HomeMy WebLinkAboutFCS-13-112 - Amendments to Robotic Camera Systems Installation Agreement
REPORT TO:
Committee of the Whole
DATE OF MEETING:
June 24, 2013
SUBMITTED BY:
Christine Tarling, Director of Legislated Services & City Clerk
PREPARED BY:
Colin Goodeve, Supervisor, Legislated Services (ext. 7278)
WARD(S) INVOLVED:
All
DATE OF REPORT:
June 17, 2013
REPORT NO.:
FCS-13-112
SUBJECT: AMENDMENTS THE ROBOTIC CAMERA SYSTEMS
INSTALLATION AGREEMENT
RECOMMENDATION:
That the Mayor and Clerk be authorized to execute amendments to the Robotic Camera
Systems Installation agreement with the entity formerly known as Rogers Television, a
division of Rogers Cable Communications Inc., and now known as Rogers TV to
accommodate the provision of a third party webcasting management system.
BACKGROUND:
In 2005, Rogers TV submitted a proposal to install robotic cameras in the Council Chamber for
the purposes of broadcasting Council meetings. In addition, City staff would have full use of the
cameras and equipment to record / broadcast other meetings. In May 2007, the City
contributed funds and services for the wiring, construction of the control room and other
requirements at a cost of $15,000. An Installation Agreement was entered into with Rogers
Television, which sets each parties responsibility with respect to the recording equipment.
REPORT:
Since 2008, Rogers TV has used the cameras to record approximately eight meetings of
Kitchener City Council per year. In addition, Legislated Services staff were trained by Rogers
TV in the operation of the cameras and have used them to record select meetings. In October
2012, Council unanimously approved the following recommendation:
“That $10,000. be allocated annually to the operating budget to accommodate third party
video hosting services for on-demand webcasts of Council and Standing Committee
meetings, subject to additional information from staff on potential funding sources from
within existing Divisional budgets; and,
That staff be directed to proceed with development of tender specifications for third party
video hosting services to facilitate the provision of on-demand webcasting, as outlined in
Finance and Corporate Services Department report FCS-12-142, and on completion of
the written specifications to commence the tendering process; and further,
That staff endeavour to provide a Rogers TV broadcast production quality for Council
meeting webcasts and a single camera broadcast production quality for all Standing
Committee webcasts.”
2 - 1
The Robotic Camera Systems Installation agreement permits City staff to operate the cameras
when they are not being used by Rogers TV; however, it should be noted that Rogers owns the
existing recording equipment. The agreement further stipulates that the City is not allowed to
make any alterations, additions or improvements to the Rogers equipment. In order to
accommodate third party video hosting services for on-demand webcasts of Council and
Standing Committee meetings, this provision needs to be amended to allow an encoder to be
connected to the existing equipment. In addition, the agreement needs to be clarified to identify
whether the eight Council meetings broadcasted and live streamed by Rogers TV annually,
would also be made available through the City’s on-demand video webcasting service.
IT and Legislated Services staff are in the final stages of evaluating the proposals submitted
from webcasting service providers. The selection process should be completed before the end
of June 2013 and it is anticipated that the webcasting equipment will be installed prior to the
August 12, 2013 Standing Committee meetings. It is anticipated that the equipment will be used
to train staff during those meetings; with on-demand webcasting being fully implemented for the
th
September 9 Standing Committee meetings. Rogers TV is scheduled to broadcast the
thth
September 16 and October 7 Council meetings and therefore the first opportunity for City staff
th
to webcast a Council meeting will be October 28. The implementation of parliamentary
minutes would commence concurrently with the on-demand webcasting.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
This project aligns with the City’s Strategic Plan priority concerning e-engagement, which calls
for the use of new technologies to ensure multiple ways to get information to residents.
FINANCIAL IMPLICATIONS:
There are no financial implications associated with this staff report.
COMMUNITY ENGAGEMENT:
Through preliminary discussions with Rogers TV, they have indicated that they would be
amenable to amending the Robotic Camera Systems Installation agreement, noting the need to
update the agreement to reflect their new legal name.
ACKNOWLEDGED BY: D. Chapman, Deputy CAO - Finance & Corporate Services
Department
2 - 2