HomeMy WebLinkAboutAgenda - 09-03-2002 - 8g 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 3, 2002
Action Agen a
Item No.
SUBJECT: Contract Renewal with People's Channel for BOCC Meetings
DEPARTMENT: Purchasing and Central PUBLIC HEARING: (YIN) No
Services
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 a contract with the People's Channel to telecast Board of
County Commissioners' meetings for Fiscal Year 2002-2003.
BACKGROUND: The People's Channel has provided videotaping services for Board of County
Commissioners' meetings since November 1999. This contract will extend those services
through June 30, 2003 at a cost of$950 per meeting. This represents a $50 per meeting cost
increase.
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 Time
Warner franchise agreement with Orange County may include accommodations for a more
permanent set up for cable-casting; however, it is anticipated that the service would continue to
be provided by the People's Channel.
Meetings are cable-cast generally the 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 the recommended budget. It is
anticipated that the.contract would not exceed $22,800 and funds are included in the General
Fund budget.
RECOMMENDATION(S): The Manager recommends that the Board approve the renewal of a
contract with the People's Channel for videotaping Board of County Commissioners' meetings
for Fiscal Year 2002-2003 at a cost of$950 per meeting: and authorize the Chair to sign on
behalf of the Board.
2
STATE OF NORTH CAROLINA CONTRACT RENEWAL
ORANGE COUNTY
WHEREAS, this the 31 day of September 2002, the Countylof 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: Witness:
President Secretary
County: Attest:
Barry Jacobs, Chair 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