Agenda - Council - 07/08/2014 - Laserfiche WebLink

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Our Mission: ToworktogethertoresponsilygrawourcommunityandtoproliItquality,cost-effective, and of&cientgovernmentseivices CC Regular Session Meeting Date: 06/24/2014 Submitted For: Patrick Brama, Administrative Services By: Patrick Brama, Administrative Services Information Title: Consider use of QCTV allocated "Capital Account" dollars for the purchase of AV Equipment in the Ramsey Municipal Center 7. 5. Purpose/Background: Purpose of Case: Consider use of QCTV allocated "Capital Account" dollars for the purchase of AV Equipment in the Ramsey Municipal Center. NOTE: it was intended for this case to be discussed in worksession. However, a large number of cases have been scheduled over the past month, and are anticipated over the next month, in worksession. Therefore, this case was brought forward for Council review in regular session. Introduction: Staff is proposing the use of QCTV dollars to fund three AV/IT capital projects with a $27,500-$39,000 estimated total cost. The proposed capital equipment projects are the three 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. Outlined in the "Observations/Alternatives" section below is 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 past 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. Notification: NA Observations/Alternatives: PROJECT OVERVIEWS Included in this case are the lowest priced quotes received by Staff. (1) City Council Chambers: $1,000-$6,500 -Install automated closed meeting audio recording system. This system would allow for public meetings to be recorded via a permanent hardwired system (audio). This system would be activated by the switch of a button; and would allow for any automated download to the appropriate file location. No set up or take down would be required. (+benefits) Significant savings in stafftime, eliminate AV set up at closed sessions, eliminate data transfer process, eliminate human errors (2) Lake Itasca Room: $4,500-$6,500 -Install automated closed meeting audio recording system. This system would allow for public meetings to be recorded via a permanent hardwired system (audio). This system would be activated by the switch of a button; and would allow for any automated download to the appropriate file location. No set up or take down would be required. (+benefits) Significant savings in stafftime, eliminate AV set up at closed sessions, eliminate data transfer process, eliminate human errors (3) Alexander Ramsey Room: $22, 000-$26, 000 Replace poorly performing, costly to maintain, eight year old projector; along with required projector system infrastructure upgrades. -As a result of new industry standards, existing projector screen will need to be replaced (wide screen); to compliment new projector. Also, amplifiers, HDMI ports, and a wall mounted control panel will be added to the AR room system. (+benefits) Properly performing projector (issues today), modern technology available for users (issues today), light bulb replacement costs moderately reduced, moderate savings in Staff time (set-up/take-down and trouble shooting). NOTE: attached to this case is a more detailed overview of this project, project benefits, and Staff comments. ALTERNATIVES