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HomeMy WebLinkAboutAgenda - 06-08-2004-5jORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: .June 8, 2004 Action Agenda Item No. ~_ SUBJECT: Contract Renewal: The People's Channel DEPARTMENT: Purchasing and Central PUBLIC HEARING: (Y/N) No Services ATTACHMENT(S): Agreement INFORMATION CONTACT: Pam ,Jones (919) 245-2652 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 far fiscal 2004-2005, 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, 2005 at the current terms and conditions, with the exception of cost, The People's Channel has requested that the Board approve the following fee schedule for meetings taped during the period from July 1, 2004 through June 30, 2005 as follows: • $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 for meetings at locations other than those indicated, The current fee per taped meeting is $950, thereby representing increases of 26%, 33%, and 51 respectively. In meetings among TPC representatives, Commissioner Brown and County staff, TPC indicated the need to increase costs for two primary reasons: staff casts and the need to upgrade equipment. Volunteers primarily staffed the cameras in 1999 when the cablecasting began, TPC can no longer recruit volunteers in sufficient quantity or with expertise to produce the County s program with the expected quality level, therefore necessitating the need to hire qualified camera and production personnel, Even though TPC is able to recruit at a pay schedule below industry standard, the cost to hire the producer and to staff cameras is significantly above the $950 now charged to the County per taping, In addition, in order to restore and maintain an acceptable quality level of the resulting programs, TPC purchased some new equipment. Since the equipment is not used exclusively for the County program, the County is not being requested to support the full cost of replacements, however, some of the increase requested is attributable to the equipment purchase. It should be noted that 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. Re-negotiation of Time Warner franchise agreement with Qrange County could include accommodations far a mare permanent set up for cablecasting. However, due to the likely timeframe during which the franchise may be negotiated, staff will continue to explore with TPC the feasibility of deploying a more permanent and less expensive alternative, specifically in the use of robotics equipment that would require fewer production staff for the Southern Human Services Center location. Similar technology could be incorporated into the design of the area in the expanded Justice Facilities that would be used for Commissioner meetings. That information will be presented to the Board at such time approach and costs are determined. 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. As an update to the Board, the first facilitated session between the County and Time Warner Cable is scheduled to take place on June 3, Andy Sachs from Dispute Settlement Center has met with both parties separately and developed a proposed strategy far continuing the informal negotiation on franchise renewal. The County collected approximately $224,000 in cable franchise fees last fiscal 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 2004-2005 would be $27,170, which funds are included in the 2004-2005 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 2004-2005 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 8~h day of ,June 2004, 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 possible. 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: ent County: Barry Jacobs, Chair Witness: Secretary Attest: Donna S, Baker, Clerk