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HomeMy WebLinkAbout02-06-08 Information and Technology Committee~• E_ __ -~ ~,. ~- ;_ .~ Information and Technology Committee 2008 South Bend Common Council The February 6, 2008 meeting of the Information and Technology Committee was called to order by its Chairperson, Council Member David Varner, at 3:30 p.m. in the Council Informal Meeting Room. Persons in attendance included Council Members Puzzello, Varner, Rouse, and White; City Clerk John Voorde, Public Works Director Gary Gilot, Assistant City Attorney Thomas Bodnar, Peter Holland, George Lane, Angel Hernandez, Brian Hoover, Saint Clair Poindexter, Rev. Sylvester Williams, Jr., Shane Williams; Mike McGann, David N. Boomker, Nathan Ferrone, Mrs. Kopola, Nancy Sulok of the South Bend Tribune and Kathleen Cekanski-Farrand, Council Attorney. Dr. Varner noted that the meeting was called to receive further updates from Public Works Director Gary Gilot which were discussed at the January 28~' Committee meeting on the taping of the South Bend Common Council meetings; public access; and the possible relocation of the broadcast headend as noted in the January 30, 2008 meeting notice (copy attached). Dr. Varner noted that the Committee members include Council Members Thomas LaFountain, Henry Davis, Jr., Karen L. White, and himself. He noted that a quorum of the Committee was not present. Dr. Varner noted for background information that in August the City received notice from Comcast that they would no longer tape and broadcast the Common Council meetings effective the end of September. The Council worked closely with Public Works Director Gary Gilot so that request for proposals (RFP) could be prepared to enable the Council meetings to continue. As a result of the RFPs the last three (3) Council meetings were taped by WNIT and broadcast through the City's website. Additionally, Dr. Varner noted that persons who had broadcast on public access were sent notice by Comcast last Fall, that beginning in mid-December 2007, Comcast would no longer provide that service. Update on the Taping of South Bend Common Council Meetings: Update on Public Access: Update on Possible Relocation of the Broadcast Origination Point: Public Works Director Gary Gilot provided two (2) handouts to the Committee (copies attached). At this point, Council Member Henry Davis, Jr. joined the Committee meeting, creating a quorum. Mr. Gilot noted that the first handout consisting of four (4) pages sets forth information on the three (3) topics noted by Dr. Varner. He noted that he incorrectly referred to the relocation of the broadcast headend at the last committee meeting, and the proper terminology is the relocation of the broadcast origination point. Information and Technology Committee February 6, 2008 Page 2 Mr. Gilot-noted that WNIT was the lowest, responsible, responsive bidder of the three (3) bids received last Fall, responding to the RFPs. He stated that he has spoken with Mayor Luecke, about this topic. Currently the Public Works Department is absorbing the cost of taping the Council meetings, and would recommend that the Council absorb this cost in the future. The Council Attorney noted that the former City Controller stated that of the approximate $670,000 currently being received from Comcast and deposited into the General Fund, could be used for costs associated with Council meeting broadcasts. She suggested that the Interim Controller be contacted. Dr. Varner stated that he believes that the use of the Comcast funding would be appropriate and consistent with how other communities fund such items. He noted that he was "comfortable that this could be done financially". Mr. Gilot noted that it was his understanding that the Comcast revenue was being used for fund public safety services. Mr. Gilot then reviewed the information on the first handout addressing "Public Access". He noted that PEG refers to the public, education and government scope of the public access channel. Comcast discontinued such service on December 15, 2007; disassembled and boxed up all related equipment. If the City wishes to broadcast, it must sent a letter to Comcast "assuming responsibility" on a 24/7 basis. Mr. Gilot indicated that the City could do a 24/7 power point consisting of a community calendar and have a line switch to broadcast pre-recorded Council meetings without a large investment or staff/contract management resources. He stated that content issues and, management could be contracted to a public televisions, Ivy Tech, South Bend Community Schools or other partners. With regard to the possible relocation of the broadcast origination point, Mr. Gilot stated that Comcast has been asked. to give the City a quote to run fiber from their headend or a point of presence to the Metronet loops. As an interim step, the City could house the origination point in any public building on the Metronet. Equipment needed includes a computer to handle the community calendar, a line switch and a method of playback (tape or DVD), and person(s) to manage content and physical inputlswitching. Council President Rouse voiced concern about the lack of