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9.c) Forest Lake Cable Commission Joint and Cooperative Agreement Meeting Date: 8/21/2012 Agenda Item: � Gl , � City Council Agenda Report City of Scandia 14727 209�' St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Discuss Scandia's participation in the Forest Lake Cable Commission (FLCC),postponed from the July 17, 2012 meeting. Deadline/Timeline: N/A Background: • This matter was placed on the July 21 agenda at the request of Mayor Simonson. • Discussion was postponed to give the Council time to review a PEG (Public-Education-Government) Access Review Report which was to be released to the FLCC shortly after the meeting. • Council members received a copy of the PEG Access Report in July. Recommendation: See the report prepared for the July 17, 2012 meeting attached. Attachments/ • Staff report for 7/17/12 Council meeting, with attachments Materials provided: . (PEG Access Review report and related materials provided previously) Contact(s): Prepared by: Anne Hurlburt, Administrator (FLCC JPO) Page 1 of 1 08/14/12 Meeting Date: 7/'i 7/2012 Agenda Item: �� / ;� .� 11 - F:-/' City CounciE Agenda ftepart C�ty of Scandia 14727 209th St.North Scandia, MN 55073 (651) 433-2274 Actiore Requested: Discuss Scandia's participation in the Forest Lake Cable Commission (FLCC). Consider whether to adopt a resolution approving the dissolution and termination of the FLCC and the Joint and Cooperative Agreement establishing it(requested by Mayor Simonson.) Deadline/Timeline: N/A Background: • The Forest Lake Cable Commission(FLCC) is a joint powers organization of the cities of Forest Lake, Columbus and Scandia. The primary activity of the FLCC is to produce government and local access programming for replay on LATV-10 and Ranger-20 cable stations. It is supported by subscriber fees from the cable company and franchise fees passed through the 3 cities. Each city has two representatives on the boazd of directors, an elected official (Mayor Simonson) and a citizen member(myself.) • The purpose of the organization, as stated by the Joint Powers Agreement is to "monitor the operations and activities of cable communications and related communications matters,provide coordination of administration, enforcement and renewal of the franchises of the members, and to conduct such other activities authorized herein as may be necessary to protect the interests of the Member and it citizens with respect to the delivery of cable communications and related communications matters. " • The full Council last discussed the FLCC in February of 2011, when the FLCC faced some issues that caused the city's representatives to believe it might be desirable to significantly change or perhaps dissolve the Commission. This resulted in a meeting of representatives of all three cities in March of 2011. A memo summarizing the results of that meeting is attached. Since then,the FLCC has gone forward with its activities including work necessary to develop and recommend a new franchise agreement to replace the ones that will be expiring in the fa11. � On July 3, 2012, after meeting with representatives of the City of Page ] of 2 07/]3/12 CITY OF SCANDIA RESOLUTION NO. RESOLUTION APPROVING THE DISSOLUTION AND TERMINATION OF THE FOREST LAKE CABLE COMMISSION, THE DISTRIBUTION OF ASSETS THEREFROM AND THE TERMINATION OF THE AUGUST 24,2007 JOINT AND COOPERATIVE AGREEMENT ESTABLISHING SUCH COMMISSION RECITALS WHEREAS, the Cities of Scandia ("Scandia"), Columbus ("Columbus") and Forest Lake ("Forest Lake")(collectively, the "Parties") are parties to a Joint and Cooperative Agreement dated August 24, 2007 (the "Agreement") establishing a cable communications commission ("Commission") and setting out the rights and obligations of the Parties thereto; and WHEREAS,Article XI of the Agreement provides for the termination of the Agreement and the Commission by the mutual agreement of two or more of the Parties; and WHEREAS, the Scandia City Council has determined that the continued participation of Scandia in the Commission and the Agreement is no longer in the best interests of Scandia and its residents including those residents currently subscribing to the cable television services provided in Scandia and therefore desires to terminate and dissolve the Commission and the Agreement; and WHEREAS, Scandia understands that Columbus is also considering terminating the Agreement and dissolving the Commission. RESOLUTION NOW, THEREFORE, BE IT RESOLVED that subject to and contingent on the approval of such action by the Columbus City Council, the City Council of the City of Scandia hereby approves the dissolution and termination of the Commission and the Agreement as provided in and allowed by Article XI of the Agreement. FURTHER, BE