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Cable TV Division Fiscal Year 2018 Budget Presentation Copyright 2014 City of Dubuque Public Hearings # 6. ITEM TITLE: Cable TV Division Fiscal Year 2018 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Recommended FY18 Cable 1V OP Supporting Documentation Cable TV Division -159- This page intentionally left blank. -160- CABLE N DIVISION FY 2016 FY 2017 FY 2018 % Change FY ge Budget Highlights Actual Budget Requested Budget Expenses Employee Expense 206,277 218,287 221,523 1.5% Supplies and Services 43,766 78,046 79,048 1.3% Machinery and Equipment 20,753 20,334 15,000 -26.2% Legal Services 573 573 573 0.0% Total Cable TV Division Budget 271,369 317,240 316,144 -0.3% Public Information Office 225,132 284,967 291,334 2.2% Total Expenses 496,501 602,207 607,478 0.9% Resources Franchise Fees & Misc. Rev 594,770 601,900 595,983 -1.0% Annual Operating Balance 98,269 (307) (11,495) (11,188) Beginning Cash Balance 262,087 360,356 360,049 Ending Cash Balance 360,356 360,049 348,554 Personnel -Authorized FTE 2.25 2.25 2.25 Improvement Package Summary 1 of 3 This improvement package provides for the addition of a full-time Video Producer at 40 hours per week (2,080 hours annually).A second Video Producer in the Cable TV Division will result in an increased level of original local programming on CityChannel Dubuque. The Cable TV Division has reached the limit of the amount of video production two people can generate. As a result, opportunities to produce programming to inform the public are lost. In addition, the Cable TV Division is increasingly being asked to document City projects and produce videos for purposes other than airing on the government's cable access channel. A second Video Producer also provides much-needed backup, so vacation, ill-health, and injury will not have such an adverse effect on our day-to-day operations and program output. Because the Cable TV Division partners with other City departments and divisions, our work supports most of the Council's goals and priorities. The additional programming generated by a second video producer will only enable us to be able to present more information to local residents. Non-recurring items include computer, advertising for the position and office supplies. Related Cost: $ 73,449 Tax Funds Recurring Recommend - No Related Cost: $ 3,934 Tax Funds Non-Recurring Total Cost: $ 77,383 Property Tax Impact: $ 0.0326 0.30% Activity: Cable TV Division -161- 2of3 This improvement package provides for non-live closed captioning of select CityChannel Dubuque programming which will make many of the city's locally produced programs accessible to the hearing impaired. In a workflow that can be accommodated by a two-person department, on-air programs, DVDs, and online video archives will be captioned for display on viewers' TV screens and computers. City Council meetings will be captioned at more expensive rush rates; other locally produced programs will be subject to standard rates. This Improvement Package does not include captioning County Board of Supervisors meetings. Although transcription/caption charges are expensive, the ongoing availability of online archives and captioned DVDs helps justify the cost beyond captioning that could be viewed only on the City's government cable access channel. This improvement package supports the City Council priority of Inclusive Dubuque by increasing access to CityChannel Dubuque programming to the hearing impaired. Nonrecurring cost includes the purchase of software. Related Cost: $ 25,826 Tax Funds Recurring Recommend - No Related Cost: $ 5,000 Tax Funds Non-Recurring Total Cost: $ 30,826 Property Tax Impact: $ 0.013 0.12% Activity: Cable TV Division 3of3 This improvement package provides for transformation of the underutilized public access cable channel into a third government access channel that would "read" City documents in looping series of announcements. Text-to-speech (TTS) synthesizer software would generate audio files (similar to a NOAA weather radio station voice) that would be married to a graphic providing the document title. These announcements would run on a server similar to that generating the graphics that run between programs on CityChannel Dubuque and that run 24 hours a day on CityChannel Graphics. Information provided by this channel would fall in between the tremendous amount of information presented in a typical CityChannel Dubuque video program and the few sentences that make up a typical announcement on CityChannel Graphics. This improvement package falls under the City Council Goal of Improved Connectivity: Transportation and Telecommunications. Related Cost: $ 45,000 Cable TV PEG Funds Non-Recurring Recommend - No Related Cost: $ 6,000 Cable TV Funds Recurring Total Cost: $ 51,000 Activity: Cable TV Division Significant Line Items Employee Expense 1. FY 2018 employee expense reflects a 2.0% wage package increase. 