003. and failinQ. Phase /I Website Proposal documents 1) 24/7 customer service Continue working with Winter/Spring 2004 online, more content, 2) less staff time. website development more e-commerce, online firm from Phase I. surveys, more video clips, park & rec registration online, intranet. Increase Website Find more staff time to Residents are demanding more Decentralize website July 2004 Updating & New update website and add electronic and e-commerce responsibilities and add Information new information. Asst. services, such services are cost p-t staff for updating. Adm. updates all of effective for the city. website, but new website will more than double maintenance. Video Streaming Viewing city meetings on Residents without cable can view Research other 2005 the City's website, rather city meetings, can watch communities for best than on cable TV. meetings whenever/wherever, structure of video and can watch selected portions streaming system, of the meetings rather than the purchase equipment, entire meeting. software and go live by Fall 2005. 2004 Goals & Objectives - Telecommunications Commission Telecommunications Goal Goal Details Public Benefit Implementation Timeframe Connect Fire Station TW provides 2 strands of Disconnect TW Roadrunner Purchase INET hook-up April 2004 . (Vierling) to INET fiber to hook up fire service, cost savings, faster equipment & disconnect station to INET in speeds, access to more RoadRunner. franchise. technology that will increase efficiencies at Fire Dept. Will allow for video service in future. Digital Security Improve security systems 1} Provide facility management & Asst to Adm, It Summer 2004 Systems - Community in Public facilities using staff high quality video images Coordinator and Center new digital video cameras and recording of public areas Community Center networked to large hard where damage to facilities has manager. drive recording system. and could occur. 2} Utilize INET 3} Provides greatly improved reviewal of video utilizing hard drive recordings replacing VHS videotape providing police with images they better interpret. 4} Improves access for required managemenUstaff of video cameras and hard drive through IP address from any computer. Increase Tech Decrease strains on IT Increase number of Contract with "customer January 2004 Support for website, Coordinator and allow for Telecommunications projects to service" firm for low INET, Phone, Video more time for high level be completed by in-house staff at level IT needs for 1 day Streaming etc. projects. lower price and greater a week/biweekly. knowledge of overall city IT system. VPN Access Enables Council, city staff, City Council does not have Purchase software, April 2004 volunteer fire firefighters access to email, internet or city equipment and access to city files, files which decreases their configuration. Summer internet and email. communication with residents. 2004 2004 Goals & Objectives - Telecommunications Commission Cable Franchise Goal Goal Details Public Benefit Implementation Timeframe Monitor New Cable Ensure complaince with Ensure quality cable Franchise with TW new franchise service Ongoing CITY OF SHAKOPEE TELECOMMUNICATIONS FUND 2004 BUDGET TELECOMMUNICATIONS FUND BUDGET SUMMARY 2001 2002 2003 2004 Actual Actual BudQet Proposed Revenue Taxes $ - $ - $ - $ - Licenses and Permits 202,406 125,000 185,000 Intergovernmental Charges for Service Interest 14,975 5,000 5,000 Miscellaneous 370,899 Total Revenue - 588,280 130,000 190,000 Transfers Total Revenue and Transfers - 588,280 130,000 190,000 Expenditures Personal Services 30,775 66,490 71,370 Supplies & Services 39,132 63,100 105,410 Capital Equipment 106,289 175,000 65,000 Total Expenditures - 176,196 304,590 241 ,780 Excess (Deficiency) Of Revenues over Expenditures & Transfers - 412,084 (174,590) (51,780) Fund Balance December 31 $ 412,084 $ 412,084 $ 328,000 $ 276,220 R5509BUD LO,- _ -,05 CITY OF SI1, EE 8/25,_ 11:24:52 Fiscal Period: 7 I 03 Budget Report Page - 1 Level Of Rollup 7 2000 2001 2002 7/31/2003 2003 2004 2004 2004 Actual Actual Actual YTD Final Requested Approved Final Object Code 1 Description Amount Amount Amount Actual Budget Budget Budget Budget 02150 TELECOMMUNICATION 00 NIA 6000 EXPENDITURES 6001 WAGES & BENEFITS 6002 WAGES 19,892 23,679 54,380 56,800 56,800 56,800 6005 OVERTIME-FT 106 6015 WAGES - PART TIMEITEMP 4,815 2,667 6002 WAGES 24,813 26,346 54,380 56,800 56,800 56,800 6100 BENEFITS 6122 PERA 1,359 1,457 3,240 3,150 3,150 3,150 6124 FICA 1,898 2,015 4,170 4,340 4,340 4,340 6135 HEALTH 