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Home My WebLink About3.B. Telecommunications 2005 Budget # gg CITY OF SHAKO PEE 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 re-franchising, 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 $1,000, $2,000 for promotion. Professional Services: Legal counsel $1,500, $38,500 website upgrade phase II & maintenance, $15,000 for consultants on Telecommunications Projects. Dues, Training, Traveling: $1,400 MACTA & NAOTA membership, $650 MACTA 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 VoIP for Vierling Fire Station, $15,000 to expand INET to new PW building and $24,000 for Wi-Fi and other new technology projects. R5509BUD .001 CITY 6F i!iPEE 8/.15:58:18 Fiscal Period: 7 1 4 Budget Report Page - 1 Level Of R.ollu p 7 2001 2002 2003 7/31/2004 2004 2005 2005 2005 Actual Actual Actual YTD Final Requested Approved Final Object Code 1 Description Amount Amount Amount Actual Budget Budget Budget Budget 02150 TELECOMMUNICATION 6000 EXPENDITURES 6001 WAGES & BENEFITS 6002 WAGES 19,892 42,254 29,163 56,800 85,740 85,740 85,740 6005 OVERTIME-FT 106 233 6015 WAGES - PART TIMEfTEMP 4,815 4,679 2,572 6002 WAGES 24,813 47,165 31,735 56,800 85,740 85,740 85,740 6100 BENEFITS 6122 PERA 1,359 2,608 1,755 3,150 4,740 4,740 4,740 6124 FICA 1,898 3,608 2,427 4,340 6,560 6,560 6,560 6135 HEALTH 1,650 4,121 2,942 4,150 4,660 4,660 4,660 6139 POST EMPLOYMENT HEALTH PLAN 158 349 223 300 300 300 300 6140 LIFE/LTD 82 212 143 70 260 260 260 6145 DENTAL 132 391 246 360 420 420 420 6170 WORKERS COMPENSATION 150 107 200 200 200 200 6180 COMPENSATED ABSENCES 683 246 2,000 2,000 2,000 2,000 6100 BENEFITS 5,962 11,684 7,843 14,570 19,140 19,140 19,140 6001 WAGES & BENEFITS 30,776 58,849 39,578 71,370 104,880 104,880 104,880 6200 SUPPLIES AND SERVICES 6201 SUPPLIES & SERVICES 6202 OPERATING SUPPLIES 10,126 16,938 29,460 84,100 84,100 84,100 6210 OFFICE SUPPLIES 4,231 2,191 2,854 6215 MATERIALS 500 1,000 1,000 1,000 6240 EQUIPMENT MAINTENANCE 1,000 1,500 1,500 1,500 6201 SUPPLIES & SERVICES 4,231 12,317 19,792 30,960 86,600 86,600 86,600 6300 PROFESSIONAL SERVICES 6310 ATTORNEY 13,769 8,671 5,586 2,000 1,500 1,500 1,500 6312 ENGINEERING CONSULTANTS 115 6316 EQUIPMENT MAINTENANCE 832 305 6327 OTHER PROF SERVICES 15,646 71,319 4,860 57,000 62,000 62,000 62,000 6300 PROFESSIONAL SERVICES 30,362 80,295 10,446 59,000 63,500 63,500 63,500 6330 COMMUNICATIONS 6332 POSTAGE 30 250 100 100 100 6334 TELEPHONE 85 185 92 250 100 100 100 6336 PRINTING/PUBLISHING 217 128 85 500 500 500 500 R5509BUD LOGIS001 CITY OF SHAKOPEE 812312004 15:58:18 Fiscal Period: 7 I 4 Budget Report Page - 2 Level Of Rollup 7 2001 2002 2003 7/31/2004 2004 2005 2005 2005 Actual Actual Actual YTD Final Requested Approved Final Object Code 1 Description Amount Amount Amount Actual Budget Budget Budget Budget 6338 ADVERTISING 60 500 2,000 2,000 2,000 6330 COMMUNICATIONS 362 343 177 1,500 2,700 2,700 2,700 6350 INSURANCE 6352 LIABILITY 241 2,024 1,556 1.560 1,560 1,560 6350 INSURANCE 241 2,024 1,556 1,560 1,560 1,560 6400 RENTALS 6430 BUILDING RENT (IS FUND) 12,000 12,000 12,000 12,000 6400 RENTALS 12,000 12,000 12,000 12,000 6470 DUES/TRAINING/TRAVEL 6472 CONFERENCE/SCHOOL/TRAINING 1,640 605 650 1,000 1,000 1,000 6475 TRAVEUSUBSISTENCE 2,297 235 173 3,000 3.000 3,000 6480 DUES 1,365 1,710 1,300 2,050 2,050 2,050 6470 DUES/TRAINING/TRAVEL 3,937 2.205 1,883 1,950 6,050 6,050 6.050 6200 SUPPLIES AND SERVICES 39,132 97,183 33,855 105,410 172,410 172,410 172,410 6500 DEPRECIATION 6600 MISCELLANEOUS 6700 CAPITAL OUTLAY 6740 EQUIPMENT 122,511 8,405 65,000 105,000 105,000 105,000 6760 IMPROVEMENTS 106,289 6700 CAPITAL OUTLAY 106,289 122,511 8,405 65,000 105,000 105,000 105,000 6800 DEBT SERVICE 6000 EXPENDITURES 176,196 278,543 81,838 241,780 382,290 382,290 382,290 02150 TELECOMMUNICATION 176,196 278,543 81,838 241,780 382,290 382,290 382,290 . . . R5509BUD LOGIS001 CITY OF SHAKOPEE 8/23/2004 15:58:18 Fiscal Period: 7 / 4 Budget Report Page- 2 Level Of Rollup 7 2001 2002 2003 7/31/2004 2004 2005 2005 2005 Actual Actual Actual YTD Final Requested Approved Final Object Code / Description Amount Amount Amount Actual Budget Budget Budget Budget 6338 ADVERTISING 60 500 2.000 2,000 2,000 6330 COMMUNICATIONS 362 343 177 1,500 2.700 2,700 2,700 6350 INSURANCE 6352 LIABILITY 241 2,024 1,556 1,560 1,560 1,560 6350 INSURANCE 241 2,024 1,556 1.560 1,560 1,560 6400 RENTALS 6430 BUILDING RENT (IS FUND) 12,000 12,000 12,000 12,000 --~~ 6400 RENTALS 