2. The Iowa Public Employee Retirement System (IPERS) City contribution is unchanged at 8.93% and the employee contribution is unchanged at 6.18% in FY 2018. -162- 3. The City portion of health insurance expense remains at $1,325 in FY 2018 per month per contract. 4. Overtime expense is unchanged from $4,000 in FY 2017 to $4,000 in FY 2018. FY 2016 Actual was $3,339. Supplies & Services 5. Legal Services is unchanged from $25,000 in FY 2017 to $25,000 in FY 2018. 6. Internet Services increased from $16,234 in FY 2017 to $17,046 in FY 2018. 7. Consultant Services is unchanged from $5,000 in FY 2017 to $5,000 in FY 2018. Machinery & Equipment 8. Purchase of equipment for FY 2018 includes: $15,000 for replacement of the TV production and transmission equipment, audiovisual equipment and computer equipment. Revenue Franchise fee revenue is anticipated to decreased from $600,000 in FY 2017 to $593,000 in FY 2018 based on year-to-date receipts of$288,318 and FY 2016 actual of$591,784. -163- This page intentionally left blank. -164- PUBLIC INFORMATION OFFICE CABLE TV DIVISION The Cable TV Division embraces the Sustainability Principle of Community Knowledge by producing video programs on City initiatives for distribution to the community via the local government access cable channels or the City's website. The Cable TV Division also supports the local access community through coordination of the various access origination sites and working with the Cable N Commission to disseminate funding through the Capital Grant for Access Equipment and Facilities. The Cable N Division also acts as a liaison between local cable subscribers and the cable company. City Manager's Office Public Information Office Cable ry DivisionlJ SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE LEADING TO OUTCOMES PLANNING Cable N provides local programming to publicize efforts end initiatives of City Departments PEOPLE and partner agencies. Cable gu staff remains current with regulatory and legislative 'CITYCHANNEL� trends affecting dUbuque © telecommunications, and with - video production equipment and _ software to better serve the <1 needs of the City of Dubuque Vim_ and the local community. Cable -� N plays a key role In citizen PARTNERSHIPS engagement via the City's cable The Cable N Divisions partners with Channels and entire videos. Mediacom, Dubuque Community Schools, and Loras College as onomabon sites for CITYCHANNEL Dubuque's five public, educational, and tlYCHA � governmental(PEG)access channels. These WATCH LIVE IN HD Partnerships provide a divenudy of locally produced programming available to cable subscribers. -165- PUBLIC INFORMATION OFFICE CABLE TV DIVISION Revenue 630,000 620,000 610,000 600,000 590,000 580,000 Franchise Fee Revenue * FY 2016 FY 2017 FY 2018 Cable TV is supported by 2.25 full-time equivalent employees, which accounts for 70.07% of the department expense as seen below. Overall, the departments' expenses are expected to decrease by -0.35% in FY 2018 compared to FY 2017. Expenditures by Category by Fiscal Year $206,277 Employee Expense $218,287 $221,523 $43,766 Supplies and Services $78,046 $79,048 $20,753 Machinery and Equipment $20,334 $15,000 $573 Legal Services $573 $573 $225,132 Public Information Office $284,967 $291,3: 0 50,000 100,000 150,000 200,000 250,000 300,000 FY 2016 FY 2017 FY 2018 -166- PUBLIC INFORMATION OFFICE CABLE TV DIVISION Overview The Cable TV Division operates two local government access channels available to local cable subscribers. The primary channel, CityChannel Dubuque, is also streamed live to the Internet via the City's website. Besides providing coverage of City Council, Zoning Advisory Commission, and County Board of Supervisors meetings, CityChannel Dubuque produces a variety of informational and cultural programming about local government and Dubuque. CityChannel Graphics provides 24/7 access to the graphic EBee �� announcements seen in between scheduled video programs on ► CityChannel Dubuque, including frequently updated weather n information and important announcements such as winter parking restrictions. The audio for this channel is a feed from NOAA weather radio