IT RESOLVED that the City Administrator and her designee are authorized and directed to communicate the foregoing approval to the appropriate Columbus officials and to request a similar approval by Columbus to the dissolution and ternunation of the Commission and Agreement. FURTHER, BE IT RESOLVED that upon the approval of the dissolution and ternunation of the Commission and Agreement by Columbus, the Scandia staff are hereby directed to negotiate such documents and take such actions as are required to carry out the dissolution and termination of the Commission as provided in the Agreement. FINALLY, BE IT RESOLVED that the Mayor and City Administrator of Scandia are authorized and directed to take such actions and execute such documents as are reasonably required by and consistent with the spirit and intent of the matters described in this Resolution. i T'homas F.Miller,Esq.* J.Vincent Stevens,Esq. tom@millerstevens.com vince@millerstevens.com MILLER & STEVENS, P.A. Paralegal: Legal Assistants: Erin E.Wilkerson "A General Practice Law Firm Since 1998" Kristin Jensen erin@millerstevens.com Sara Giese *licensed in MN&WI July 10, 2012 VIA E-MAIL Anne Hurlburt,City Administrator City of Scandia 14727 209`�' Street Scandia, N1N 55073 Re: Forest Lake Cable Commission Our File No. 12-S03-TFM Dear Anne: INTRODUCTION This letter relates to the Forest Lake Cable Commission("Commission")which is a joint commission established by a Joint and Cooperative Agreement dated August 24, 2007 ("Agreement") under the provisions of Minnesota Statutes 238.08 and 471.59 as amended. The Agreement creating the Commission was entered into by the cities of Forest Lake, Scandia and Columbus and these three cities continue to be Members of the Commission. Capitalized terms not otherwise defined herein shall have the meanings given them in the Agreement. We have been informed that the City of Scandia and perhaps the City of Columbus are dissatisfied with either or both of (1) the operations of the Commission and (2) the expense attendant to participation in the Commission by each such City. Accordingly, the City of Scandia desires to consider withdrawing from or dissolving the Commission. Therefore, as you requested, this letter addresses the mechanisms for attempting to do so. I will also try to set out some of the considerations which might be pertinent to the Council's consideration of this action although as of this date I have not reviewed the existing or proposed new franchise agreement or any other of the ongoing matters under consideration by the Commission which relate to the City of Scandia. DISCUSSION As we discussed, the City's stated goal can be accomplished in one of two ways: (1) withdrawal from the Commission or(2) dissolution of the Commission. A. Withdrawal. Article X of the Agreement deals with the mechanism for the City of Scandia to withdraw from the Commission. The benefit to proceeding in this fashion is that no other City's approval or similar action is required for Scandia to withdraw from the Commission. However, there is a significant downside to utilizing this mechanism in that a two (2) year advance written notice must be given to the other member municipalities prior to the City of 26357 Forest Boulevard,Suite 6 �P.O.Box 807 •Wyoming,MN 55092 �(651)462-0206 �Fax:(651)462-3309 www.millerstevens.com Anne Hurlburt, City Administrator July 10, 2012 Page 3 4. The City's ability to gear up and staff up to handle oversight of the now local franchise agreement for the provision of cable services in Scandia. This presents a cost certainly and perhaps a time delay which should be considered in determining the most appropriate course of action in moving forward with this matter. This is of particular concern with respect to governmental access to and the overall availability of PEG and similar channels. As a smaller used, Scandia may not have the same bargaining authority as the Commission. If you have any questions or comments regarding the contents of this letter or the attached resolution please don't hesitate to contact me at your convenience. Very truly yours, , MILLER& STEVENS,P.A. /s/Thomas F.Miller T'homas F. Miller TFM:sg Enclosures ���22��2 Page 2 of 2 • There are advantages to working together as the cable fianchise comes up for renewal. The needs of the community,improving service and technology,and possible enhancements to the financing for public access will all need to be considered. • Over time the leadership,management and talent needed for success of the FLCC have not been present at the same time. The current void in management must be addressed by the FLCC. • The FLCC and its staff will need to develop hvst and good working relationships,which were damaged by recent issues concerning the potential move of its facilities and deparhire of the Access Coordinator. � The FLCC needs a work plan to move it through the current crises,to improve operating procedures and policies and to address the management and staffing issues. • Once those issues are addressed,there may be advantages to expanding to include other communities(such as Wyoming)which may bring additional resources. � The FLCC may need to more actively engage with the school district now that the Ranger 20 station has become such an important part of public access. � The FLCC may also need to open communications with U.S. Cable. In the past a representative attended meetings,but not recently. �������� JU� i � ��12 ----_____—__. .