minority representation in the RFPs, contracts entered into by the City, and vendors who do business with the city; noting that all of these areas should be a reflection of our community. He noted that he met with Mr. Hernandez of WNIT-TV, stating that the quote and the quality of last year's taping of the Council meetings has gone well. He noted that he met with Mr. Hernandez yesterday to discuss subcontracting. Council President Rouse stated that he believes that there is a sense of hypocrisy, if the City does not ask and have standards in its bidding and processing requirements to do business with the City. Information and Technology Committee February 6, 2008 Page 3 Mr. Hernandez of WNIT-TV stated that he would be unable to sub-contract. Mr. Gilot stated that he thought that the information provided by WNIT on this issue, noting that 30% of its employees are minorities; 15% of its advisory board members are minorities; and that one of its Vice-President was a minority, was responsive to the Council's inquiries. Council Member White also voiced concern over lack of vendors in particular being representative of the South Bend Community. She noted that the Council routinely reviews minority representation when it studies tax abatement requests. Council Member Puzzello inquired to a business representative in light of it having no women and no minorities. Council Member White encouraged that minority representation be encouraged at the submission process for proposals to do work with the City. She stated that there appears to be a misunderstanding or miscommunication on this issue which she believes must be corrected. Dr. Varner noted that the RFPs which were circulated to the Council before being advertised last Fall did not have any specific provisions addressing minority set asides or goals in the request for services. In response to a question from Dr. Varner, Mr. Gilot stated that they do inquire about minority representation in construction contracts, but do not when seeking professional services. Council Member Henry Davis, Jr. suggested that in the interim, that each of the bidders who submitted a proposal have the opportunity to tape the Council meetings until the new RFPs were developed and a new bid accepted. The Council Attorney noted, that since this was a contractual matter, she did not believe that the process suggested could take place, noting the language in the RFP that stated that the "city reserves the right to extend the unit price per meeting into 2008 or seek new proposals"; but would defer to the Board of Public Works attorney, Mr. Bodnar, since the Board accepted the bids. She further stated that she would be willing to work with Mr. Bodnar, in developing language to address this issue in the new RFPs, if the Council so desired. Following discussion, Dr. Varner noted that WNIT-TV was the lowest responsive bidder, and has complied with the provisions of the RFP. He noted that there appeared to be a concensus of the Committee that the Council meeting would be continued to be taped and broadcast on the web on a meeting-to-meeting basis by WNIT-TV. With the two (2) week legal advertising of the new RFPs, once they are prepared and approved, the total process would take about sixty (60) days. Council Member Puzzello agreed with the proposed action recommended by Dr. Varner, noting that she wants the process to be down right, that the minority representation information should be a part of it, and that there is a need to have the Council meetings taped and made available to the public on a 24/7 basis. Information and Technology Committee February 6, 2008 Page 4 Council President Rouse noted that the taping was one issue, and once all of the issues are discussed that they other issues "may fall off the map" once they are all properly addressed. He noted that there are several individuals present who wish to be heard on all issues. Council Member White noted that there needs to be better transparency on all city matters, and that doing this one correctly will help set the standards. She noted that reaching out to Ivy Tech, SBCSC, and others to partner may also prove to be very productive. Assistant City Attorney Thomas Bodnar suggested that as part of the work product, the taping of the Council's Standing Committee meetings maybe an option for the potential vendors. Dr. Varner indicated that Council Member Dieter had previously suggested that a sample of each vendors work be a part of the RFP process and considered. City Clerk John Voorde noted that as a result of Council President Rouse desiring to have many upgrades in communications for the Council, which he fully supports, He has had the opportunity to receive information from the Indiana League of Municipal Clerk Treasurers. Digital recording- audio only, video only, or both combined are options. He has received quotes on all three (3) methods from BIS Digital, which is Indianapolis based. It would require micro-phones to be hard- wired, and believes that this method may be best. He added that preliminary costs range from $1,200 to $30,000 for equipment and installation. He noted that the demonstration which he and his