1,650 2,742 3,600 4,150 4,150 4,150 6139 POST EMPLOYMENT HEALTH PLAN 158 205 300 300 300 6140 L1FElL TD 82 134 300 70 70 70 6145 DENTAL 132 250 300 360 360 360 6170 WORKERS COMPENSATION 150 100 200 200 200 6180 COMPENSATED ABSENCES 683 400 2,000 2,000 2,000 6100 BENEFITS 5,962 6,953 12,110 14,570 14,570 14,570 6001 WAGES & BENEFITS 30,776 33,300 66,490 71,370 71,370 71,370 6200 SUPPLIES AND SERVICES 6201 SUPPLIES & SERVICES 6202 OPERATING SUPPLIES 7,836 29,460 29,460 29,460 6210 OFFICE SUPPLIES 4,231 113 4,000 6215 MATERIALS 1,000 500 500 500 6240 EQUIPMENT MAINTENANCE 1,500 1,000 1,000 1,000 6201 SUPPLIES & SERVICES 4,231 7,949 6,500 30,960 30,960 30,960 6300 PROFESSIONAL SERVICES 6310 ATTORNEY 13,769 4,562 4,000 2,000 2,000 2,000 6312 ENGINEERING CONSULTANTS 115 6316 EQUIPMENT MAINTENANCE 832 305 6327 OTHER 15,646 24,746 41,000 57,000 57,000 57,000 6300 PROFESSIONAL SERVICES 30,362 29,614 45,000 59,000 59,000 59,000 6330 COMMUNICATIONS 6332 POSTAGE 30 200 250 250 250 6334 TELEPHONE 85 76 500 250 250 250 R5509BUD LOGIS005 CITY OF SHAKOPEE 8/25/2003 11 :24:52 Fiscal Period: 7 1 03 Budget Report Page - 2 Level Of Rollup 7 2000 2001 2002 7/31/2003 2003 2004 2004 2004 Actual Actual Actual YTD Final Requested Approved Final Object Code 1 Description Amount Amount Amount Actual Budget Budget Budget Budget 6336 PRINTING/PUBLISHING 217 112 2,500 500 500 500 6338 ADVERTISI NG 60 100 500 500 500 6330 COMMUNICATIONS 362 218 3,300 1,500 1,500 1,500 6350 INSURANCE 6352 LIABILITY 241 2,024 6350 INSURANCE 241 2,024 6400 RENTALS 6430 BUILDING RENT (IS FUND) 2,900 12,000 12,000 12,000 6400 RENTALS 2,900 12,000 12,000 12,000 6470 DUESITRAININGlTRAVEL 6472 CONFERENCElSCHOOUTRAINING 1,640 15 4,000 650 650 650 6475 TRAVEUSUBSISTENCE 2,297 143 6480 DUES 1,365 1,400 1,300 1,300 1,300 6470 DUESITRAININGITRAVEL 3,937 1,523 5,400 1,950 1,950 1,950 6200 SUPPLIES AND SERVICES 39,132 41,328 63,100 105,410 105,410 105,410 6500 DEPRECIATION 6600 MISCELLANEOUS 6700 CAPITAL OUTLAY 6740 EQUIPMENT 82,758 175,000 65,000 65,000 65,000 6760 IMPROVEMENTS 106,289 ~- 6700 CAPITAL OUTLAY 106,289 82,758 175,000 65,000 65,000 65,000 6800 DEBT SERVICE --- --~-_._-- 6000 EXPENDITURES 176,196 157,385 304,590 241,780 241,780 241,780 00 NIA 176,196 157,385 304,590 241,780 241,780 241,780 R5509BUD L.5 CITY OF SaE 8/25.1:24:52 Fiscal Period: 7 1 03 Budget Report Page - 3 Level Of Rollup 7 2000 2001 2002 7/31/2003 2003 2004 2004 2004 Actual Actual Actual YTD Final Requested Approved Final Object Code 1 Description Amount Amount Amount Actual Budget Budget Budget Budget 50 TELECOMM 6000 EXPENDITURES 6001 WAGES & BENEFITS 6002 WAGES 6100 BENEFITS 6200 SUPPLIES AND SERVICES 6201 SUPPLIES & SERVICES 6300 PROFESSIONAL SERVICES 6327 OTHER 15,996 6300 PROFESSIONAL SERVICES 15,996 6330 COMMUNICATIONS 6350 INSURANCE 6400 RENTALS 6470 DUESITRAININGITRAVEL 6200 SUPPLIES AND SERVICES 15,996 6500 DEPRECIATION 6600 MISCELLANEOUS 6700 CAPITAL OUTLAY 6800 DEBT SERVICE 6000 EXPENDITURES 15,996 50 TELECOMM 15,996 02150 TELECOMMUNICATION 176,196 173,381 304,590 241,780 241,780 241,780 Telecommunications 2004 Budget Business Unit Business Unit 2150 2151 Budget Object # Description Benefits Management Total 2003 Diff 6002 Wages FT - Reg. 7,880 48,920 56,800 54,380 2,420 6005 Wages OT - Reg. - - - 6122 PERA 440 2,710 3,150 3,240 (90) 6124 FICA 600 3,740 4,340 4,170 170 6135 Health 4,150 - 4,150 3,600 550 6139 PEHP 300 300 300 6140 Life 70 - 70 300 (230) 6145 Dental 360 - 360 300 60 6170 Workers Comp 200 200 100 100 6180 Compensated Absences 2,000 2,000 400 1,600 6190 Retirement Benefit - - - Total Personnel 16,000 55,370 71,370 66,490 4,880 6210 Operating Supplies 29,460 29,460 4,000 25,460 6215 Materials 500 500 1,000 (500) 6240 Equipment Maintenance 1,000 1,000 1,500 (500) Professional Services - 1,000 (1,000) 6310 Attorney 2,000 2,000 4,000 (2,000) 6327 Other 57,000 57,000 40,000 17,000 6332 Postage 250 250 200 50 6334 Telephone 250 250 500 (250) 6336 Printing/Publishing 500 500 2,500 (2,000) 6338 Advertising 500 500 100 400 6350 Insurance - - - 6354 Property Insurance - - - 6400 Rentals - - - 6420 Equipment Rent - - - 6430 Building Rent (IS FUND) 12,000 12,000 2,900 9,100 6435 Other - - - 6472 Conf / School/ Training 650 650 4,000 (3,350) 6475 Travel/Subsistence - - - 6480 Dues 1,300 1,300 1 ,400 (100) 6490 Subscriptions/Publications - - - 6640 Designated Miscellaneous - - - Total Supplies & Services - 105,410 105,410 63,100 42,310 6740 Capital Expenditures 65,000 65,000 175,000 (110,000) Total $ 16,000 $ 225,780 $ 241,780 $ 304,590 ($62,810) -20.62%