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HomeMy WebLinkAbout3. Discussion Items: Telecommunications Advisory Commission CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Joint Meeting - Telecommunications Advisory Commission DATE: February 3, 2005 INTRODUCTION: At 7:00 PM on Tuesday, February 8th, the City Council and Telecommunications Advisory Commission (TAC) will meet in a joint session. The intent of the meeting is to allow the TAC to meet with the Council and review Telecommunications goals and objectives for 2005. Because the TAC has its regular monthly meeting scheduled after the joint meeting, and because oflater commitments for the Mayor, the joint meeting can take no more than 60 minutes. BACKGROUND: Attached is information regarding budget and goals for the TAC for 2005. The TAC wishes to review and discuss these with the City Council. One of the reasons for the timeliness of this discussion relates to staffing. Previously, staff support for the T AC was provided by the Assistant to the City Administrator position. In looking at all of the necessary responsibilities to be covered, it' was determined to restructure the ACA position to one of .5 Economic Development, .25 special projects, and .25 communications (the communications component being of non- technical communications responsibilities). Originally, there was also a recommendation to have a half-time position which would be responsible for updating the City's website, and overseeing the cable television function. However, when reviewed by the TAC, their recommendation was that an additional.S position be added (and to be paid for through the Telecommunications Fund) to provide technical support for the goals and objectives of the TAC. It was later seen as preferable to review the TAC goals and objectives with the City Council so that the Council would have a better understanding of the need for this additional portion ofthe position. This is the primary reason for the joint meeting. It should be noted that we have been unable to find a job description specifically dealing with .25 cable television oversight/support, .25 website updating/support and .5 telecommunications support. I have attached job descriptions for a telecommunications position in Eagan, and Burnsville which might serve as a start. BUDGET IMPACT: Originally, the one-half position was to come from the Telecommunications Fund. Ifthe TAC and the City Council agree upon the need for an additional .5 position for telecommunications/technical support, it would mean that 100% of this created full time technical position would come from Telecommunications. RECOMMENDATION: I recommend that the T AC and City Council discuss, and determine whether a full time telecommunications support/technical position is warranted. The Council should also give direction as to the TAC's goals and objectives for 2005. ACTION REQUIRED: The T AC and City Council should discuss, and give direction as to staff support. The Council should also endorse or modify the goals and objectives of the TAC. lvL~VkoflJJ)4 Mark McNeill City Administrator MM:th CC: Telecommunications Advisory Commission Memorandum TO: Telecommunications Commission Mark McN eill, City Administrator FROM: Tracy Schaefer, Bradley & Guzzetta, LLC SUBJECT: 2004 & 2005 Budget & Goals - Prioritizing MEETING DATE: January 5, 2005 Introduction Telecommunications Commission needs to review its 2004 and 2005 goals and objectives to set priorities for its projects over the next four months. Background Not all 2004 goals related to the 2004 budget were completed, however, since 2004 Telecommunications Funds can be made available for use in 2005, I have included the 2004 budget items. This information will help the Commission to prioritize which 2004 and 2005 goal items need to be completed within the next four months. 2004 Projects Although the list of unfinished projects may appear to be long, the Commission should still feel very confident about all of the number of projects that were successfully completed. 1) Time Warner franchise After many, many, many years, the City Council signed a 15-year cable franchise agreement with Time Warner, which will result in additional revenue and a partnership between the City and Time Warner. The fire station has been connected to fiber. As part of Bradley & Guzzetta's Time Warner compliance report, all remaining franchise items will be reviewed. 2) Design, layout and content of new website The majority of the new website had been completed, with only a few minor details that need to be fine tuned before launching in 2005. 