station WXL64 serving Dubuque, providing round-the-clock weather information and severe weather alerts. Both channels are based in the TV Control Room at City Hall Annex with digital editing facilities and automated playback of programming. In addition, the Media Room at the Historic Federal Building houses a production facility for broadcasting live meetings and a small studio for recording interviews and announcements The Cable TV Division acts as a liaison between the Cable Company and local cable subscribers. It works with the Cable TV Commission to oversee requests for funding from the Capital Grant for Access Equipment and Facilities to provide local organizations with equipment with which to produce programming for the local community. The Cable TV Division also monitors legal and regulatory matters pertaining to telecommunications that may impact the community. Highlights of the past Year • Transitioning to HD. In December 2015 the Cable TV Division replaced its on-air video and graphics bulletin board servers to be able to generate high definition (HD) programming. At the same time, we began streaming CityChannel Dubuque online in HD. This significantly increased our broadcast quality for those viewing on computers or mobile devices. • PEG Digital Encoding. Another significant improvement for the local access community was the installation of digital encoding equipment at the four origination sites for Dubuque's public, educational, and governmental (PEG) access channels. In September 2016 City Hall Annex, The Forum, Loras College, and the Mediacom public access studio began sending digital signals to Mediacom's head-end for playback on the local cable system. This significantly improved picture quality for local cable subscribers. -167- PUBLIC INFORMATION OFFICE CABLE TV DIVISION - Historic Federal Building HD Upgrade. An extensive upgrade of the video production equipment in the Historic Federal Building began in October 2016. Beginning with the * FE regular City Council meeting on November 7, 2016, CITY COUNCIL broadcasts now are produced in HD and allow online ZEGULAR MEETING viewers and local cable subscribers to experience meetings NOVEMBER 7,2016 and presentations with much greater clarity. This project also improved the listening experience for those in the City Council Chambers. • Monthly Construction Updates. In July 2015, the Cable TV Division began producing monthly construction updates for the Bee Branch Watershed Flood Mitigation Project. These short videos allowed viewers to follow the progress of the largest project in city history. And in September 2016 we added monthly updates for the Southwest Arterial/ US52 Construction Project. • Video Feed to the Intermodal Transportation Facility. Working in partnership with the Information Services Department and The Jule, we combined efforts to send an HD video feed of CityChannel Graphics to play on one of the flat panel monitors inside the Intermodal Transportation Facility. This gives commuters waiting for transportation a chance to get up-to-date downtown weather information and other City news. cutu,a Initiatives • Best Use of PEG Channel Capacity. Mediacom's state franchise to provide cable service in Dubuque calls for five PEG channels. We will continue to work with the Cable TV Commission to ensure that these are being used in the best possible way to serve the community. • The Sunset of the Capital Grant for Access Equipment & Facilities. As the end of the term of Mediacom's first state franchise for Dubuque approaches, we will look to maximize the benefit of the funding we receive. • Supporting City Council Goals & Priorities. By airing City Council meetings, recording civic events, and producing programs that help City departments tell their stories, we will continue to support City Council goals & priorities by helping keep the community informed about what's happening in City government. -168- PUBLIC INFORMATION OFFICE CABLE TV DIVISION Performance Measures Cable TV -Activity Statement Provide information on City services and initiatives to citizens and visitors to Dubuque through local cable access and the internet and remain current on legal and regulatory trends in telecommunications. Goal: Social/Cultural Vibrancy Lel Outcome #1: Remain a key source of information regarding City initiatives to citizens and visitors by producing programs distributed through the City's government access cable channel, featured videos and online video archives. Produced in FY 2016: • 47 City Council meetings • Aired 21 County