SR 07-26-2016 3C (2)
Ci ty Council
Report
City Council Meeting : July 26, 2016
Agenda Item: 3.C
1 of 7
To: Mayor and City Council
From: Debbie Lee, Chief Communications Officer , City Manager's Office, Office of
Communications
Subject: Memoranda of Understanding with Santa Monica Malibu Unified School
District and Santa Monica Pier Corporation for CityTV's Video Production and
Airing of School Board Meetings and the Twilight Concert Series
Recommended Action
Staff recommends that the City Council :
1. A uthorize the City Manager to enter into a one -year Memorand um of
Understanding with Santa Monica Pier Corpora tion (SMPC) with an option to
renew for two additional one -year periods, for the Office of Communications,
CityTV, to produce, air, and archive the Twilight Concert Series and authorize a
reduction of the Council -approved CityTV Production Services rates, resulting in
a flat rate payment to the City of $7,500 annually plus craft services for CityTV
crew ;
2. Authorize the City Manager to enter into a one -year Memorandum of
Understanding with Santa Monica Malibu Unified School District (SMMUSD)
with an option t o renew for two additional one -year periods, for the Office of
Communications, CityTV, to produce, air, and archive the School Board
Meetings, and authorize a one -year waiver of the Council -approved CityTV
Production Services rates.
Executive Summary
Sta ff requests Council authorization for the City Manager to enter into separate
Memoranda of Understanding (MOU) with Santa Monica Pier Corporation (SMPC) and
Santa Monica Malibu Unified School District (SMMUSD) for CityTV to produce, air, and
archive video content for the Twilight Concert Series and the School Board Meetings,
respectively. Prior to adoption of the FY 2016 -17 budget, there had not been a formal
fee schedule for CityTV video production services. Thus, in prior years, services were
provided for a portion of the cost or at no charge. In June, Council adopted a fee
schedule for CityTV services.
Staff requests authorization for a reduction from the CityTV adopted fee schedule for
filming the Twilight Concert Series. This fee reduction is support ed by SMPC. Staff is
also requesting a one -year fee waiver for filming the School Board Meetings. This fee
waiver is important to implement as the meeting coverage provides original content for
airing on CityTV, serves to keep the community informed, and allows time for SMMUSD
2 of 7
to budget accordingly. The new fee schedule with a one -year fee waiver has been
discussed with SMMUSD. These MOUs are necessary to outline a clear understanding
of responsibilities and expectations and to address the fees associated with CityTV
services.
The SMPC presents the Twilight Concert Series each July through early September at
the Santa Monica Pier, which provides the community with a much loved cultural
tradition. CityTV has a long history of filming the concerts and airing them on channel
16, and in summer 2015 increased coverage from five or six concerts to all ten. SMPC
contributed toward the cost of filming the additional concerts in the amount of $7,500,
plus craft services for CityTV crew. Staff would like to formalize this relationship and
payment amount through execution of a MOU.
SMMUSD holds approximately 15 School Board Meetings at the District Board Room in
Santa Monica which are filmed by CityTV. The remaining meetings are held in Malibu
with the footage provide d to CityTV for airing and archiving. Historically, CityTV video
production services for School Board Meetings was provided at no charge. Staff
recommends that this arrangement continue until FY 2017 -18 to allow SMMUSD to
budget for payment of CityTV servi ces.
Background
Over the years CityTV has produced and aired a variety of video content in partnership
with different organizations and individuals. Past productions have included the
following shows, events and meetings: Connie Martinson Talks Books, Cheap Eats,
Forever Yoga, Metro Motion , the Little League Championship Games , the Twilight
Concert Series and the School Board Meetings.
Council approved the attached fee schedule for CityTV video production services as
part of the FY 2016 -17 budget adop tion on June 14, 2016 . Previously there had not
been an adopted fee schedule and production rates were negotiated by staf f for each
production. Staff recognizes the need to formalize arrangements for video production
services and therefore is seeking authorization to enter into MOUs with SMPC and
SMMUSD, and to implement fee reductions or waivers for these partnerships.
San ta Monica CityTV has a long history with both the SMPC and SMMUSD to produce
and air the annual Twilight Concert Series and School Board Meetings in an effort to
keep the community entertained and informed. CityTV has filmed the Twilight Concert
3 of 7
Series for approximately 20 years and has aired the concerts on CityTV for residents to
view. These airings tend to be some of the most popular content aired on the City’s
channel 16.
The School Board Meetings are usually held at the District Board Room at 1651 16 t h
Street. CityTV generally records15 meetings per year. School Board Meetings held at
the Malibu City Hall are recorded by the City of Malibu and provided to CityTV for airing
on channel 16. Action was taken at the December 9, 1997 Council meeting to authorize
CityTV to televise the School Board Meetings at the District Board Room on a delayed
basis through June 1998. Although no further action by Council can be fo und, CityTV
has continued to film and air the School Board Meetings without reimbursement of
costs. Airing School Board Meetings provides the public the ability to remain informed
about the opportunities and issues facing the District.