3) Government Access - completion of the 2003 upgrade Government access digital program playback was upgrade, a new monitor was installed for City Clerk Judy Cox and a new TV was installed in the Council Chambers for better vlewmg. 4) New public access editing suite A new computer and software were purchased for editing and website updating at the public access studio. 1 5) Upgraded public access equipment New cameras, microphones and other miscellaneous equipment were purchased for public access. . 1 single player DVD (substitute for the 300-disc player under Program Playback) . 1 DVD Recorder (dub rack) . 1 Mini-DV/SVHS player/recorder (under play/record deck for TV Prod Specialist) . 2 Mini - D V Camcorders . 1 Wireless microphone . 2 tabletop mic stands . 1 Nonlinear edit system - Vegas Video 5 on pc platform (substitute for Casablanca Prestige under Editing for Users) . 2 Shure SM58 Microphones . I Shure SCM410 Mixer (substitute for Shure M267 under Program Playback) 6) VoIP V oIP was deployed as a citywide single system, the system has been up and running since early December. MIS Coordinator, Kim Henke, has done an excellent job keeping the commission and city staff informed and educated about this new system. Unfinished 2004 Projects Due to staffing changes and work load, not all 2004 goals were completed. This is a list of the "major" items that were not completed. 1) Launching phase one of the City's new website. MIS Coordinator, Kim Henke, has been working to complete this project and hopes to have the "first" version launched in early 2005. Please refer to your website update memo included in your packet. 2) Installing new digital security cameras at the Community Center. I am currently working with city staff to bring a recommendation to the Telecommunications Commission in February or March. 3) Purchasing online registration park and recreation software. Since the new web site has not been launched, this project will need to follow suit after the launching. A more complete update can be given at the February meeting. 4) VPN Access - City Council/Department Heads More detailed information will be provided at the February meeting on the status of this project, but currently no movement has occurred. 5) Dub rack for public access users The dub rack was not purchased, in full. Users are still able to make dubs, but the full system was not purchased just one DVD player, not the full 300-disc player. 2 6) Update public and government access policies It is recommended that the Commission update the two policies, as stated in the outline of the public/government access memo under new business. 7) Update and replace old equipment As an action item under new business, I have recommended that a full equipment audit be completed, so that the Commission can make informed equipment purchasing recommendations to the City Council. I would recommend not replacing any equipment, unless it has completely failed, until the equipment audit has been completed. 8) Video Streaming The Commission realized with the number of projects in 2004 that video streaming needed to be carried over into 2005, so the item has already been funded in the 2005 budget. 9) Website Phase II - intranet, onlineforms, e-commerce applications (digital imaging) Phase one of the web site should be completed in early 2005, I would recommend that some of the 2004 and 2005 website objectives be combined into one new set of web site goals. 10) Digital Imaging - online City Council will receive digital imaging vendor recommendations in February/March. It is expected that the initial phase of the digital imaging project willbe implemented by the end of April. Launching the web site portion of the project will be contingent on 1) quotes from vendors 2) stafftime 3) other available resources. 2005 Projects Attached are copies of the Commission's 2005 goals and budget. The Commission needs to review and prioritize which projects should be completed within the next four months. Action Review and prioritize 2004 and 2005 goals and direct the City's consultant and city staff as to which projects should receive the highest priority for implementation. 