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Agenda Item 8DCITY OF ATLANTIC BEACH CITY COMMISSIONER MEETING STAFF REPORT AGENDA ITEM# 8D FEBRUARY II, 2013 AGENDA ITEM: Videotaping Commission Meetings Commissioner Carolyn Woods February 11, 2013 SUBMITIED BY: DATE: BACKGROUND: The City's IT Director, Keith Randich, spent several weeks researching the possibility and options for Atlantic Beach utilizing video-streamed Commission meetings with input from other City staff and citizens. The purpose and intent of video streaming the Commission meetings is twofold. One is to provide an important and timely service to citizens that engages, informs, and involves citizens in their City's decisions that affect their quality of life and the public budget. A one-camera system does not allow the viewer to see any of the information presented at a meeting. A three-camera system allows the viewer to see all graphics and hear all presentations at the meeting. The one-camera system provides a partial service; the three-camera system will provide a complete service to the citizens. A secondary, but no less important reason for video streaming the Commission meetings is because the entire service can be a great marketing tool. This will in reality be a showcase opportunity for Atlantic Beach. In today's competitive market for business growth and residential homeowners, Atlantic Beach needs a competitive edge. Today' s families and businesses increasingly make use of being online to connect, relate, and investigate. They expect and demand these kinds of services from their city. We want to create a marketing tool we can take pride in, not a marketing flop. Quite simply only a professional quality product will accomplish this goal. We have a great, talented, and capable staff here in Atlantic Beach and we should take the well thought out, researched and good advice of our very capable IT Director's recommendation: Multiple adjustable cameras would give the highest quality video recording, while providing citizens with a searchable, indexed agenda from each meeting. If the Commission elects to move forward with videotaping meetings, they should select one of the multiple camera options. CITY OF ATLANTIC BEACH CITY COMMISSIONER MEETING STAFF REPORT AGENDA ITEM# 8D FEBRUARY 11, 2013 BUDGET: There is no additional funding needed. This year's budget has unused allocated funds that can be applied to the purchase, installation and implementation of the video recording system. RECOMMENDATION: Move ahead with the purchase and installation of multiple adjustable camera system with remote offsite indexing and editing that does not require any additional staff time or support. OPTIONS: 1. Authorize staff to purchase and install a one-camera system for video recording Commission meetings, and ask that a budget amendment reallocating unused funds be prepared for $7,920. 2. Authorize staff to contract for the lease purchase and installation of a three-camera video recording system, with adjustable camera, agenda indexing, and remote offsite editing with a package of up to 30 meetings per year, and ask that a budget amendment reallocating unused funds be prepared for $11,790 for this fiscal year. 3ยท Authorize staff to contract for the purchase and installation of a three-camera video recording system, with adjustable camera, agenda indexing, and remote offsite editing with a package of a minimum of 30 meetings per year, and ask that a budget amendment reallocating unused funds be prepared for $33,941 for this fiscal year.