Discussion
Staff s eeks to formalize the relationship with SMPC and SMMUSD for CityTV video
production of the Twilight Concert Series and the School Board Meetings by entering
into MOUs that outline expectations, responsibilities, and costs associated with the work
performed by CityTV. Due to the community benefit derived from the relationships the
City has with SMPC and SMMUSD for filming of the Twilight Concert Series and the
School Board Meetings, staff recommends fee reductions or temporary waivers for
these partnerships .
Video production of the Twilight Concert Series involves use of the CityTV production
truck, City staff and/or City contractors. Prior to the summer 2015 season, CityTV
produced and aired five to six concerts per summer at no cost to the SMPC. This
rela tionship benefited both parties in that SMPC negotiated artist clearances and
offered original content for CityTV to air, while CityTV provided SMPC with footage to
provide to artists and to make highlight reels. Last fiscal year, due to the concert’s
popu larity, the City and SMPC agreed to have all ten summer 2015 concerts filmed and
aired on CityTV with SMPC paying $7,500 toward production costs and providing craft
4 of 7
services for the CityTV crew.
SMPC is interested in the City continuing coverage of the Twilight Concert Series and
notes that the concerts promote wellbeing through community connectedness. In
addition, airing the concerts on CityTV provides access to these very popular cultural
events for residents who are unable to attend the concerts in person. SMPC also
indicated that if the cost for CityTV to film the concerts increases beyond their annual
budget allocation of $7,500 plus craft services, they will have to forego or greatly reduce
the number of concerts filmed as they have no way to mone tize the footage. Based on
the newly adopted fee schedule, the total cost would be $3,167 per concert ($31,670
annually), $24,170 more than SMPC paid the City for filming ten concerts during FY
2015 -16. The cost breakdown is shown below:
Twilight Concert
Services - Services
Cost Breakdown (FY 2016 -17
Rate Schedule)
Director $ 598.90 1 @ $59.89/hour, 10 hours
Production Engineers $ 534.60 2 @ $26.73/hour, 10 hours
Audio Operator $ 201.30 1 @ $20.13/hour, 10 hours
Camera Operators $ 7 14.80 4 @ $17.87/hour, 10 hours
Production Assistants $ 714.80 4 @ $17.87/hour, 10 hours
Editor $ 201.30 1 @ $20.13/hour, 10 hours
Motion Graphics Designer $ 201.30 1 @ $20/13/hour, 10 hours
TOTAL $ 3,167.00 Per Concert
$31,670.00 10 Con certs
Includes a waiver of the administrative fee and equipment rental fee.
Due to the community benefit provided by CityTV’s coverage of the Twilight Concert
Series, staff recommends SMPC receive a fee reduction for CityTV video production
services and implement a flat rate payment to the City in the amount of $7,500 annually
plus CityTV crew craft services. In the event coverage of the remaining staffing costs
become prohibitive to the Office of Communications, staff will return to Council for
further direction.
5 of 7
Taping the SMMUSD School Board Meetings requires utilization of the City’s production
truck with a crew of nine staff per meeting at a benefited cost of approximately
$2,205.70, depending upon the length of the meeting. Production costs have ri sen over
the years and with the adoption of a new fee schedule, a MOU addressing costs, as
well as clarity regarding special meetings, is needed. The current costs for filming the
School Board Meetings are outlined below:
School Board Meeting -
Services
Cost Breakdown (FY 2016 -17
Rate Schedule)
Director $ 598.90 1 @ $59.89/hour, 10 hours
Production Engineers $ 534.60 2 @ $26.73/hour, 10 hours
Camera Operators $ 714.80 4 @ $17.87/hour, 10 hours
Production Assistants $ 357.40 2 @ $17.8 7/hour, 10 hours
TOTAL $ 2,205.70 Per Meeting
$33,085.50 15 Meetings
Includes a waiver of the administrative fee and equipment rental fee.
The District is embarking on the process of purchasing camera and production
equipment for its board room whi ch when obtained, would reduce the cost associated
with CityTV filming the School Board Meetings by approximately $982 per meeting
($14,731 annually). This new equipment would eliminate the need for camera operators
and require only one production engineer , thereby reducing the cost of CityTV filming
each meeting to approximately $1,223.60 ($18,354 annually). A purchase and
installation date of the new equipment has not yet been determined.