3 City of Shakopee Memorandum TO: Telecommunications Commission Mark McNeill, City Administrator FROM: Tracy Schaefer, Assistant to the City Administrator SUBJECT: 2005 Budget & Goals MEETING DATE: May 20, 2004 Introduction Telecommunications Commission needs to begin developing its 2005 budget and goals. Background I have included the 2004 budget summary and the 2004 budget items. I wanted to send out the budget forms with some background information before the normal Telecommunications packet to give everyone enough time to review and think up 2005 goals. We are also planning on discussing the TW franchise document on May 5, so I think this will also help to "speed up the process." For your information, phase one of the web site will be up and running this summer, one of the editing suites just needs its computer hooked up to make it digital, we are in the process of purchasing 3 DV/DVD cameras and the library, police department and PW are hooked up to VOIP and the Community Center and City Hall should be completed by fall. If the franchise is completed this summer and we receive the fiber from TW, we could hook up the fire station in 2005 to VOIP as well. City Council also recently approved hiring an IT Specialist to assist with network and customer help needs. Many of the 2004 goals will be completed, but some items like the !NET will be ongoing and continuous. Action Come prepared to discuss 2005 goals and objectives for the 2005 budget process at the May 5 Telecommunications meeting. Please fill out the 2005 budget sheets with at least 3 goals for the telecommunications, public access and government access categories. Tracy Schaefer Assistant to the City Administrator 1 City of Shakopee Memorandum TO: Telecommunications Commission Mark McNeill, City Administrator FROM: Tracy Schaefer, Assistant to the City Administrator SUBJECT: 2005 Budget & Goals MEETING DATE: July 7, 2004 Introduction Telecommunications Commission needs to recommend 2005 budget and goals to the City Council. Background I have included the 2004 budget summary and the 2004 budget items, because some of the 2005 projects are a continuation of2004, for example Park & Recreation registration software. As cable franchise revenues continue to increase, the Telecommunications budget will also be able to increase as well. However, City staff did not expand the $185,000 in cable revenues for budgeting purchases, because when the renewal franchise is signed the city will no longer receive the equipment/rent grant ($20,000/year) and we will no longer receive drop permit fees (varies from $2,000 - $6,000/year). Currently, a $300,000 balance exists in the telecommunications fund; however, several projects still need to be completed with those funds for 2004. Staff has continued to set aside funds in the equipment replacement fund, which now nears $50,000, for future purchases like upgrading the Council Chambers. A few new areas and increases need to be highlighted: 1. Increase from $16,000 - $30,000 for Assistant to the City Administrator "salary." Due to the increases in telecommunications projects, staff feels it is appropriate to charge more back to the Telecommunications Fund. 2. $15,000 has been added for additional tech support. This could be used to hire p-t staffto update the web site or tape additional commission meetings as directed by the Commission. 3. Travel to a major conference for one individual has been added back into the budget. National travel was cut 2 years ago due to budget concerns, but staff feels it is necessary to attend conferences, at least every other year, to stay up to speed of the latest telecommunications 'issues. 4. Professional services has decreased, because the cable franchise will be renewed. I 5. Attached is the detail on the government access, public access and general telecommunications areas. The police department did submit a request for new high tech laptops that will allow for wi-fi that was not talked about at the last meeting. 6. The Commission will not need to decide the specific installment of digital equipment to meets its goal of moving from VHS to digital for government access, but will need to allocate some funds to this area. Staff outlined 3 options that range from $400- $30,000. Action Recommend to the City Council 2005 goals and objectives for the Telecommunications Fund. Tracy Schaefer Assistant to the City Administrator 2 City of Shakopee 2005 General Fund Budget Division: Administration - Telecommunications Mission Statement: The mission of Telecommunications division is to provide direction to the City Council and to study issues and recommend solutions relating to the provision of telecommunication services for the City, residents, and businesses of Shakopee. Activity: Telecommunications activities include: conducting and recommending ordinance changes to the city council, renewal and refranchising, recommending a budget to the City Council, provide direction to the City Council on new telecommunication developments, INET oversight and development, and PEG channel and studio operation and direction. Goals: 1) To increase programming for the public access channel. 2) To increase original government programming. 3) Convert government access programming and recording to digital. 