SR 09-27-2016 3D
Ci ty Council
Report
City Council Meeting : September 27, 2016
Agenda Item: 3.D
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To: Mayor and City Council
From: Elaine Polachek, Asst. City Manager , City Manager's Office, Office of
Communications
Subject: Memoranda of Understanding with Organizations and Individuals for CityTV's
Production and Distribution of Video Content
Recomm ended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute Memoranda of Understanding to document and ensure accountability with
organizations and individuals for the Office of Communications, CityTV, to produce ,
distribute and archive video content.
Executive Summary
Staff requests Council authorization for the City Manager to enter into Memoranda of
Understanding (MOU), when necessary, with organizations and individuals for CityTV to
produce and distribute vid eo content regarding topics of interest to the Santa Monica
community. CityTV has a history of working with community partners for production
services on an informal basis and requests to formal ize future relationships with MOU s.
These MOUs would provide c larity regarding the responsibilities and expectations of
each party, including schedule, scope of work, deliverables, ownership and use of
content, and associated costs based on the Council adopted fee schedule for CityTV
production services. Content pro duced with partners would target the Santa Monica
community and would be distributed on the City’s website, social media accounts, or
television channels.
Background
Over the years CityTV has produced and distributed a variety of video content in
partne rship with different organizations and individuals, however these arrangements
had not been formalized. Past productions have included Connie Martinson Talks
Books, Cheap Eats, Forever Yoga, Metro Motion, Little League Championship Game ,
Twilight Concert S eries , election coverage with the League of Women Voters, and
SMMUSD School Board Meetings.
On April 12, 2016 Council authorized the City Manager to enter into a MOU with the
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Metropolitan Transit Authority for production of Metro Motion , and on July 26, 2 016
Council authorized the City Manager to enter into separate MOUs with the Santa
Monica Malibu Unified School District for filming of School Board Meetings and with the
Santa Monica Pier Corporation for filming of the Twilight Concert Series. The MOUs
au thorized by Council outlined responsibilities of each party and included distinct rates
for CityTV production services for a limited time based on historical charges, community
benefit, and the need for organizations to have time to budget accordingly.
Council approved a fee schedule for CityTV production services as part of the FY 16 -17
budget adoption on June 14, 2016 . This fee schedule will be utilized for future
partnerships requiring video production services, with costs detailed in each MOU.
Discu ssion
The Office of Communications seeks to establish a standard practice of formalizing
relationships with organizations and individuals for CityTV production services by
entering into MOUs that outline expectations, responsibilities, and costs associated with
the work performed by CityTV. Akin to minor contracts that fall under the City Manager’s
current scope of authority, it would facilitate fostering new programming opportunities to
enter into written agreements without having to go through the time an d process of City
Council review for each and every one.
The Office of Communications is working to develop new programming during FY 2016 -
17 and utilization of MOUs to formalize relationships is consistent with other
partnerships entered into by the City , such as the partnership between the City and
Platia Productions to present AltCar Expo and Conference . Staff requests blanket
authorization for the City Manager to enter into MOUs for partnerships requiring
CityTV’s services in an effort to be flexible a nd responsive in a timely manner to video
production opportunities that may be of interest to the community. These MOUs would
provide clarity regarding responsibilities and expectations of each party, including
schedule, scope of work, deliverables, owners hip and use of content, and associated
costs based on the Council adopted fee schedule for CityTV production services. The
fees charged for CityTV services may result in an increase of revenue to the City,
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dependent upon the number of and scope of the part nerships that are developed.
The Office of Communications is currently in discussions with Kaiser Permanente
(Kaiser) and Office of Wellbeing staff to develop an agreement for CityTV to produce a
series of segments based on findings from the Wellbeing In dex. Kaiser leadership used
the Wellbeing Index to better understand the Santa Monica community in preparation
for opening its local medical office this past s pring. In recognition of the value that the
City’s Wellbeing Index provided them and for the co mmunity overall, Kaise r approached
the City with the desire to partner and promote the Wellbeing Index findings, health
linkages and community resources using co -created programming on City TV, and at
Kaiser produced community events. The costs associated with production of the
segments, as outlined in the fee schedule, would be borne by Kaiser. The se costs, and
other terms associated with this partnership, as well as partnerships developed with
other organizations or individuals requiring City TV services, would be specified in
MOUs to provide clarity and foster successful working relationships.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of
recommended action. Staff will return to Cou ncil if specific budget actions are required
in the future.
Prepared By: Kathy LePrevost, Administrative Services Officer
Approved
Forwarded to Council
Attachments:
A. April 12, 2016 Staff Report
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B. June 14, 2016 Staff Report
C. July 26, 2016 Staff Report