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AGENDA ITEM <br /> <br />Prepared By: RO Reviewed By: A. Carlson Approved By: <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br /> <br />1. Purpose. The purpose of the action item is gain Council approval for a new agenda management <br />software and process as well as meeting management encoding software and cameras for city meetings. <br /> <br />2. Background / Summary. The city has used Granicus to produce public facing packets, live <br />streaming, and online access to all city meetings since 2013. The current video and encoding equipment <br />and agenda software used to produce packets, record and stream city meetings is aging and in need of an <br />upgrade. <br /> <br />a. Agenda Management Software and Process. Staff budgeted for a new agenda management <br />software for 2023. The new software will help streamline the agenda creation and delivery process as <br />well as make it easier for users to sort through previous meeting packets and videos. The new agenda <br />creating process will change the way Orono has typically created packets for boards and commissions <br />internally and externally. Staff, Council, and Commission members will be able access packets within the <br />platform and the overall process will be streamlined to increase efficiency for timely and consistent <br />packets. Training and implementation will take approximately 12-16+ weeks. Staff received quotes from <br />both Granicus and CivicPlus for the agenda management portion of this project. Quotes for Agenda <br />management software can be found at Table 1 below. <br /> <br />Table 1 – Add Agenda Management to Current Streaming Capabilities <br />Contractor Description of Service/Project Costs <br /> Granicus Agenda/Stream/Management Only – Annual $12,430 <br /> CivicPlus Agenda/Stream Management Only – Annual $23,208 <br /> <br />b. Video Recording and Encoding Equipment. Independent of the agenda management efforts, <br />staff was looking to upgrade the equipment used to record meetings in the Council Chambers. The audio <br />amps, streaming encoder, and video equipment in the control room are over ten years old. Replacement <br />of the aging equipment is necessary and will limit streaming failures. In particular, a new encoder will <br />eliminate the need for the analog to digital signal converter that has been repeatedly failing. <br /> <br />Security and Sound, our designated AV vendor for quotes, provided a quote for replacing the audio <br />components, the two older cameras, adding a comfort monitor, and a live mic indicator. During the <br />process of soliciting quotes for the Agenda Management, staff became aware of Granicus’ video <br />recording capabilities. Granicus is able to provide full-service recording of the meetings, timestamping <br />and uploading them online, closed captioning and a complete transcription of all meetings if desired. The <br />use of their recording service will eliminate the need for a video recorder, efficiently upload meetings, <br />and free up one to two hours of IT time per week. <br /> <br />Table 2 below shows the total costs for the minimum upgrades needed for the city’s audio/video and <br />encoding equipment which was quoted by Security and Sound with the additional encoder that is required <br />for streaming meetings. Agenda management costs are not shown in this table. <br /> <br /> Table 3 below shows the total costs for the fully upgraded video/encoder equipment upgrade and <br />includes the costs for full-service video recording services, meeting management, full service closed <br />Item No.: 8 Date: May 22, 2022 <br />Item Description: Meeting Management – Agenda & Video Recording and Encoding <br />Equipment <br />Presenter: Ron Olson, Finance Director Agenda <br />Section: <br /> Finance Report