HomeMy WebLinkAboutAgenda - 05-20-2003-8jORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 20, 2003
Action Agenda e
Item No.
SUBJECT: Contract Renewal -People's Channel
DEPARTMENT: Purchasing and Central Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
INFORMATION CONTACT:
Pam Jones, (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 Year 2003-2004.
BACKGROUND: The People's Channel has provided videotaping services for County
Commissioners' meetings since November 1999. This contract will extend its services through
June 30, 2004 at the 2003 rate of $950 per meeting.
The effort requires set-up and take down of all equipment at each meeting site and a minimum of
three technicians to operate cameras and the production equipment. Re-negotiation of the Time
Warner franchise agreement with Orange County may include accommodations for a more
permanent set up for cablecasting. However, it is anticipated that the service would continue to be
provided by the People's Channel. In a recent meeting, People's Channel representatives and the
County have agreed to hold quarterly discussions during the renewal period to discuss issues
related to the taping and broadcasting of the public meetings. This in an effort to promote a more
consistent quality of broadcast and to promote a productive exchange of ideas on related issues.
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 (estimated at 20-23 per year) and
possibly a meeting during which the Manager presents his recommended budget. It is anticipated
that the contract would not exceed $22,800 and funds are budgeted in the General Fund.
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 Year
2003-2004 at a cost of $950 per meeting; and authorize the Chair to sign on behalf of the Board.
STATE OF NORTH CAROLINA
ORANGE COUNTY
CONTRACT RENEWAL
WHEREAS, this the 20th day of May 2003, 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 in the amount of $950 per meeting to be sent
to: County of Orange, Director of Purchasing and Central Services, PO Box 8181,
Hillsborough, NC 27278.
Contractor:
President
County:
Margaret W. Brown, Chair
Witness:
Secretary
Attest:
Donna S. Baker, Clerk
This instrument has been pre-audited in the manner required by the Budget and Fiscal Control
Act.
Kenneth T. Chavious, Finance Director