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Home My WebLink AboutAGENDA REPORT 1997 0820 CC REG ITEM 10H(P I :5.3 ITEM 10- r7• CITY OF MOORPARK CITY COUNCIL AGENDA REPORT OF MOORPAR& CALIFORNIA City Council Meeting of� 199 - TO: The Honorable City Council ACTION' FROM: Donald P. Reynolds Jr., Administrative Services Marta, BY DATE: August 12, 1997 SUBJECT: Consider Upgrades to the City's Cable Broadcast System Background In 1996/97, the City completed a portion of its upgrade of the 1991 system by installing new video decks for automated playback, and providing new microphones completely re- wiring the sound system. The new playback system operates from the new PC bought in 1996. The sound system includes all new microphones, re- wiring the dias and staff tables, and new audio mixers and feedback/digital delay systems. Of the original total budget for fiscal year 1996/97 of $35,900, the City will use approximately $21,1996 as follows: Description Budget Expenses Balance Uninterrupted Power Supply (UPS) $ 8,000.00 $ 0.00 $ 8,000.00 CD Player $ 200.00 $ 199.12 $ 0.88 New PC $ 2,500.00 $ 1,622.70 $ 877.30 Digital Delay Lines $ 1,200.00 0* $ 1,200.00 Sound System $20,000.00 $ 15,851.83 $ 4,148.17 New Microphones $ 4,000.00 $ 3,745.17 $ 254.83 Totals $35,900.00 $ 21,996.12 $ 14,481.18 * bought as part of the sound system upgrade The installation of the equipment has taken four months. The anticipated 1 0003yG completion date is August 19, 1997. Of the $21,996.12 shown above, $3,100 was not encumbered by June 30, 1997. On March 19, 1997, the Council approved the addition of $28,000 from the Equipment Replacement Fund to the original budget of $35,900 (for a total of $63,900) for replacement of the four video playback decks. From the $28,000, the City used $14,461.59 leaving 13,538.40. The equipment replacement effort did not address the camera system, or the character generator system. The most significant item not purchased last fiscal year but budgeted is the UPS system. All but one of the stationary cameras in the Apricot room have been cleaned and repaired. Anticipating the repair of the fourth camera this fiscal year will conclude the maintenance required to keep these in good running condition. In 1995, a portable camera was purchased with a tripod but this equipment has only been used a few times due to the need for some additional equipment. Discussion The upgrades initiated in April 1996, are currently being completed. This project has been somewhat difficult due to communication problem with the vendor. Several items recommended for installation were not the correct part and the correct parts cost slightly more than the original quotes, and several minor items have to be purchased to complete the job. These changes were not recognized until after June 30, and staff is requesting $3,400 to complete this work. This amount is reflected in the total presented in the table on Page 1 as a 1996/97 expense, but technically, it has to be applied to this fiscal year. This fiscal year, there are four areas totaling $36,500 to consider for the continued upgrade of the video broadcast system, listed in order of priority: 1) the character generator ($21,500); 2) an edit bay, ($6,000); 3) portable broadcast sound system and microphones ($4,000) and; 3) portable event presentation equipment, ($5,000). 2 000396 The City's character generator is the primary concern, and to keep it in operation after power failures, a supporting uninterrupted power supply (UPS) is also needed. The 1992 equipment is running at full capacity for the number of pages it can present, and all of the information has to be edited manually. When surveying other cities, the City of Westlake Village and Tustin recently bought new character generators which operate from a PC and allows data to be entered from diskette, provide for pictures of city facilities and events, and has special editing features such as fading in and out and unique scrolling technics. It does require an extra large PC because the amount of hard drive dictates the number of pages that it can handle. The amount of Rapid Access memory (RAM) has to be maximized for the special graphic presentations. This PC has to be supported by a UPS system, or it will remain down until it can be manually reinitiated after a power outage. The character generator upgrade can be completed for $13,500, and adding the UPS system at $8,000 back into the budget would require $21,500 for both aspects of the upgrade. The City currently has some capabilities to film local video, but this video has to be edited. To rent the equipment facility space can cost between $1,200 to $2,1000 per editing job. The World War II Remembrance Video was an extensive editing job, and would have cost $2,400. It was edited over a period of three weeks borrowing space from another City. To build a complete edit bay, if the City had the space to put one, would cost between $50,000 and $80,000. However, by salvaging some of the equipment from the replaced playback decks, an edit bay could be configured in a portable fashion to meet the City's current needs for $6,000. This would pay for the audio mixer, special vectra scope monitors, cabling and special effects switches. It would be taken down and set- up in the video room as needed. This would help to complete four different video projects currently on hold including a new introduction for Council meetings. Without access to an edit bay, it doesn't make sense to complete the portable recording system. However, in the event the Council wants to move in this direction, a portable lavaliere microphone is needed at a cost of $2,100. Battery pacs and a portable audio mixer is also needed at a cost of $1,200. Staff estimates that $4,000 is needed to complete this phase. 3 o00397 Finally, in relation to City events sponsored with amplified sound outside the Apricot room, like the Concert in the Park series, two items are needed to improve the stage productions, and thus the ability to record these events for broadcast. The system of speakers currently being used is designed for stereo but is not operating this way because of a few items which are needed to mix the sound. In addition to these items, the City currently rents a monitor system at a cost of $185 per concert which allows the musicians to hear what they are playing. Together, these items will cost approximately $5,000. This is an exhaustive list of needs. Regardless of whether or not the Concert in the Park series continues to be funded, there will still be a need to consider filming the Senior Recognition dinner, the "Senior Games ", tree lighting ceremony and perhaps special remote film clips from Country Days. The edit bay and the character generator are considered to be the top priority (aside from completing the upgrades from 1996/97, $3,400) and will cost $27,500 together. Realizing that the City did not use $14,481 from 1996/97, and that the character generator could be purchased from the equipment replacement fund savings of $13,538 from last year, these two big steps could be taken without dramatically impacting the City's plans for expenditures for these programs over a two year period, and would allow the City to move forward with long standing plans to enhance the City's editing and remote capabilities. Recommendation (Roll Call Vote Required) That the City Council adopt Resolution 97- , (attached), and fund $39,900 ($13,500 from Fund 403- equipment replacement and $26,400 from the General Fund Reserve) for upgrades to the City's video broadcast systems. 4 000395 RESOLUTION NUMBER 97 - RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK AMENDING THE FY 97/98 BUDGET IN THE AGGREGATE AMOUNT OF $39,900 FOR THE REPLACEMENT OF AN UNINTERRUPTED POWER SUPPLY, EDIT BAY, PORTABLE BROADCAST SOUND SYSTEM, AND EVENT AMPLIFIER IMPROVEMENTS FROM THE EQUIPMENT REPLACEMENT FUND (FUND 403) IN THE AMOUNT OF $13,500 AND FROM THE GENERAL FUND (FUND 100) IN THE AMOUNT OF $26,400 WHEREAS, on June 18, 1997, the City Council adopted the Budget for Fiscal Year 1997/1998; and, WHEREAS, a staff report has been presented to said Council requesting a budget amendment in the aggregate amount of $39,900; and, WHEREAS, Exhibit °A" hereof describes said budget amendment and its resultant impacts to the budget line item(s). NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES RESOLVE AS FOLLOWS: A budget amendment for the Equipment Replacement Fund (Fund 403) in the amount of $13,500 and the General Fund (Fund 100) in the amount of $26,400, as more particularly described in Exhibit "A" attached hereto, is hereby approved. PASSED, APPROVED AND ADOPTED this 20th day of August, 1997. Patrick Hunter Mayor ATTEST: Lillian E. Hare City Clerk 000399