12,000 12,000 12,000 12,000 6470 DUESfTRAININGfTRAVEL 6472 CONFERENCElSCHOOUTRAINING 1,640 605 650 1,000 1,000 1,000 6475 TRAVEUSUBSISTENCE 2,297 235 173 3,000 3,000 3,000 6480 DUES 1,365 1,710 1,300 2,050 2,050 2,050 6470 DUESfTRAININGfTRAVEL 3,937 2,205 1,883 1,950 6,050 6,050 6,050 6200 SUPPLIES AND SERVICES 39,132 97,183 33,855 105,410 172,410 172,410 172,410 6500 DEPRECIATION 6600 MISCELLANEOUS 6700 CAPITAL OUTlAY 6740 EQUIPMENT 122,511 8,405 65,000 105,000 105,000 105,000 6760 IMPROVEMENTS 106,289 6700 CAPITAL OUTLAY 106,289 122,511 8,405 65,000 105,000 105,000 105,000 6800 DEBT SERVICE 6000 EXPENDITURES 176,196 278,543 81,838 241,780 382,290 382,290 382,290 02150 TELECOMMUNICATION 176,196 278,543 81.838 241,780 382,290 382,290 382,290 Telecommunications 2005 Budget 2150 2151 Budget Object # Description Benefits Management Total 2004 Diff 6002 Wages FT - Reg. - 85,740 85,740 56,800 28,940 6005 Wages OT - Reg. - - 6122 PERA - 4,740 4,740 3,150 1,590 6124 FICA - 6,560 6,560 4,340 2,220 6135 Health 4,660 4,660 4,150 510 6139 PEHP 300 300 300 - 6140 Life 260 260 70 190 6145 Dental 420 420 360 60 6170 Workers Comp 200 200 200 - 6180 Compensated Absences 2,000 2,000 2,000 - 6190 Retirement Benefit - - Total Personnel 7,840 97,040 104,880 71,370 33,510 46.95% 6210 Operating Supplies 84,100 84,100 29,460 54,640 6215 Materials 1,000 1,000 500 500 6240 Equipment Maintenance 1,500 1,500 1,000 500 6300 Professional Services 62,000 62,000 62,000 631 0 Attorney 1,500 1,500 2,000 (500) 6327 Other Prof Services - 57,000 (57,000) 6332 Postage 100 100 250 (150) 6334 Telephone 100 100 250 (150) 6336 Printing/Publishing 500 500 500 - 6338 Advertising 2,000 2,000 500 1,500 6352 Liability Insurance 1,560 1,560 1,560 6400 Rentals - - - 6420 Equipment Rent - - 6430 Building Rent (IS FUND) 12,000 12,000 12,000 - 6435 Other Rent - - - 6472 Conf / School/ Training 1,000 1,000 650 350 6475 Travel/Subsistence 3,000 3,000 3,000 6480 Dues 2,050 2,050 1,300 750 6490 Subscriptions/Publications - - Total Supplies & Services - 172,410 172,410 105,410 67,000 63.56% 6740 Capital Expenditures 105,000 105,000 65,000 40,000 Total $ 7,840 $ 374,450 $ 382,290 $241,780 $140,510 58.11 % 2005 BUDGET Est. 2005 Pay 2005 With COl Inc Title/Description Step 3.0% FICA PERA TV Prod Specialist B $ 40,743 $ 3,117 $ 2,253 Charge in Management N/A $ 30,000 $ 2,295 $ 1,659 Charge in IT N/A 15,000 1,148 830 Total Telecommunications $ 85,743 $ 6,560 $ 4,742 CITY OF SHAKOPEE TELECOMMUNICATIONS FUND 2005 BUDGET TELECOMMUNICATIONS FUND BUDGET SUMMARY , 2002 2003 2004 2005 Actual Actual Budget Proposed Revenue Taxes $ - $ - $ - Licenses and Permits 202,406 191,223 185,000 185,000 Intergovernmental Charges for Service 967 Interest 14,975 14,823 500 5,000 Miscellaneous 370,899 16,593 Total Revenue 588,280 223,606 185,500 190,000 Expenditures Personal Services 30,775 58,850 71,370 104,880 Supplies & Services 39,132 97,183 105,410 172,410 Capital Equipment 106,289 122,511 65,000 105,000 Total Expenditures 176,196 278,544 241,780 382,290 Excess (Deficiency) Of Revenues over Expenditures 412,084 (54,938) (56,280) (192,290) Fund Balance December 31 $ 412,084 $ 357,146 $ 300,866 $ 108,576 3,5, City of Shako pee Memorandum TO: Mayor, City Council Mark McNeill, City Administrator FROM: Tracy Schaefer, Assistant to the City Administrator SUBJECT: Telecommunications Commission - 2005 Budget & Goals MEETING DATE: August 31, 2004 Introduction Telecommunications Commission has developed a recommended budget and goals for 2005. Background Attached are the 2005 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 three main categories: 1) Public Access 2) Government Access 3) Telecommunications (website, phone system, INET). 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 of this equipment, studio, and resources, the users submit video productions like Shakopee Football garnes, Derby Days Parade to be shown on cable channel 15. In 2005, the Commission recommends spending $27,604 on Public Access: 1) Add a 2nd multi-media computer that can be used for digital editing for volunteers and part-time city staff and serve as back up for website maintenance and updates. 2) Purchase a second camera for city staffthat can also be used for government access productions like the election video. Currently, only one camera exists and is 2 years old and many productions like open houses require more than one camera. 