4) Monitor and expand the INET to new PW building and Fire Station. 5) Complete phase II of the website upgrade. 6) Research Wi-Fi options for the city and its residential and business customers. OBJECT DESCRIPTION: Description of line items: Wages & Benefits: Assistant to the City Administrator ($30,000), Video Production Specialist, Cable Technician(s), clerical support staff and new additional p-t staff for video production and website maintenance ($15,000). Supplies & Services: Minor equipment and maintenance for public and government access studios $1,500, office supplies $l ,000, $2,000 for promotion. Professional Services: Legal counsel $1,500, $38,500 web site upgrade phase II & maintenance, $15,000 for consultants on Telecommunications Projects. Dues, Training, Traveling: $1,400 MACTA & NAOTA membership, $650MACTA Twin Cities Conference for Asst. to the City Administrator & Television Production Specialist, $3000 for travel for 2 individuals to National Conferences. Equipment: $27,604 for Public Access upgrade to include new portable studio camera equipment, new staff studio camera and digital editing equipment. $30,000 for multi- media server to convert VHS to digital playback for government access. $75,000 for video streaming applications, $10,000 to purchase equipment for V oIP for Vierling Fire Station, $15,000 to expand INET to new PW building and $24,000 for Wi-Fi and other new technology projects. 2005 Goals & Objectives - Telecommunications Commission Telecommunications Goal Goal Details Public Benefit Implementation Timeframe Budget INET Expansion Examine other city More efficient & effective public City Staff time, 2005 Ongoing $15,000 facilities for hook-up. service equipment Like New PW, Parks, fire substations, etc. TestlNET Mock loss of equipment Public safety & services City staff time, maybe.a Winter 2005 Redundancy or power to test backup consultant sources. VOIP Fire Station No. Install new VOIP Will be on citywide phone system City staff time and Feb. 2005 Less than 51 phones, once fiber is and will have more advance consultant $10,000 connected. features to increase public safety and efficiency. Extend fiber to new $6 million PW facility Citywide network will continue. Consultant & staff time. 2005/06 $10-$20,000 Public Works Facility will need to be (?) connected to the city's network. It will be located on the "SPUC site." Implement Wi-Fi for Will allow PD, PW and Better customer service Staff time, equipment, Spring 2005 Depends on city staff use Building and other city consultant (?) staff numbers staff to access city and type of network while in the service "field." Could purchase contract. a monthly/yearly plan from provider Develop Wireless Wireless technologies The cheapest broadband internet Unknown - Perhaps Unknown Unknown Internet Service are now capable of service available thru the city in involves public-private available to all broadband delivery at which you live. A great bonus for partnerships in SLA residents and dial-up prices. living in a particular city. agreements. businesses city-wide Chaska.net is rolling it out for residents this June. Telecommunications Goal Goal Details Public Benefit Implementation Timeframe Budget Purchase laptops for See attached memo Better customer seNice Staff time, equipment Feb-April 2005 $24,000 PO squads Continue Website Phase II with more text 24-7 customer service Staff time, equipment, Ongoing $25,000- Expansion (online information and pursue software, consultant and $60,000 packets with digital more e-commerce potentially p-t staff imaging) applications, online city person. council & commission meeting packets. Purchase Park & 24-7 customer service Staff time, equipment, Winter 2005 $15,000 (Plus Recreation Online software $15,000 from Reg~ Software 04 budget) Webstreaming City Council and City 24-7 customer service Staff, consultants, Ongoing ??? meetings could be equipment streamed. Expand city staff Purchase laptops, Better customer service. Due to Staff time and Ongoing $10,000 - network notebooks for staff to increase growth and more equipment $20,000 use remotely and in the citizens demands, projects from "field." PD to PW would be more efficient if we could have laptops in vehicles and remotely. Further Expand GIS More applications of More efficient customer service. Staff time, consultant, Ongoing ???? applications development maps, equipment etc. Using GIS. Possible GPS type units for city vehicles. Surveying Residents Continue to do city Would allow for better decision via the Web surveys online for items making process for elected, like business retention appointed officials and city staff. to gain information for decision makers. Telecommunications