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HomeMy WebLinkAbout2006 03 27 Regular Item 301 Recording Commission Meetings SGTV COMMISSION AGENDA ITEM 301 Consent Informational Public Hearing Regular X Mgr. / Dept. Authorization March 27.2006 Regular Meeting REQUEST: Information Services wishes to furnish options to the Commission for recording Commission meetings for later broadcast on SGTV and to have Commission give further direction on this issue and appropriate $4,000 for consulting services. PURPOSE: To furnish Commission with options, gain a better understanding of the Commission's request, and have them provide direction with regard to the recording of Commission meetings for replay on SGTV. CONSIDERATIONS: The Commission has requested that they be provided with options with regard to the audio and video recording of Commission Meetings. Here is what we have found. What are other Seminole County cities doing? . Oviedo - Broadcasts live using most of their own permanently installed equipment. They outsource the 1 person needed to run the equipment and he brings his own mixer . Casselberry - has a pending short-term contract with Seminole Community College (SCC) video production students for delayed playback. SCC provides all equipment and labor. No meetings have yet been recorded. S:\Information _ Services\Admin _ Docs\Agenda Items\FY 2006\March 2006\032706_ COMM _Regular _301_ Televising_Commission _ Meetings.doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - MARCH 27, 2006 REGULAR AGENDA ITEM "301" PAGE 2 OF 4 . Altamonte Springs - owns two cameras and brings in an outside operator to cablecast their meetings live within the City. The cost for the outside operator is a flat fee of $275 per meeting. Please note that their meetings are 2-3 hours at the most. . Longwood - does not video record their meetings. . Lake Mary - owns some of the equipment used to cablecast Lake Mary meetings live within the City. An outside operator brings in some additional equipment and cablecasts the meetings. Meetings are also taped for archival purposes. . Sanford - no video as of yet. Not planning on doing it. What are the various ways in which we can record the meetings and what are the considerations for each? 1. Outsource the entire process. Costs vary on this. . A professional videographer will cost several hundred dollars per hour (prices vary greatly but range from $300-$800/hour) . Volunteers are not obligated to show up and levels of expertise cannot be guaranteed. . Seminole Community College's program has not yet been formalized. They are still working out the contract and program details. Estimated at $400-$600 for a 4 hour meeting. . Would not have the capability of piping the meeting out into the lobby area. 2. Partially outsource the recording of meetings. We purchase most of the equipment and outsource the labor. Only one person currently doing this in our area. He charges a $200 flat rate per meeting and has some equipment he brings with him. We would not have the capability of piping the meeting out into the lobby area. 3. Record meetings using in-house system and personnel. We own and operate the equipment. Currently we have 2 employees who take turns handling the audio/visual needs for Commission meetings. We could have one of them handle the camera audio/visual recording equipment and the other could handle the regular a/v equipment that we currently have (document camera, projectors, computer/video input). What are the components that make up an audio/video recording system? After reviewing the proposals we decided to determine the components that would make up such a system that would enable us to record both audio and video for later broadcast on SGTV, as well as for streaming from the City's website, and/or distribution on DVD. Our plan would be to then put out an official RFP, with the help of a consultant, to get more solid estimates because of a more defined scope of work. The components as we understand them are: cameras switcher/control panel (brings in all data, audio, visual feeds into central control box) character generator software/device clip & graphic software -1 CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - MARCH 27, 2006 REGULAR AGENDA ITEM "301" PAGE 3 OF 4 . dvd recorder . cabling & electrical work . upgraded lighting . installation & configuration/programming of equipment . training . maintenance . Optional additions: o LCD/Plasma monitor for lobby o Windows Media Server for streaming meetings from web site. o Osprey card and software. o Additional bandwidth for streaming from web site. What else have we learned from our research? 1. Regardless of which path we take, we will need to upgrade the lighting in the commission chambers, especially around the dais. 2. The Lifespan of the equipment is 7-10 years. 3. There are no state contracts on audio video equipment such as what we are looking for, per the State Purchasing Office. 4. Information Services requested informal proposals from several vendors for a permanent installation solution. Some vendors failed to respond at all. Those that chose to respond came back with costs ranging from $75,000 to $130,000. 5. We would not recommend a non-permanent/movable installation because of the cables that would be all over the chambers floor as well as the possibility of equipment being knocked over, or off of their tripods and such. A non-permanent installation would be where we would have all the equipment brought in and set up for each meeting. What are the benefits of a permanent installation? 1. Cameras are permanently mounted and all the cabling is hidden. 