HomeMy WebLinkAboutAgenda - 05-17-2005-5mORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 17, 2005
Action Agenda
Item No. ~-~
SUBJECT: Contract Renewal: The People's Channel
DEPARTMENT: Purchasing and Central PUBt.IC HEARING: (Y/N) No
Services
ATTACHMENT(S):
INFORMATION CONTACT:
Pam Janes, (919) 245-2652
Agreement TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider renewing an agreement with The People's Channel to telecast County
Commissioner meetings for fiscal 2005-2006,
BACKGROUND: The People's Channel (TPC) has provided videotaping services for County
Commissioners' meetings since November 1999, Approval of this item will extend the contract
through June 30, 2006 at the current terms and conditions and at the following fee schedule,
which remains unchanged from the 2004-2005 contract renewal:
$1,204 for meetings held at the Southern Human Services Center; and
$1,266 for meetings held at the F, Gordon Battle Courtroom; and
$1,437 far meetings at locations other than those indicated,
The effort continues to require set-up and take down of all equipment at each meeting site and a
minimum of four technicians to operate cameras and the production equipment, Any future
negotiations of the franchise agreement with Time Warner would be expected to include resources
whereby the County could deploy a more efficient and less costly video-taping process in terms of
equipment and personnel,
Meetings are cablecast generally the next day after they are held and at least twice more during
the week, The People's Channel anticipates this same type of schedule for the upcoming year.
FINANCIAL IMPACT: The contract is paid based on actual number of meetings televised,
Historically, those include the regular commissioner meetings and the meeting during which the
Manager presents his recommended budget, Assuming 22 meetings, 11 of which would be held
in Chapel Hill ($13,244), 11 of which would be held in Hillsborough ($13,926), the estimated
contract expenditure for regular meetings during 2005-2006 would be $27,170, which funds are
included in the 2005-2006 Manager's Recommended Budget.
RECOMMENDATION(S): The Manager recommends that the Board approve the renewal of a
contract with the People's Channel for videotaping County Commissioner meetings for fiscal
2005-2006 pursuant to the referenced cost schedule; and authorize the Chair to sign on behalf of
the Board.
STATE OF NORTH CAROLINA
ORANGE COUNTY
CONTRACT RENEWAL
WHEREAS, this the 17"' day of May 2005, the County of Orange North Carolina, hereinafter
referred to as "County", and the People's Channel, hereinafter referred to as "Contractor" desire to
enter into an agreement for videotaping and cablecasting meetings that are held by the County
Board of Commissioners and mutually agree as follows:
County Responsibilities:
1. The County shall provide the Contractor with a schedule of regular meetings as quickly as
practicable after they have been established;
2.. The County shall provide the Contractor with as much notice as is possible for unscheduled
meetings, but not less than 48 hours prior to meeting time;
3, The County shall pay the invoices submitted by Contractor with 30 days of receipt of invoice;
Contractor Responsibilities:
1, The Contractor shall provide all equipment and personnel necessary to provide a quality
production of County Commissioner meetings,
2, The Contractor shall ensure that the meeting site is left in the manner in which it was found
prior to the Contractor setting up their equipment for such meeting,
3, The Contractor shall conduct themselves in a professional manner while at the meeting site
and shall ensure that the videotaping process is as unobtrusive to the meeting proceedings as
passible,
4. The Contractor shall provide the County with one videotaped copy of each meeting, such copy
shall become the property of the County,
5. The Contractor shall submit invoices to County pursuant to the following schedule:
• $1,204: meeting at the Southern Human Services Center, Chapel Hill
• $1,266: meeting at the F, Gordon Battle Courtroom, Hillsborough
• $1,437: meeting at any other location (including meetings held in other areas of the
Courthouse),
6. Invoices shall be sent to County of Orange, Director of Purchasing and Central Services, PO
Box 8181, Hillsborough, NC 27278.
Contractor: Witness:
President Secretary
County: Attest:
Moses Carey, Jr., Chair Donna S. Baker, Clerk