Board of Supervisors meetings 11 Zoning Advisory Commission meetings . E ■ ��� � • 11 Civic events (Parades, groundbreakings, ribbon 'd R. cuttings, awards ceremonies, the State of the City Address, and other events) Annual Art on the River Show • Numerous short videos, promos, and public service announcements to inform and inspire local residents. • Various programs in partnership with other City departments & divisions to help tell their stories. • Programs in partnership with community organizations. r------------------------------------------------------i \ i i ` !To view a listing of all videos follow the link i below to the Cable TV website and click on p !Videos www.citvofdubuque.org/media ; Emerald Ash Borer in Dubuque -------------------------------------------------------• Maximize the City's cable channels as key sources of information about the City. CityChannel Dubuque and CityChannel Graphics run 24 hours a day, seven days a week on the cable system in Dubuque and is streamed live on the City's website. To keep people tuning in, there must be fresh programming and information. -169- PUBLIC INFORMATION OFFICE CABLE TV DIVISION CityChannel Graphics utilizes a bulletin board graphics system that cycles through a series of City-related announcements with a background of NOAA weather radio station audio. These same graphics are seen in between programs on CityChannel Dubuque: • Commission meeting notices • Holiday closings • Road construction notices • Library events • Public meetings • Winter parking restrictions • Program guide — CityChannel Dubuque program listings are automated and update every 10 minutes to show upcoming programs. • Downtown weather data — This information comes from a weather station atop City Hall Annex with new data displayed on the air every five minutes, resulting in more than 100,000 notices per year. CityChannel Graphics DID YOU KNOW? Weather data from the City Hall Annex weather station is also available online at www.wunderground.eom? Since October 2011 this data has been uploaded every couple of minutes, creating a valuable and informative data archive. `�-' Goal: Planned and Managed Growth J Use the City's website as a means of extending CityChannel Dubuque and the City's video programs to non-cable subscribers as well as a worldwide audience. The online streaming upgrade to include mobile devices continues to pay dividends as more and more people are accessing our videos on devices other than computers. In FY 16 we had: • 90,974 total page views • 13,685 total visits • 13,340 total unique visitors • Access breakdown: 91% desktop, 9% mobile Supporting the Sustainability Principle of Community Knowledge With Community Knowledge as our mission, the ultimate outcome is an informed citizenry. Through our on-air programming and online archives, we are a prime source of information for city residents about many issues that affect them directly. Secondarily, we hope to foster a small amount of civic pride as we attempt to showcase some of the reasons why Dubuque is such a great place to live, work, and raise a family. CityChannel Dubuque is the best place to see Dubuque on television. -170- PUBLIC INFORMATION OFFICE CABLE TV DIVISION Roundabout education campaign Outcome #2: Facilitate the production of local access programming by working with the Cable TV Commission to distribute funds to local non-profit organizations through the Capital Grant for Access Equipment and Facilities. The City's 2005 municipal cable television franchise agreement with Mediacom calls for an annual grant program to purchase equipment with which to produce local public, educational, and governmental programming. Qualified organizations— those with a principal place of business within City limits or a principal regular meeting place within City limits—may apply for funding from this program. In FY2016, $121,523 was distributed to purchase equipment for the following organizations: • Digital encoding equipment for the local access channels • Production cameras for Dubuque Community Schools • HD graphics & video servers for the City of Dubuque Technician installing a new speaker for the Historic Federal Building HD Upgrade -171- This page intentionally left blank. -172- Recommended Operating Revenue Budget - Department Total 75-CABLE TV DIVISION FY15 Actual FY16 Actual FY 17 Adopted FY IS Recomm'd Fund Account Account Title Revenue Revenue Budget Budget 290 42350 CABLE FRANCHISE FEE 623,490 591,784 600,000 593,000 42-LICENSES AND PERMITS 623,490 591,784 600,000 593,000 290 43110 