Goal Goal Details Public Benefit Implementation Timeframe Budget Evaluate Telecomm Does our infrastructure Ensuring a better and stable Staff time to research Ongoing ?? Needs Public support the future? future. current infrastructure. Evaluate Telecomm Survey Departments for Staff time Ongoing ?? NeedsGov telecomm needs. Inform public of safety Cable channels, press issues regarding home releases, public safety VOIP and 911 office Develop citywide Develop uniform press Better communication and Staff time Summer 2005 ?? communication plan release for public use, information delivery to public. including streamline citywide policies for internal city communications needs, communication with wants and uses. public CJTY OF EAGAN 6516814612 11/19 199 16:51 NO.445 02/04 f CITY OF EAGAN POSITrON DESCRIPTION POSITION TITLE: Telecommunications Coordinator, Burnsville/Eagan Telecommunication Commission DEPARTMENT: Administration REPORTS TO: Assistant City Manager (8urnsville) & Assistant City Admihistrator (Eagan) POSITION SUMMARY: 1. To coordinate the activities of the Burnsville/Eagan Telecommunications Commission. 2. To serve as a liaison between the Commission, cable company, individual cities, legal counsel and the public. 3. To promote the development and assist in the management of BumsviJre/Eagan Community Television. 4. To oversee the compliance of the franchisee's cable television franchise ordinance. 5. To provide production assistance to the Member CitIes' government access programs. 6. To serve as an advisor to the Commission and Member Cities on telecommunications issues and activities. ESSENTIAL POSITION FUNCTIONS: 1. Attend all Commission and Committee meetings and act as coordinator for sa id meetings. 2. Attend municipal council and other public meetings as requested and provide Information and liaison for the Cities of Bumsvil/e and Eagan. 3. Facilitate the development and use of BurnsviflelEagan Community Television's facilities, operations and channels. 4. Prepare packet for the monthly Commission meeting containing agenda, minutes, various reports and additional documents and information as needed or requested by the Commission. ClTY OF EAGAN 6516814612 11/19 '99 16:51 NO.445 03/04 5. Recommend and prepare an annual budget and report for the Commission's operations, and for each Member Cities' cable operations. 6.. Act as the Member Cities' public contact for questions, concerns and unresolved complaints regarding cable service, and assure effective complaint resolution procedure is maintained by cable company. 7. Oversee construction and operation of the cable system to ensure company compliance with the franchise, right-of-way ordinances. and ~ state and federal law. 8. Maintain and update all records and files of the Commission. 9. Provide information to City Administrator/Manager and departments on cable and telecommunications operations and their effect on Member Cities' operations. 10. Keep abreast of cable/telecommunications legislation and represent the Commission/Member Cities at various levels of government. 11. Ad as liaison between the Commission, other cabJe commissions and other cable/telecommunications related organizations. 12. Assist the Member Cities ,with the development and production of govemmentfcommunity programming. 13. Provide coordination and scheduling of staff for the Member Cities' televised public meetings. OTHER POSITION FUNCTIONS: 1. Other duties as assigned or apparent. DJRECTL Y SUPERVISES: Government Access Part~ Time Cablecasters (6) MINIMUM QUALIFICATIONS: 1. Excellent communication skills, both written and oral. 2. Excellent organizational and coordination skills. 3. Knowledge of state and federal cable television and telecommunications laws and issues. . CITY OF EAGAN 6516814612 11/19 199 16:52 NO.445 04/04 4. Knowledge and/or experience with community television production, programming and management. 5. Two to four years experience in cable franchise enforcement/administration or the equivalent. 6. Ability to carry out assigned tasks with minimal supervision. 7. Ability to perform all Essential Position Functions. l DESIRED QUALIFICATIONS: 1. Degree in public administration or mass communications with work experience Involving cable television administration. 2. Experience as a staff member of a government commission. 