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Home My WebLink About5.F.9. 2010 Telecommunications Advisory Commission Annual ReportCity of Shakopee Memorandum TO: Mayor and City Council Members Mark McNeill, City Administrator FROM: John Peterson, Telecommunications Coordinator 4 SUBJECT: 2010 Telecommunications Activities Annual Report DATE: June 2, 2011 Introduction The Telecommunications Advisory Commission (TAC) is submitting the attached 2010 Annual Report outlining telecommunications - related activities from the past year. Background The annual report, which is required by the resolution establishing the TAC, includes the Commission's mission statement, notable accomplishments, additional highlights, R &D support, channel operations, web - streaming, and plans for 2011. The Commission would be happy to answer questions or discuss in more detail any of the issues or projects described in the report. Requested Action The City Council is asked to accept and file the 2010 Telecommunications Activates Annual Report. Page 1 of 1 City of Shakopee Memorandum TO: Mayor and City Council Members Mark McNeill, City Administrator FROM: Telecommunications Advisory Commission SUBJECT: 2010 Telecommunications Activities Annual Report DATE: June 2, 2011 Introduction The Telecommunications Advisory Commission is submitting the following 2010 Annual Report outlining telecommunications - related activities from the past year. Background The mission of the Telecommunications Advisory Commission 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. Notable accomplishments in the telecommunications area during 2010 include: • New equipment was purchased and installed for the taping of City meetings, which broadcast on the Government Access Channel (Cable Channel 16). The equipment was purchased to replace a failing graphics computer. However, the system selected integrates a video switcher along with graphics abilities and will allow for future upgrades. Additional changes included a reorganization of the control room and a confidence monitor in the Council Chamber. Approximately $39,000 of the City's PEG fund was used to purchase the equipment and complete phase one if this upgrade. • Local origination productions continued by adding a new program "Shakopee Police: The 411." While telecom staff has provided the behind the scenes expertise (taping, editing, and publishing), Police Department staff has determined the segments to be featured. A number of these segments have also functioned as individual PSA videos. in addition to these highlights, the Commission continued to review reports and activities from the City's cable franchisee - Comcast Cable, stay informed of legislative initiatives at the state and national levels through memberships with MACTA (Minnesota Association of Community Telecommunications Administrators) and NATOA (National Association of Telecommunications Officers and Advisors), and provided oversight for government and public access operations. In 2010, the Commission also developed and began implementing a five -year replacement schedule, which better identifies when capitol equipment purchases should be considered for PEG operations. While this schedule serves as a guide, items not needing replacement may be held year -to -year for annual consideration. The 5 -year plan is attached. The Commission also continued with an R & D Fund to support technology investments in a variety of City departments. In 2010, $17,000 was provided to the Fire Department for the purchase and installation of Mobil Data Terminals. Continuous dialog was shared between the Shakopee Telecommunications Commission, the Shakopee School District, and respective staff evaluating usage and maintenance of the Educational Access Channel (Cable Channel 14), which is managed and operated by the School District. Lastly, the Commission evaluated its current list of duties and tasks. The Commission determined that at this time it could conduct meetings on a bi- monthly basis and still accomplish everything required. Therefore, starting with the first meeting in 2011 the Commission began using a January, March, May, July, September, and November schedule. Channel Operations Government Access. In 2010, we taped over 128 hours of City meetings, which were then played back as just over 2,100 hours of programming. City Council meetings received the majority of playback time at just over 840 hours. Overall the Government Access channel provided just over 4,200 hours of programming, including City meetings as well as County, SPUC and School Board meetings. These numbers show a slight decrease from 2009 when we aired over 5,000 hours of programming. Public Access. Shakopee Public Access aired over 4,300 hours of programming during 2010. Locally produced programs received the majority of playback time at just over 2,600 hours. These numbers show a slight increase from 2009 when we aired just over 4,200 hours of programming. One hundred and fourteen programs were received fitting into the "local producer" category. That is a decrease from 2009 when one hundred eighty five programs were received in that category. Web- Streaming All City meetings that are taped for Channel 16 are also streamed online to be viewed live or on- demand. The most commonly streamed videos for 2010 were a SandVenture promo, which received 249 views, (5) City Council meetings which averaged approximately 50 views, Shakopee Police: The 411 (Ep.1) which received 63 views, Shakopee Spotlight: News from City Hall (Ep.7) which received 77 views, and Shakopee Police: The 411 (Ep.2) which received 40 views. Plans for 2011 Page 2 of 3 Continue regular operational efforts in advertising, reviewing reports and activities from the City's cable franchisee - Comcast Cable, staying informed of legislation initiatives, and providing oversight for government and public access operations. • Explore the possibility of producing a Parks and Recreation show. Parks and Recreation staff requested this and suggested that a new show could be produced to detail upcoming events and activates and released around the same time as brochures. • Explore more affordable alternatives for web- streaming. • Explore the possible use of R &D funding. • Upgrade cameras in Council Chamber to complete phase 2 of upgrades to system used to tape City meetings for broadcast on Government Access Channel (Cable Channel 16). Requested Action This report is for informational purposes. No action is requested, however, the Commission would be happy to answer questions or discuss in more detail any of the issues or projects described above. Page 3 of 3 PEG FUND SAMPLE SCENARIO - Reserving 1 year of revenue in balance ($32,500) $43,866 TOTAL going into 2010 $39,036 2010 Broadcast Pix / Control Room Overhaul $34,208 2010 revenue $39,321 TOTAL going into 2011 $37,900 6 PTZ cameras (Council Chamber) - installation labor and materials $32,500 2011 estimated revenue $33,921 TOTAL going into 2012 $5,600 Cablecast Bundle Hardware Upgrade $12,925 PUB Video Server Hardware Upgrade $1,500 Cost of moving SPA playback rack into chamber control room -- ESTIMATED $400 GOV Music player $400 PUB Music player $400 EDU Music player $10,000 2 PUB Camcorder Kits $2,000 Granicus Encoder Upgrade $32,500 2012 estimated revenue $33,196 TOTAL going into 2013 $6,500 DVD Disc Duplicator /Printer $6,500 GOV Field Audio Kit $0 GOV Video Server Hardware Upgrade * ** ($ 12,925) $2,525 GOV Bulletin Board Hardware Upgrade $10,000 Mac Pro $5,000 Crestron Upgrade -- ESTIMATED $32,500 2013 estimated revenue $35,171 TOTAL going into 2014 $3,750 PUB LIVE Streaming Server Upgrade $3,000 iMac (Public Access Editing Computer) $4,000 MacBook Pro Upgrade $650 Cassette Deck -- ESTIMATED $5,000 Wolvision Document Projector -- ESTIMATED $2,500 GOV Light Kit $10,000 GOV Camcorder Kit Upgrade $32,500 2014 estimated revenue $38,771 TOTAL going into 2015 $6,000 Educational Access Tightrope Upgrade (Server) -- ESTIMATED $6,000 Educational Access Tightrope Upgrade (Bulletin Board) ESTIMATED $3,000 Chamber Projector -- ESTIMATED $10,000 2 (more) PUB Camcorder Kits (maybe just one -- $5,000) $32,500 2015 estimated revenue $46,271 TOTAL going into 2016 OTHER ITEMS $19,000 Broadcast Pix Hardware Upgrade (5 yrs ?) $14,250 4.8TB RAW Storage on SAN for Disaster Recovery THOUGHTS Damage or failure beyond reasonable repair will be determined by cost, age of equipment, and most recent performance level. These factors are some that could supersede the envisioned schedule. Camera Equipment every 8 years Computer Hardware every 5 years Software as needed