3) Purchase portable studio equipment. This will replace the 10+-year-old equipment that is used by volunteers from everything from football to hockey games. City staff will also be able to use this equipment. 1 GOVERNMENTACCESS Government Access programming is shown on cable channel 16 to educate and inform the public about day-to-day activities ofthe city. For example, city council, planning commission and other meetings are televised live and rebroadcast. In 2005, the Commission recommends spending $34,000: 1) Replace the remainder of the equipment from the. 2004 City Council Chambers upgrade. A few pieces were not upgraded, but are now on their "last leg." 2) Install a digital playback system for the government and potentially public access studios. Currently, city staff is limited to the number ofDVD players to replay City Council meetings and evening and weekend programming. To stay in line with Council's goals of increasing public awareness, staff is recommending purchasing a multi-media server that will allow 24/7 playback and more options for exciting playback that also results in less staff time as well. TELECOMMUNICATIONS With ever changing telecommunications advancements andless general fund money, the Telecommunications Commission recommends spending more money on general telecommunications items than in past years. Areas such as phase II of the website, online Parks & Recreation software for online registration and expanding the !NET to the new PW building have been top recommendations from the Telecommunications Commission. In 2005, the Commission recommends spending $175,500: 1) Complete VOIP (phone system) to Vierling Fire Station. 2) Implement Phase II ofthe website to include Parks & Recreation online registration, an intranet and more e-commerce applications. 3) Monies were also set aside for new technologies like Wi-Fi and for assistance from outside consultants. Due to the demanding and changing nature of telecommunications, the commission felt it was too difficult to know every new technology application they should take advantage of for the city. 4) A significant sum of money, $75,000, was also set aside to assist the city with moving forward with video streaming (viewing city meetings on the web) efforts to allow more than just cable customers to watch city meetings. 5) Funds have been set aside to expand the !NET to the new PW building and general maintenance and upkeep of the !NET. 6) Add an additional part-time position to assist with either taping of city meetings or website maintenance. 7) In April, I recommended to the Telecommunications Commission to increase my salary allocation from $16,000 to $30,000 from the Telecommunications Fund to cover my time that I spend in the Telecommunications area. However, with my recent announcement that I will be leaving the city, Mark McNeill and I would recommend that the amount be changed back to $16,000. 2 Budget Impact 100% of all recommendations from the Telecommunications Commission will be funded from the Telecommunication Fund, not the General Fund. City staff is estimating with the recent changes to the cable franchise that the city will receive roughly $185,000 in revenues. However, the Telecommunications Commission also has a balance of about $250,000. Some of the balance was a result of staff being extremely conservative in 2004 with spending funds, since we did not know the outcome of the franchise until July 2004. Staff also established an "equipment replacement fund," where a certain amount is saved each year for major equipment upgrades like the City Council. The current balance is $50,000. Action Requested Accept the 2005 recommended Telecommunications budget. 3 2005 Goals & Objectives - Telecommunications Commission Telecommunications Goal Goal Details Public Benefit Implementation Timeframe INET Expansion Examine other city More efficient & effective public City Staff time, 2005 Ongoing facilities for hook-up. service equipment Like New PW, Parks, fire substations, etc. Test INET 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 51 phones, once fiber is and will have more advance consultant 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 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 PO, PW and Better customer service Staff time, equipment, Spring 2005 city staff use Building and other city consultant (?) staff to access city network while in the "field." Could purchase a monthly/yearly plan from provider Develop Wireless Wireless technologies The cheapest broadband internet Unknown - Perhaps 