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Home My WebLink About179-15 RESOLUTIONOF FA'YETTF ` 0 `! Rfix� � Y 4 q:K:AN:S.PS 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 179-15 File Number: 2015-0414 WASHINGTON COUNTY VIDEO SERVICES CONTRACT: A RESOLUTION TO APPROVE A ONE YEAR VIDEO SERVICES CONTRACT WITH WASHINGTON COUNTY IN THE AMOUNT OF $750.00 PER MONTH FOR THE CITY'S MEDIA SERVICES DIVISION TO RECORD, TELECAST, STREAM AN ARCHIVE MEETINGS OF THE WASHINGTON COUNTY QUORUM COURT AND CERTAIN COMMITTEES, AND TO APPROVE A 0.25 FULL TIME EQUIVALENT POSITION INCREASE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a one year video services contract with Washington County in the amount of $750.00 per month for the City's Media Services Division to record, telecast, stream and archive meetings of the Washington County Quorum Court and certain Quorum Court committees that are identified in the contract. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a 0.25 full-time equivalent position increase, the cost of which will be fully subsidized through the video services contract. PASSED and APPROVED on 10/6/2015 Page 1 Printed on 10/7/15 A nnrnved Resolution 179-15 Attest: Sondra E. Smith, City Clerk Treasurer�K.� .� . •&I Y • ;C, =�- FAYETTEVILLE: KA N1 i O ,,`Q``�. Page 2 Printed on 10/7/15 City of Fayetteville, Arkansas 1F West Mountain Street •, � Fayetteville, AR 72701 dt (479) 575-8323 Text File File Number: 2015-0414 Agenda Date: 10/6/2015 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 10 WASHINGTON COUNTY VIDEO SERVICES CONTRACT: A RESOLUTION TO APPROVE A ONE YEAR VIDEO SERVICES CONTRACT WITH WASHINGTON COUNTY IN THE AMOUNT OF $750.00 PER MONTH FOR THE CITY'S MEDIA SERVICES DIVISION TO RECORD, TELECAST, STREAM AND ARCHIVE MEETINGS OF THE WASHINGTON COUNTY QUORUM COURT AND CERTAIN COMMITTEES, AND TO APPROVE A 0.25 FULL TIME EQUIVALENT POSITION INCREASE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a one year video services contract with Washington County in the amount of $750.00 per month for the City's Media Services Division to record, telecast, stream and archive meetings of the Washington County Quorum Court and certain Quorum Court committees that are identified in the contract. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a 0.25 full-time equivalent position increase, the cost of which will be fully subsidized through the video services contract. City of Fayetteville, Arkansas Page 1 Printed on 101712015 City of Fayetteville Staff Review Form 1 1M Legistar File ID 10/6/15 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Douglas Bankston 9/18/15 Communications & Marketing / Communications & Marketing Department Submitted By Submitted Date Division / Department Action Recommendation: Approval of a contract between the City and Washington County for the City's Media Services Division to record, teleca stream and video -on -demand archive the County's Quorum Court meetings and County Services, Public Works, Personnel, Jail/Law Enforcement/Courts and Ordnance Review Committee meetings for the period of one (1) year. Budget Impact: Account Number Fund Project Number Project Title Budgeted Item? NA Current Budget $ - Funds Obligated $ - Current Balance $ Does item have a cost? NA Item Cost Budget Adjustment Attached? NA Budget Adjustment ## Remaining Budget V20140710 Previous Ordinance or Resolution # C Approval Date: Original Contract Number: Comments: COF Media Services Division-Washington County • City of Fayetteville Staff Review Form 2017-0765 Legistar File ID N/A City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Douglas Bankston 12/11/17 Communications& Marketing/ Communications&Marketing Department Submitted By • Submitted Date Division/Department Action Recommendation: Approval of a contract renewal between the City and Washington County for the City's Media Services Division to record, telecast,stream and video-on-demand archive the County's Quorum Court meetings and County Services, Public Works, Personnel,Jail/Law Enforcement/Courts, Finance,and Ordinance Review Committee meetings for the period of one (1) year. Budget Impact: Account Number • Fund Project Number Project Title Budgeted Item? NA Current Budget $ - Funds Obligated $ - • Current Balance $ - Does item have a cost? !.NA Item Cost • Budget Adjustment Attached? NA Budget Adjustment • Remaining Budget $ - V20140710 Previous Ordinance or Resolution# 179-15 Original Contract Number: Approval Date: l a• WI-Irl • • Comments: • • ilkCITY OF . FAYETTEVILLE STAFF MEMO ARKANSAS TO: Mayor Lioneld Jordan THRU: Don Marr, Chief of Staff Susan Norton, Director of Communications FROM: Douglas Bankston, Director of Media Services DATE: December 11, 2017 SUBJECT: Approval of a contract renewal between the City and Washington County for the City's Media Services Division to record, telecast, stream and videoJ onJ demand archive the County's Quorum Court meetings and County Services; Public Works, Personnel, Jail/Law Enforcement/ Courts, Finance, and Ordinance Review Committee meetings. RECOMMENDATION: City staff recommends approval of the attached contract for the City's Media Services Division to record, telecast, stream and make available through video on demand additional Washington County meetings as specified in the contract. • BACKGROUND: In June 2015,the Washington County Judge's Office contacted the City's Media Services Division to discuss the possibility of recording more of the County's