INVESTMENT EARNINGS 1,780 2,623 1,500 2,600 290 43234 RENT,FIBER HUB W 3RD 300 300 300 300 43-USE OF MONEY AND PROPERTY 2,080 2,923 1,800 2,900 290 53605 MISCELLANEOUS REVENUE 165 30 100 50 290 53620 REIMBURSEMENTS-GENERAL 28 33 0 33 53-MISCELLANEOUS 193 63 100 83 75-CABLE TV DIVISION TOTAL 625,763 594,770 601,900 595,983 -173- Recommended Operating Expenditure Budget - Department Total 75-CABLE TV DIVISION FY15 Actual FY16 Actual FY17 Adopted FY IS Recomm'd Fund Account Account Title Expense Expense Budget Budget 290 61010 FULL-TIME EMPLOYEES 145,295 145,892 148,929 151,682 290 61030 SEASONAL EMPLOYEES 3,576 0 6,562 6,667 290 61050 OVERTIME PAY 3,136 3,339 4,000 4,000 290 61071 HOLIDAYPAY-OVERTIME273 105 0 0 290 61310 IPERS 13,279 13,336 13,795 14,043 290 61320 SOCIAL SECURITY 10,883 10,627 12,201 12,420 290 61410 HEALTH INSURANCE 28,560 32,275 31,800 31,800 290 61415 WORKMENS'COMPENSATION 578 575 589 608 290 61416 LIFE INSURANCE 129 129 298 303 290 61660 EMPLOYEE PHYSICALS 0 0 113 0 61-WAGES AND BENEFITS 205,709 206,278 218,287 221,523 290 62010 OFFICE SUPPLIES 1,982 1,393 1,600 1,421 290 62030 POSTAGE AND SHIPPING 24 104 25 104 290 62061 DP EQUIP.MAINT CONTRACTS 3,419 3,859 3,997 4,166 290 62090 PRINTING&BINDING 0 0 250 250 290 62110 COPYING/REPRODUCTION 81 21 81 21 290 62130 LEGAL NOTICES&ADS 0 0 400 400 290 62140 PROMOTION 0 0 195 195 290 62170 SUBSCRIPTIONS-BOOKS-MAPS 499 0 2,500 2,500 290 62190 DUES&MEMBERSHIPS 680 705 1,050 719 290 62206 PROPERTY INSURANCE 4,567 4,595 4,769 4,003 290 62208 GENERAL LIABILITY INSURAN 1,568 1,514 1,579 1,626 290 62310 TRAVEL-CONFERENCES 0 0 2,500 2,000 290 62320 TRAVEL-CITY BUSINESS 0 0 200 200 290 62340 MILEAGE/LOCAL TRANSP 0 0 100 100 290 62360 EDUCATION&TRAINING 465 400 2,500 2,500 290 62420 INETEXPENSE 0 0 2,500 2,500 290 62421 TELEPHONE 1,129 1,217 1,064 1,224 290 62436 RENTAL OF SPACE 700 801 660 817 290 62511 FUEL,MOTOR VEHICLE 546 413 492 413 290 62521 MOTOR VEHICLE MAINT. 476 689 200 703 290 62528 MOTOR VEH.MAINT.OUTSOUR 410 0 100 100 290 62611 MACH/EQUIP MAINTENANCE 1,470 0 500 500 290 62659 LIBRARY VIDEO MATERIALS 916 160 1,750 1,500 290 62663 SOFTWARE LICENSE EXP 45 42 0 1,243 290 62664 LICENSE/PERMIT FEES 1,271 1,271 1,300 1,297 290 62667 INTERNET SERVICES 13,661 21,580 16,234 17,046 290 62713 LEGAL SERVICES 0 5,000 25,000 25,000 290 62716 CONSULTANT SERVICES 170 0 5,000 5,000 290 62747 MACH/EQUIPMENT RENTAL 0 0 1,500 1,500 62-SUPPLIES AND SERVICES 34,079 43,764 78,046 79,048 290 71123 SOFTWARE 99 117 2,034 0 290 71124 MICRO-COMPUTER 0 0 2,900 0 290 71312 VAN/PICKUP/WAGREPL 20,311 0 0 0 290 72412 CABLE TV RELATED EQUIP 6,333 20,636 15,000 15,000 290 72418 TELEPHONE RELATED 337 0 400 0 71-EQUIPMENT 27,080 20,753 20,334 15,000 290 91100 TO GENERAL 573 573 573 573 91-TRANSFER TO 573 573 573 573 75-CABLE TV DIVISION TOTAL 267,441 271,368 317,240 316,144 -174- Recommended Expenditure Budget Report by Activity & Funding Source 75-CABLE TV DIVISION BLE TV - 75100 FUNDING SOURCE:CABLE TV Account FY16 Actual Expense FY17 Adopted Budget FYIS Recomm'd Budget EQUIPMENT 20,753 20,334 15,000 SUPPLIES AND SERVICES 43,766 78,046 79,048 TRANSFER TO 573 573 573 WAGES AND BENEFITS 206,277 218,287 221,523 0CABLE TV 271,368 317,240 BLE TV DIVISION TOTAL $271,368.22 $317,240.00 -175- CITY OF DUBUQUE , IOWA DEPARTMENT DETAIL - PERSONNEL COMPLEMENT 75 CABLE TV FY 2016 FY 2017 FY 2018 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 290 8300 GE-37 CABLE TELEVISION COORDINATOR 1.00 $ 86,436 1.00 $ 88,299 1.00 $ 90,076 290 8725 GE-30 VIDEO PRODUCER 1.00 $ 59,339 1.00 $ 60,630 1.00 $ 61,606 TOTAL FULL TIME EMPLOYEES 2.00 $ 145,775 2.00 $ 148,929 2.00 $ 151,682 61030 Seasonal Employee Expense 290 2875 NA-38 INTERN VIDEO PRODUCER 0.25 $ 6,424 0.25 $ 6,562 0.25 $ 6,667 TOTAL SEASONAL EMPLOYEES 0.25 $ 6,424 0.25 $ 6,562 0.25 $ 6,667 TOTAL CABLE TV 2.25 $ 152,199 2.25 $ 155,491 2.25 $ 158,349 -176- CITY OF DUBUQUE,IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2016 FY 2017 FY 2018 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET Cable TV-FT CABLE FRANCHISE 29075100 61010 290 8300 GE-37 COORDINATOR 1.00 $ 86,436 1.00 $ 88,299 1.00 $ 90,076 29075100 61010 290 8725 GE-30 VIDEO PRODUCTION ASSISTANT 1.00 $ 59,339 1.00 $ 60,630 1.00 $ 61,606 Total 2.00 $ 145,775 2.00 $ 148,929 2.00 $ 151,682 Cable TV-Seasonal 29075100 61030 290 2875 NA-38 INTERN VIDEO PRODUCER 0.25 $ 6,424 0.25 $ 6,562 0.25 $ 6,667 Total 0.25 $ 6,424 0.25 $ 6,562 0.25 $ 6,667 TOTAL CABLE TV DIVISION 2.25 $ 152,199 2.25 $ 155,491 2.25 $ 158,349 -177- This page intentionally left blank. -178-