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 Purchase laptops for See attached memo Better customer service Staff time, equipment Feb-April 2005 PO squads Continue Website Phase II with more text 24-7 customer service Staff time, equipment, Ongoing Expansion (online information and pursue software, consultant and 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 Recreation Online software Reg. Software 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 network notebooks for staff to increase growth and more equipment 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 citv 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 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 Needs Gov telecomm needs. c 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 2005 Goals & Objectives - Telecommunications Commission Public Access Goal Goal Details Public Benefit Implementation Timeframe New Portable Studio Convert portable studio 3-camera on-location shoots Research competing Summer 2005 w/remote control to remote-controlled DV can be handled by one models & vendors. capabilities cameras competent operator Purchase. New In-Studio Even without new studio Better and more versatile Research competing Spring 2005 Character Generator cameras, new CG is titling/credits for productions models & vendors. needed for edit suite 1, Purchase. productions. Allow for longer Move playback to DVD. Better picture, audio quality, Staff time, equipment Fall 2005 periods of unattended more programming during "off plavback hours," less stafftime. Stream Public Access Live streaming of public Non-cable subscribers can be Staff, consultant, Nov. 2005 Channel access videos educated and informed equipment, hiring throuQh the web. additional staff. Stream Public Access Put programming on city 24-7 viewing. Encoding computer, Summer 2005 Programs on Web website, with links for server, staff and plavback. maybe consultant Test Picture Quality of Test with proper signals, Channel more viewable Staff time???? July 2005, then uplink from public uplink to the headend ongoing. access studio and evaluate at Monthly, 1/4Iy. subscriber point. Review Public Access Make sure policies Better customer service. Staff time. Spring 2005 Policies reflect technology chanoes. Review Grant Include or not include That is the question... is there Staff time Spring 2005 Proaram lorant proqram a public benefit??? Continue Channel Public campaign, similar Increase public education & Staff time, flyers, Ongoing Awareness to gov. access, to make awareness. some advertisements viewers aware. 2005 Goals & Objectives - Telecommunications Commission Government Access Goal Goal Details Public Benefit Implementation Timeframe Increase Begin to tape Park & Ree, Increased awareness and Staff time. May need Jan. 2005 Government EAC and maybe EDA education of city business to hire an additional Programming meetings staff. Increased Gov. Continue to expand the Increases citizen Staff time ongoing Programming video library. Include video awareness of city Library from every dept. services. Finish Gov. Access MX50 switcher needs to be Current Switcher has no Research competing Jan-05 Upgrade replaced backup and is out of date. models and vendors. Purchase. Increase Gov. Put all live commission and Non-cable residents can Live encoding Fall 2005 channel playback council meetings on the stay informed of city computer web. business Stream Gov. Implement DVD unattended Ability to see more Unsure ? Access Programs playback. oroaramminq 24-7. Develop more :00 meeting Give viewers a guide to Text generator? Fall 2005 consistent hourly announcements, :05 getting info. on the schedule for text ordinance info., :10 public channel display safety, :15 park & rec Increase channel Introduce Q&A, theatre Increased awareness and Staff time. Jan. 2005 awareness style, so people stay and education of city business watch screens longer. Test Picture quality Test with proper signals, Makes channel more July 05, then of uplink from city uplink to head end and viewable ongoing hall on regular evaluate at a subscriber basis. point. Monthly - quarterly, Review Gov. Stay current with latest Better customer service. Staff time Spring 2005 Access Policies technology and make sure qoals coincide. Commissioner Produce short video to be Better viewing for Staff time February 2005 Orientation Video given to each new audience and at home appointee explaining how viewers and "smoother" to participate in meetings, meetings.