3. Experience in production of community television programmIng. WORKING CONDITIONS: 90% Office; 10% Field i '-- January, 1994 CITY OF BURNSVILLE POSITION DESCRIPTION POSITION CLASSIFICATION TITLE: Communications Coordinator , DEPARTMENT: Administration & Enterprises ACCOUNTABLE TO: Deputy City Manager JOB SUMMARY Coordinate the City's communication activities both externally and internally. This position will develop and enhance communication and public information methods which support the City's commitment to open and responsible government. ESSENTIAL JOB FUNCTIONS 1. Develop, implement, and maintain a Communication Plan for the City. Identify City communication needs and goals and provide ongoing assessment of the effectiveness of existing communication vehicles along with recommendations for their improvement. 2. Work with City staff on developing and implementing communication plans for referendums, surveys and special projects involving public relations. 3. Write, design, and publish in-house brochures, books, and articles using desk top publishing or assist departments in creation of the same. 4. Develop and implement cable television presentations regarding specific City programs or activities and City issues of interest to the general citizenry. 5. Regularly provide written articles about specific City programs or activities of general interest to newspapers, radi() stations, and television studios which provide service to the City. 6. Assist City departments in developing in-house training and special purpose programs utilizing the City's technical production equipment. 7. Coordinate the content, production, and distribution of the City bulletin. 8. Develop and implement customer service program that ensures citizen inquiries and concerns are responded to in a timely fashion. Develop tracking system for citizen concerns that provides staff and Council with customer service feedback. 9. Help organize and coordinate the involvement of City residents and organizations in local government. POSITION DESCRIPTION COMMUNICATIONS COORDINATOR PAGE TWO 10. Assist the City Manager, Mayor, and City personnel in coordinating the pub~ic relations aspects of the Emergency Operations Plan. 11. Perform other communication, public information, and training duties as apparent or assigned. KNOWLEDGE. SKILLS AND ABILITIES - Knowledge of scripting and producing cable television broadcasts. - Knowledge and ability to use audio visual equipment in the production and editing of training and public information and films (see attached equipment list). - Comprehensive use of the English Language for scripting, editing, and constant interaction with the public. - Strong skills in grammar. - Writing skills for public relations, business correspondence and scripting. - Problem solving skills for customer relations and complaints. - Ability to interact with councilmembers, media, general. public, and other public officials in a professional demeanor. - Ability to sit and use computer/control panel on a continuous basis. - Ability to move around indoors and outdoors to photograph and conduct videotaping. - Ability to lift and move cameras, video. cameras and audio visual equipment, etc. on a continuous basis. - Ability to work outdoors during which climate is unable to be controlled and event is unable to be rescheduled. QUALIFICATIONS Bachelor's Degree in communication, public relations, journalism or equivalent field. Minimum two years experience managing public or private sector information and communication activities and media relations. Minimum one year experience in scripting and producing cable television broadcasts, EQUIPMENT LIST - Cetec Ivie 2502 phantom power mixers - Cetec Ivie 25 ACC - Rane MP-24 stereo program mixers - Rane MA-6 power mixers - Klark-Teknik DN-300 - Valley People dynamite 430 - Oxmoor DCA-2 - Oxmoor RC-16 remote controls - Altec 409-8D speakers - Altec 409T speakers - Electrovoice Sentry 100A speakers - Tascam recorder/player - Teac W-990RX recorder/player - AKG K-2 headphone - Pioneer PD-M50 disc player - A VC customrackmounts for PD-M50 - ADC PP-1-2226 RS-75N video patch panel - ADC CC-I076N patch cords - ADC BJF30765 MKII patch panel - ADC P 1714 patch cords - Jbl 6237 transformers, custom panels, switchers for system - Audio Technica AT- 857QM mics - Audio TechnicaAT- 831A - Akg D-190E mics - Shure 515 SB-G-18 mic - Videotek ADA-l 6 - Panasonic WJ-225R switchers - WJ-220R switchers - JVC KM-2000U switchers - Hitachi V -099 waveform monitor - Hitachi V -089 vectorscope - Videotek VM-13PRO monitor - JVC TM 9RU monitors - Sony PVM-2030 monitors - Mitsubishi CS-2060R monitor/receivers - Mitsubishi CS- 3504 monitor/receivers - Panasonic WV -520B triple monitors - Videotek Times Six DAs - Videotek VDA-16 DAs - Videotek DAT-l rackmount tray - Prime Image 250-000 TBC - Panasonic AG-7300 - Panasonic AG-7500 - Panasonic AG-750 Editor - Panasonic AGC065 control cables - Hitachi FPC-IH color camera - Hitachi T AC-l quick disconnect - Hitachi RUC-l camera control with cable