staff saw focused on a Fort Lauderdale, Florida council meeting. Dr. Varner thanked Mr. Voorde for that information, but noted that permanent record keeping was somewhat different than the agenda items scheduled for today. Council President Rouse noted that he was envisioning a tape recorder used by the Clerk's Office to assist the Chairpersons in their committee meetings. Saint Clair Poindexter of 1046 Georgians Street in South Bend stated that he wanted to be a part of history with four (4) African-Americans now sitting on the Common Council. He noted that he has had his videos posted on MySpace.com. He was the first African-American to have a video broadcast on a local television channel. He stated that he "finds it offensive" that set asides are being discussed. He is only interested in getting a job, and wants the process to be fair so that he has an equal opportunity to get this job. He voiced concern about the methods used by the Board of Public Works. Council Member Puzzello stated that the process was open, public and consistent with the law. She was present when the sealed bids to the RFPs were opened. Dr. Varner stated that their was a fair opportunity for all. He is looking for "the best project for the least price". Competitive bidding, utilizing the Board of Public Works is a good method. Information and Technology Committee February 6, 2008 Page 5 Council President Rouse noted that the lowest bidder is not always getting the job and that there are valid reasons to do this. He cited the South Bend Community School Corporation as a recent example. Mr. Gilot noted that the Board looks for the lowest, responsive responsible bidder. Mr. Gilot noted the public access channel is Channel 99. Comcast's position is that any municipality can have access. He stated that a community calendar and the taped Council meetings, could be handled by his staff and IT, however, if the City decides to go beyond that, they could not. He noted that City Attorney Charles Leone has voiced concern regarding content, and that they could not prohibit the KKK, if they wanted to use it. Council President Rouse stated that many constituents have raised their concerns about public access under the Privilege of the Floor section of the regular Council meetings. This is a concern across the state of Indiana, and there have been hearings in the US Congress. He stated that the City owes it to its constituents to see what are the alternatives. Council Member White stated that bringing in other entities to discuss this topic from a broad community perspective is needed. She believes there is an excellent opportunity to partner, and that ongoing discussions should take place. Dr. Varner noted that the larger picture includes public broadcast. The first step will be the Council meetings playbacks. He noted that other communities use libraries or not-for-profits to manage public access. He asked the Council Attorney to provide an update on how some of the other Indiana communities were handling this. In response to questions from Dr. Varner, Angel Hernandez and Brian Hoover of WNIT-TV noted that theirs is anot-for-profit publicly community licensed station. They would be willing to assist the city in this area. They operate in twenty-two (22) counties in a 30 mile radius--- from Kalamazoo, Michigan to Warsaw, Indiana. Council President Rouse suggested that Andrea Price of Indianapolis and Eric Mulberg of Fort Wayne also be contacted, since this is a big issue. Dr. Varner encouraged any one present who would be interested from the public, to provide contact information. He also requested that people email him with names and addresses. George Lane of 2405 Division Street in Mishawaka commended the Council for working hard on this issue. He stated that many in this room, and those who could not be present, are very concerned about public access. He has been recording interviews with WWII veterans for the past 1 %2 years, noting that about 1,000 are dieing each day and that that history will be lost forever. He hopes to donate these tapes some day to Notre Dame or Vincennes University so that they will be Information and Technology Committee February 6, 2008 Page 6 accessible to students and others. Comcast previously gave him time for his programming. Public access is a needed service, especially for representing people who have no voice. He noted the he was one of many who received a letter from Comcast informing him that they would no longer have this service. He noted that Comcast's manager, Gary Stephenson, was great to work with and encourage the City to get the equipment Comcast is offering to provide to them. He also suggested that Mishawaka should also be involved on this issue. Dr. Varner asked Mr. Voorde for the BIS Digital information which was provided (copy attached). Dr. Varner thanked everyone for coming and again asked persons to provide contact information for future meetings. There being no further business to come before the Committee, Dr. Varner adjourned the Committee meeting at 4:47 p.m. Respect lly submitted, --,/ Council Member David Varner, Chairperson Information and Technology Committee Attachments