HomeMy WebLinkAboutAgenda - 05-19-1998 - 9fORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. q- f
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 19, 1998
SUBJECT: Telecasting County Commissioners Meetings
DEPARTMENT: Manager's Office
PUBLIC HEARING: (Y/N) ,
BUDGET AMENDMENT: (Y/N) ~~>
ATTACHMENT(S):
Proposals: Cable TV Committee :Report
INFORMATION CONTACT:
Albert T. Kittrell, Assistant County Manager
TELEPHONE NUMBERS: - -ext. 2300
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 227-2031
PURPOSE: To consider retaining anaudio-visual design consultant to design County facilities for
telecasting County Commissioners Meetings; and review the cost ranges for telecasting equipment.
BACKGROUND: At the December 1997 Commissioners' Goal Setting Retreat, staff was encouraged
to research the possible options for telecasting County Commissioners' Meetings in the fall of 1998.
During the March, April, and May 1998 Cable TV Citizen Advisory Committee Meetings, telecasting
BOCC Meetings was discussed. At the April meeting, the dialogue included representatives from the
People's Channel, a local nonprofit organization that will provide public access television
programming for the Town of Chapel Hill.
The attached report from the Cable TV Committee explores the possible options for telecasting
Commissioners' Meetings. Tyler Miller-Johnson, UNC Communication/Technology Studies and
Cable TV Committee Member, will present the report. Bob Sepe, Triangle J Council of Governments
Cable TV Consultant, will be available to respond to questions.
The County's Cable TV Franchise Agreement with Time Warner is currently being negotiated, along
with other local governments in the region, under the direction of the Triangle J Council of
Governments Cable TV Consortium. The regional process was relatively successful the past year and
it is anticipated a regional franchise agreement covering 16 local governments will be finalized in late
summer 1998.
RECOMMENDATION(S): The Manager recommends that the Board retain the services of an audio-
visual design consultant to design county facilities for telecasting County Commissioners' Meetings.
Telecasting Orange County Commissioners Meetings:
Request for Consulting Services to Equip County Facilities
from
Orange County Cable Television Citizen Advisory Committee
April 22,1998
Request
In order to equip, the Orange County Southern Human Services Center to telecast County Commissioners
meetings and other public meetings, the Cable Television Advisory Committee (CTCAC} requests that the
County Commissioners:
• Approve funding up to $5000 to retain the services of an audio-visual design consultant to produce the
design for the facility; and
• Review the attached Facility Options (Basic and Premium Options) and select one, to serve as a guide for
the CTCAC and audio-visual consultant.
2
Background
In order for cable-casting of County Commissioners' meetings to begin in the fall of 1998, progress must be
made now on the decisions affecting how to equip the Southern Human Services Center for the broadcasts. The
portion of the cost to be borne by the County is uncertain since the re-franchising negotiations with Time
Warner may result in Time Warner contributing a substantial portion of the cost of the equipment. Because
these negotiations are not expected to be completed until summer, the County can concurrently plan the facility
design. This will allow the County to award a contract at the end of the summer for the purchase and
installation of the equipment.
The Cable TV Citizens Advisory Committee and County staff do not have the expertise to design the setup and
select the necessary equipment. Retaining a consultant now will enable the following to happen:
• A well thought-out design that is both highly functional and cost-effective;
• Design input from all interested parties while franchise negotiations are underway;
• Creation of a set of ordering documents so that purchasing and installation can occur immediately after
agreement upon a franchise.
Process
The CTCAC will guide the activities of the consultant based on the input it receives from the commissioners,
county administrators, citizens (including People's Channel representatives), Triangle J Council of
Governments, and the CTCAC itself, iterating as necessary to achieve a satisfactory set of deliverables as
described below.
The CTCAC will present the results of the process to the Commissioners for their consideration upon their
return from summer recess. At that time, the status of the franchise negotiations will be clearer, and the
Commission will be able to act with full information about the total cable television issue.
peliverables
The audio-visual consultant will produce the following items:
1. An ordering document, that lists every piece of required equipment, cable connector and tool, along with
model numbers and suggested vendors. This document will be used directly by the County to produce
purchase orders and bid preparation materials.
2. A subcontracting document, that describes in detail all aspects of each subcontract required, e.g. audio-
visual installation, carpentry and electrical work. This document will be used directly by the County to
produce purchase orders and bid preparation materials.
3. One quote for each item to be purchased or subcontract to be let. Although these quotes will likely expire
by the time the County issues purchase orders, the prices will serve as a representation of the ultimate
project cost.
4. Under either option below the equipment and installation costs for the two facilities will total several
hundred thousands dollars.
Facility Options
Basic Option
• Quality equal to or somewhat better than the Town of Chapel Hill system
• Cameras wall mounted and remotely controlled
> Single Operator
> No setup required
> Equipment remains either wall-mounted or secure and in a AV room
• Integration of AV presentation equipment (overheads, computer slides, etc.) better than comparable
municipal facilities
Premium O tp ion
• Quality comparable to local news stations
• Cameras wall mounted and remotely controlled by one operator
• Advanced graphics and special effects capabilities
• Integration of AV advanced presentation equipment