meetings beyond just the Quorum Court. Media Services records the Quorum Court and any Special Quorum Court meetings utilizing the County's video and audio recording system, then telecasts and streams those meetings to the public on the Fayetteville Government Channel and makes those meetings available to the public through video on demand. The County requests that the additional meetings to be recorded include: County Services Committee, Public Works Committee, Personnel Committee, Jail/Law Enforcement/Courts Committee, and Ordinance Review Committee. The Media Services Division has been recording, telecasting and archiving the County meetings for the past year per the contract. At the beginning of the contract term, a .25 FTE staff increase was initiated to record the additional meetings. This .25 FTE increase is subsidized by the County at$750 per month, per the contract. DISCUSSION: Assistant City Attorney Blake Pennington drafted a contract renewal between the City and the County for this service. With the .25 staff FTE increase, County meetings will continue to not conflict with City meetings. As stipulated in the contract, City meetings will maintain priority status. The contract term is for one (1)year, renewable on a per-year basis. BUDGET/STAFF IMPACT: The County will pay the City $750 per month to continue to subsidize the cost of increasing the .25 FTE to a .5, meaning this increase will not impact the City's 2018 budget. The .5 FTE does not qualify for benefits. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 • DocuSign Envelope ID:B3AE9CB9-ED81-4D55.891E-5339834C6F00 VIDEO SERVICES CONTRACT THIS CONTRACT is made by and between the City of Fayetteville("City")and Washington County("County"),and the parties agree as follows: 1. Term.The term of this contract shall be one year beginning January 1,2018,and ending December 31,2018. 2. Payment. County agrees to pay City$750.00 per month for the services described in Section 3 below. 3. City's Rights and Responsibilities. a. City shall make available a qualified staff member for up to forty(40)hours per month for the purpose of recording and telecasting the entirety of all regular and special meetings of the following bodies: i. Quorum Court ii. Special Quorum Court iii. County Services Committee iv. Public Works Committee v. Personnel Committee vi. Jail/Law Enforcement/Courts Committee vii. Finance and Budget Committee b. City shall provide five(5)copies of each meeting to County on DVD.Additional copies shall be provided upon request at a cost of$2.00 per disc. c. City shall make recordings of all covered meetings available to the public through City's video on demand service within twenty-four(24)hours after the meeting has adjourned. Videos will remain archived in the same manner as City meeting recordings. If City changes video on demand services,County's archived videos will be migrated to the new system at no cost to County. d. City shall telecast all covered meetings on the Fayetteville Government Channel, including live telecast of all regular and special Quorum Court meetings that do not conflict with City meetings,that have been previously scheduled to be telecast live. e. City shall provide all equipment necessary to record meetings not held in the Quorum Court chamber. City shall not be required to live telecast any meeting not held in the Quorum Court chamber. f. City shall provide the same level of care for County property as is provided similar City owned property. g. City may,at its own option,record or telecast additional meetings at the request of County. • DocuSIgn Envelope ID:B3AE9CB9-ED81-4D55-891E-5339B34C6F00 4. County's Rights and Responsibilities. a. County shall make every effort to hold covered meetings in the Quorum Court chamber and understands that video and audio quality will be negatively impacted if meetings are recorded in another room. b. County shall provide the City with access to County's recording and telecast equipment when covered meetings are held in the Quorum Court chamber. If County equipment is damaged because of normal wear and tear or otherwise • through no fault of City,County shall be responsible for repairing or replacing the equipment. c. County may request that additional meetings be recorded and telecast by the City but understands that City is under no obligation to cover any meetings not listed above. 5. Early Termination. This contract may be canceled prior to the end of the term by either City or County with a 60-day written notice. 6. Contract Amendments. Changes.,modifications or amendments to the scope,price or fees dictated by this Contract shall not be allowed without a prior formal Contract amendment approved by the Mayor and the City Council of Fayetteville and by the County Judge and the Quorum Court of Washington County in advance of the change. • • IN WITNESS WHEREOF,the parties hereto have caused their signatures to be set by their authorized representative effective the date set forth below. WASHINGTON COUNTY CITY e F FAYETTE ii LE P.ooeuSigned by: 6947LI 0464, .AF•^.LfiJTS�AAAF /J� . i— A Joseph Wood,County Judge Lie neld Jorda' mor 12/24/2017 Date: Date: i . • ATTEST: ATTEST: DoeuSlgned by: btAti b1 4A/AJ J& Aerk:61.4a. /J eja --‘.- 4 iH•ti)PA0446H6b, Becky Lewallen,County Clerk Sondra E.Smith,City Clerk-Treasurer 011111111 ooi ,--DocuSlgned by: • R ,:q1/45% • ,(Y • r\ O,c•G''. ��- `—nldFyt7,%CI)H17t7ASC., `�• 23= Brian Lester =O•FAY En- EVILLE; County Attorney • •`•••