7.5.
CC Regular Session
- Meeting Date:
- 06/24/2014
- Submitted For:
- Patrick Brama
- 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
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 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 (QCTV 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.
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 (QCTV 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
(2) Lake Itasca Room: $4,500-$6,500
(3) Alexander Ramsey Room: $22,000-$26,000
ALTERNATIVES
It is Staff's recommending the three AT/IT capital projects identified above be completed as proposed. However, the City Council retains the latitude to select any number/combination of projects as they see fit. Listed below are general considerations and alternatives.
Regarding project #3 identified above (Alexander Ramsey Room)--Staff recognizes this is a significant expense. If the City Council is not comfortable with this expense, Staff would suggest completely removing project #3 from a Council motion. However, it should be identified, this work does need to be completed. This is an expense that cannot be avoided; it can only be delayed. As mentioned, included in your case are a number of Staff comments regarding this proposed project.
Regarding the QCTV Capital Account dollars--in a previous Council meeting an inquiry was raised regarding the potential use of these dollars for a different project (i.e. the PD camera system, approved on 06/10/2014). As outlined in this case, the City has a total of $100,000 available from QCTV ($50,000 in 2013, $50,000 in 2014). If the Council is interested in allocating QCTV dollars to a specific project (i.e. the PD camera system), or for different use, Staff would suggest that discussion occur during the upcoming budget discussions. At this point, if the Council authorized work identified in this case, the remainder of QCTV Capital Equipment dollars would still be available for other projects (i.e. $61,000-$72,500).
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 staff time, eliminate AV set up at closed sessions, eliminate data transfer process, eliminate human errors
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 staff time, 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 staff time, eliminate AV set up at closed sessions, eliminate data transfer process, eliminate human errors
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 staff time, 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.
-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
It is Staff's recommending the three AT/IT capital projects identified above be completed as proposed. However, the City Council retains the latitude to select any number/combination of projects as they see fit. Listed below are general considerations and alternatives.
(A) Authorize use of QCTV Capital Account dollars for the three AV projects identified by Staff
(B) Authorize use of QCTV Capital Account dollars for an amended/reduced list of AV projects
(C) Do not authorize use of QCTV Capital Account dollars for the three AV projects identified by Staff
(B) Authorize use of QCTV Capital Account dollars for an amended/reduced list of AV projects
(C) Do not authorize use of QCTV Capital Account dollars for the three AV projects identified by Staff
Regarding project #3 identified above (Alexander Ramsey Room)--Staff recognizes this is a significant expense. If the City Council is not comfortable with this expense, Staff would suggest completely removing project #3 from a Council motion. However, it should be identified, this work does need to be completed. This is an expense that cannot be avoided; it can only be delayed. As mentioned, included in your case are a number of Staff comments regarding this proposed project.
Regarding the QCTV Capital Account dollars--in a previous Council meeting an inquiry was raised regarding the potential use of these dollars for a different project (i.e. the PD camera system, approved on 06/10/2014). As outlined in this case, the City has a total of $100,000 available from QCTV ($50,000 in 2013, $50,000 in 2014). If the Council is interested in allocating QCTV dollars to a specific project (i.e. the PD camera system), or for different use, Staff would suggest that discussion occur during the upcoming budget discussions. At this point, if the Council authorized work identified in this case, the remainder of QCTV Capital Equipment dollars would still be available for other projects (i.e. $61,000-$72,500).
Funding Source:
See background section. QCTV allocation ($100,000), deposited in the Equipment Revolving Loan Fund.
Recommendation:
See "Alternatives" section above for details.
Authorize use of QCTV Capital Account dollars for the three AV projects identified by Staff.
Authorize use of QCTV Capital Account dollars for the three AV projects identified by Staff.
Action:
Motion to:
Authorize use of QCTV Capital Account dollars for the three Municipal Center AV projects identified by Staff
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Diana Lund | Diana Lund | 06/17/2014 01:36 PM |
| Kurt Ulrich | Kurt Ulrich | 06/19/2014 11:14 AM |
- Form Started By:
- Patrick Brama
- Started On:
- 06/17/2014 08:21 AM
- Final Approval Date:
- 06/19/2014