2. The main control panel would be installed behind the chambers and this would be where the televising of the meetings would take place. 3. It would allow for the ability to pipe the meeting out into the lobby if a monitor were to be mounted there. This monitor could also be used during regular business hours, to display informational items such as a looping video or PowerPoint presentation. 4. A permanent installation using robotic cameras with presets means less manpower needed to control the system and record the meeting. 5. Proper captioning (speaker names and/or topic) and the ability to use a split screen can be accomplished with the right equipment. A split screen allows for video as well as the item being talked about to be viewed on the screen at the same time. What are we asking for and/or recommending? 1. Does the Commission still desire to begin audio/video recording of Commission meetings for delayed playback on SGTV? CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - MARCH 27, 2006 REGULAR AGENDA ITEM "301" PAGE 4 0F 4 2. Which route does the Commission wish for us to take a closer look at? Outsource, partial outsource, or inhouse/permanent installation? (*Information Services recommends that an official RFP be developed, with the assistance of a consultant. The cost for this consultant is estimated at $4,000. We feel that with a more defined scope of work and an official RFP, the cost may be significantly less for the system). FUNDING: $4,000 additional appropriation from General Fund RECOMMENDATIONS: Ifit is still the desire ofthe Commission to record the Commission meetings, we recommend that the Commission: · Determine whether to take a closer look at outsourcing, partial outsourcing, or permanent installation. · Appropriate $4,000 for a consultant to assist us in writing and RFP for a permanent installation of equipment. ATTACHMENTS: COMMISSION ACTION: Date: March 27, 2006 The following is a copy of the Powerpoint Presentation presented by Staff for Regular Agenda Item "301" at the March 27,2006 Regular City Commission Meeting Commission Meeting Recording Information on the various components to record Commission meetings for playback on SGTV or streaming media via the Internet Options Available Outsource Completely No direct equipment costs Outsource Partially Purchase equipment Hire professional to produce Permanent Installation Purchase equipment Produce in-house Outsourcing Seminole Community College Offering the ability to record Commission meetings Provides students opportunity to gain experience behind cameras Provides their own equipment Based on pricing provided to other cities estimates for recording are approximately $100-$150/hr minimum of 4 hours work. Outsourcing Professional videographer Professional photographer providing their own equipment Estimates for recording approximately serveral hundred dollars per hour Outsourcing Disavantages Professional videographer very expensive for length of WS meetings SCC-Working with students, if student(s) do not show up, no recording can take place Outsourcing Partially WS purchase equipment Mobile system, cameras on tripods around Chambers Hire professional(s) to record meetings Outsource Partially Disadvantages Equipment in chambers would produce obstacles when walking around Equipment too expensive to replace in case of accident Permanent Installation Overview Sony BRC 300 Broadcast Pix Studio 2000 DVD Recorder Viewer's Experience Overview Equipment permanently mounted in Chambers Discrete installation, unnoticeable Full production capabilities Central control room area Sony BRC 300 Camera Sony Specifications 3 CCD Camera Compact Size Dimensions 7 1/8"W X 1 1/8"H X 8 3/8"D Six presets available Can include any combination of Pan/Tilt/Zoom CCD Charge Coupled Device Sensor for recording images Better color separation can be reached by 3CCD devices Each CCD is set to respond to one of the following colors Red Green Blue 1CCD vs. 3CCD 1CCD Camera One chip dedicated to recording all three colors 3CCD Camera One chip dedicated to record one of three colors Provides greater resolution Sharper images True color Broadcast Pix Studio Consists of the following components Hard Panel Character Generator Clip Store Graphic Store Switcher Hard Panel Character Generator Provides the ability to add charater input onto the screen Provides us the opportunity to identify Mayor, Commissioners and presenters on screen For Example December 7, 2005 Clip & Graphic Store Ability to create and store our own customized graphics and video clips Ability to import clips and graphics into the production enviroment for on-air reproduction Switcher Central input/output device DVD Recorder Pioneer PRV-LX1 Dual DVD Burner Recording options Record directly to DVD Record to Hard Drive then to DVD DVD Recorder Viewer's Experience On Screen Agenda Viewer's Experience Banner with relevant information Agenda Item discussed Presenter Identified Viewer's Experience Split view capability Ability to view agenda item and presenter simultaneously Audio System Current system is adequate for recording Feed audio output directly into Broadcast Pix system Upgrade two wireless mics (currently at 800/900Mhz) Future Considerations Kiosk Ability to display information on LCD monitors in lobby Future Considerations Commission Meeting Overflow Ability to display Commission meeting in lobby area LCD Monitors in Lobby One centrally located above doors into Chambers Two in lobby to left/right of Chamber doors One Monitor One Monitor Two Monitors Two Monitors Staff Recommendations Permanent installation If Commission agrees with Staff, IS recommends developing RFP Request appropriation of $4000 for consultant to assist in developing RFP