Due to the long standing history of CityTV providing coverage of t he School Board
Meetings and the need for SMMUSD to have time to plan accordingly, staff
recommends that the City continue coverage of the School Board Meetings during FY
2016 -17 at no charge and plan for implementation of the CityTV fee schedule beginning
FY 2017 -18. The CityTV fee schedule includes a waiver of the administrative fee and
6 of 7
equipment rental fees for schools and non -profit organizations. Therefore, the fees
charged to SMMUSD would be based only on the benefitted salary of direct service
staff.
Alternatives
Without authorization for the City Manager to execute MOUs for video production
services provided by CityTV for SMPC and SMMUSD, work will continue to be
performed on an informal basis as determined through staff and client discussions,
mai ntaining a higher risk of misunderstanding or miscommunication.
Council may choose to waive all or none of the approved fees for CityTV’s video
production services for the Twilight Concert Series, or may choose to charge a flat rate
of more or less than t he $7,500 that was paid by SMPC during FY 2015 -16 for ten
concerts. Based upon the final cost, SMPC will determine how many of the concerts will
be filmed and aired by CityTV.
Council may choose not to waive fees for SMMUSD during FY 2016 -17 and instead
c harge the adopted fees or a reduced fee for CityTV’s video production services for the
SMMUSD School Board Meetings held at the District’s Board Room .
Beginning FY 2017 -18 Council may choose not to implement the adopted CityTV fee
schedule and instead co ntinue to offer CityTV services at no charge or at a reduced
rate. Based upon the final cost, SMMUSD will determine how many of the School Board
Meetings will be filmed and aired by CityTV each fiscal year.
Next Steps
The Office of Communications is in th e process of outlining new CityTV programming
for the channels and will return to Council in the coming months to request blanket
authorization for the City Manager to enter into MOUs for all CityTV video production
services.
Financial Impacts and Budget Actions
7 of 7
The expenses associated with entering into MOUs with SMPC and SMMUSD are
included in the FY 2016 -17 budget in the City Manager's Department. Future year
funding is contingent on Council budget approval. The expenses associated with filming
the Twi light Concert Series and school board meetings are budgeted in account
numbers 012072.511000 and012072.511500.
Prepared By: Kathy LePrevost, Administrative Services Officer
Approved
Forwarded to Council
Attachments:
A. CityTV Adopted Rates FY 16.17
EQUIPMENT SERVICES
Rental/Equipment Use Hourly Rate Production Personnel Hourly Rate 2
Truck Rental 100.00 $ Producer 92.51 $
Studio Rental (inc. lighting)80.00 $ Director
Graphics 50.00 $ Field Producer
Green Screen 50.00 $ Production Engineer 26.73 $
Teleprompter 50.00 $ Audio Operator
Camera 40.00 $ Editor
Jib 30.00 $ Lighting Tech
Audio Mixer 25.00 $ Motion Graphics Designer
Video Switcher 20.00 $ Stage Manager
City Staffing Varies 1 Technical Director
Camera Operator
OTHER:Graphics Operator
1. Master DVD 20.00 $ Production Assistant
2. Up to 9 additional DVD copies 10.00 $ Teleprompter Operator
Video Intern
NOTES:
10. Charges for use of City TV equipment or facilities not listed shall be determined by the City Manager.
Rates shall be based on the costs incurred in providing the facility or equipment, and shall be based on
market conditions.
2. Hourly rates include benefits and are to increase by COLA each July 1. Hours worked above normal
business hours will be charged at time and a half.
17.87 $
3. A $50.00 flat rate Administration Fee will be charged for administrative services associated with each
production.
9. Services provided by contractors will be charged based on the contracted rate, i.e.: Script Writer, Make-
Up Artist, Advanced Motion Graphics Designer, Advanced Editing, On-Air Talent.
6. Staffing costs will be waived for CityTV budgeted productions. For other City productions, costs for staff
time are charged to the requesting department/division when the work requires overtime or is performed
by as-needed employees.
8. Direct costs for rental and delivery of non-City equipment, if any, will be charged, i.e. scaffolding.
7. Costs for DVDs will be waived for City Departments, but tracked for reporting purposes.
5. The following costs will be waived, but tracked for reporting purposes for City Departments, government
entities, SMMUSD, SMC, and Santa Monica based non-profit organizations: City Equipment and Studio
Costs, Administrative Fee, Producer Time.
4. Studio Rental includes lighting, use of green room, and use of two small parking spaces.
59.89 $
20.13 $
CITY OF SANTA MONICA - CITYTV PRODUCTION SERVICES
ADOPTED RATE SHEET, FY 2016-17
1. Staffing costs vary dependent upon the position and number of staff assigned. Only City staff may use
City equipment. The staff assigned is dependent upon the type of services provided, type of equipment
used, and staff availability.
Adopted by Council 6/14/2016
Reference:
MOU No. 10342
(CCS)
&
MOU No. 10343
(CCS)