Loading...
SR 07-26-2016 3C 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)