City Council Meeting Date: July 23, 2019
To: Mayor and City Council
City Administrator
From: Kurt Wolf, IT Manager
Title
Consider Budget Amendment to Authorize Acquisition of Cable Access Equipment from the Communications Fund.
Body
Action Requested:
The Northfield City Council consider approving the attached Resolution authorizing a Communications Fund budget amendment to authorize the purchase of equipment related to the operation of the two cable television channels provided by Charter/Spectrum.
Summary Report:
The City of Northfield proposes to purchase a Tightrope Cablecast and a Tightrope Carousel system to broadcast public access cable channels and update digital signage displays throughout the City.
Paul Hager has been running the Northfield public access cable channels for 34 years via Northfield Cable Television System (NTV). The equipment used to operate those channels is fifteen years old. Public, Educational, and Government (PEG) fees were increased by $.25 in January 2019, and are proposed to increase again in January 2020 to a maximum of $1.25 per subscriber, per month, to cover hardware purchases like this one. The City of Northfield Communications Department planned on updating the equipment in the next couple of years, and had been in discussions with Paul about recommendations for purchase. The equipment was planned to be housed at City Hall, with Paul continuing to administer. Since those discussions, Paul has submitted his resignation, and plans to turn over the operation of the cable channels to the City. This has accelerated the need to purchase broadcasting equipment, since the existing system is owned by Paul. In addition, the new equipment provides up-to-date playback ability in multiple formats, includes newer features, and gives staff the ability to update displays throughout the City.
The equipment recommended for purchase is as follows:
Cablecast
Enables the ability to broadcast TV channels, and allows ability to stream a DVD to a cable channel. It enables people to live-stream programs, and features like Video on Demand (VOD). Some features, like VOD, will add an annual fee as we would not want to tie up the City internet connection with multiple incoming connections for Video on Demand. Tightrope Vio is expected to be released later in the year, but it does not meet our timeline.
Carousel
Digital signage software that enables live changes to digital signs, including City news, informational displays, and scheduling of images, notices, events, public notices, weather alert, community events. This system will be used to manage access to the various informational displays throughout the City.
The PEG fee increase from $1.00 to $1.25 will help to pay for this new equipment and future communications-related technologies.
Alternative Options:
Council could decline purchase of equipment. Staff could explore used equipment options on eBay. If no purchase is made, TV channels may not broadcast Northfield meetings and events in a timely manner.
Financial Impacts:
Per the recommendation of other City television broadcasters, we obtained quotes from Z-Systems of St. Louis Park. The quotes they provided are State Contract pricing (meets competitive bidding requirements through this cooperative purchasing program), and are as follows:
Total Resolution Authorization: $50,000 (rounded up)
Total Cost: $48,904.93 (see below as follows for detail)
A. Tightrope Cablecast Vio = $15,157.26 and $1,320.00 annual on maintenance.
Additional items:
Live = $6,345.00 - enables viewing of channel via web
Video on Demand = $8,290.00 - enables viewing videos on demand
If either Live or Video on Demand are added, an additional $1,227.00 (hardware) and $1,936.00 annual (reflection service) would be necessary.
B. Tightrope Carousel = $9,629.67 - Enables digital signage and management, including ability to scroll notifications on signs, such as snow emergencies. Currently four digital signs were considered - Arena, Library Circulation, Library Childrens, and 6th and Division kiosk. Additional signs throughout the City (possibly Liquor Store and City Hall?) could be added.
C. Moving Charter feed (fiber drop) from 309 Division to 801 Washington = estimated $5,000 to cover hardware change from Standard Definition to High Definition and movement of fiber connection from Paul Hager’s office to City Hall.
Staff original estimated budgetary cost of this equipment was just shy of $50,000. That estimate included both Cablecast at roughly $30,000, and Carousel, at roughly $20,000.
Tentative Timelines:
The plan for installation is by September 2019. Projected installation date is early August. Training would follow, and we are hoping to be ready for a September 1, 2019 cutover.