Agenda - Council Work Session - 05/27/2014

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CC Work Session 2. 3. Meeting Date: 05/27/2014 Information Title: Consider use of QCTV Capital Account Allocation for AV Equipment in the Ramsey Municipal Center Purpose/Background: Purpose of Case: Consider use of QCTV allocated "Capital Account" dollars for the purchase of AV Equipment in the Ramsey Municipal Center. Introduction: Staff is proposing the use of QCTV dollars to fund four AV/IT capital projects with a $30,000-$40,000 estimated total cost. The proposed capital equipment projects are the four highest priority projects identified by Staff for the Ramsey Municipal Center (from a larger list of twelve potential projects). Outlined below is background information on the QCTV annual allocation and a summary of the proposed AV/IT capital equipment projects. Attached to this case are work proposals. The QCTV annual allocation is not included in the City's normal CIP or budgeting process --as a result, this unique situation requires direction from the City Council. Background (OCTV Capital Account) Quad Cities Community Television (QCTV) is a cable/web programming entity managed by a Joint Powers Commission that includes the Cities of Ramsey, Andover, Anoka and Champlin. QCTV provides information on government, high school sports and community activities. Video programming and information is presented via local cable channels on a cable TV system owned and operated by Comcast. QCTV generates a portion of their revenues via a franchise fee attached to monthly Comcast service bills. Periodically, QCTV allocates a portion of surplus franchise fees collected to member Cities (known by QCTV as Capital Dollar Grants). A policy for the use of said allocation does not exist, however, as a matter of practice, member Cities have used QCTV dollars for AV/IT equipment/capital costs in public meeting rooms and facilities. Historically, Ramsey has followed suit. In 2013, the City of Ramsey was allocated $50,000 from QCTV. Staff anticipates an identical allocation in 2014. QCTV allocations are transferred to the City's Equipment Revolving Fund. AV/IT Capital Projects: City Council Chambers: $1,000-$6,500 - Install automated closed meeting audio recording system (+) Significant savings in stafftime, eliminate AV set up at closed sessions, eliminate human error - NOTE: at a later date, Staff will bring forward a separate discussion of adding a second program monitor for viewing by the public. For a number of reasons, this item will entail a set of various alternatives. Staff would like to put together a well thought-out case for Council consideration. This item is not included in the price above. Lake Itasca Room: $4,500-$6,500 - Install automated closed meeting audio recording system (+) Significant savings in stafftime, eliminate AV set up at closed sessions, eliminate human error