��__�-.��r_. ..,,� z_ � ..s .., . � �.._-.,�...���_ � �ITY CA(�tDI,A � � � Lakes Area Comm ��nrsr� � �� Cable Channels LATV 10 and Ranger 20 Brought to you by the Forest Lake Cable Commission Studio and office located at 24260 Greenway Ave. N. Suite C, Forest Lake,MN 55025 Phone: 651-464-1142 Faac: 651-464-8546 Website: latvten.com . __ N_�.-...._ _...� _ . _ t�.,�„-..�,,..�.,.,:a.,.r�.:�..,�...:�,a... ,�. _..�.. ..,�,,,..��;.�.::�,..�.�.,,- Report to the City Of Scandia By Sarah Chatwin,Access Coordinator,Lakes Area Community Television. Dear Mr. Mayor and Councilmembers, I started in January of this year and work part-time reporting directly to the Forest Lake Cable Commission,a joint powers organization established by Cities of Columbus, Forest Lake, and Scandia. The joint powers organization is responsible for regulating Lakes Area Community TV. The joint powers have two representatives from each city, so there is equal representation. I understand that you are considering the possibility of pulling out of the joint powers. I hope this will not take place. For many, many reasons. The First reason -We are a community station for all the communities! It would extrernely unfortunate if cities decided to just film their own meetings. We do this now and we take it very seriously—filming city meetings should be and is our most important shoot. We have good,reliable people to do this and the necessary equipment. With franchise renewal we are hoping to provide even better content with the possibility of upgraded equipment for each city hall. But we do much more for this community —we promote partnerships, togetherness and outreach. People want to know what is going on in their area—Columbus,Forest Lake and Scandia, and we provide this service on the web and on the channels. As communities we have LATV channel 10,where we air govemment meetings and post them on demand on the website. We promote all the communities throughout the area by airing positive community happenings, events and public service announcements. Citizens can find out about events in all three cities—by checking our website or watching the channels. They can go to Scandia Taco Daze or Gammelgarden Museum or Meister's classic car show with their family. Our station signal currently reaches approx. 4500 households in the area. Working with the Forest Lake Area Chamber of Commerce we let citizens know about businesses in the communities. We have aired segments on Scandia Cafe,Meisters and Scandia Heating and Plumbing. Finally,we also air church services. This really benefits those not able to attend—seniors, especially, count on this programming. On Ranger 20 we promote our area schools including Scandia Elementary. Families in Scandia- their kids may attend St. Peters, Lakes Intemational, and later the junior highs and the high school. People like to watch and see all the great things these schools are doing. We promote this whole area as having great schools for growing and leaming. **We know that citizens reside and remain in the area when they are satisfied and excited about their children's schools. Citizens can follow the school board meetings on the web, can watch u-tube videos and can find out about events in the schools. They can also purchase DVDs of all our community and educational programming. We also partnered with area first responders and the high school on a very worthy anti-drinking and driving show. The Mock car Crash show was shown to every junior and senior in the entire high school. To kids that you know and live in this area! We have this program up on our website for families to view. This show has been nominated for a MACTA(Minnesota Association of Community Telecommunications Administrators)community television award. We worked with local businesses and got sponsorship to provide this DVD to other area schools, the YSB, and local driver's education programs for example. We are also planning to have copies available at city halls for families to come and obtain a free copy of this valuable DVD. #6—Acting as a liaison between the cities and Midcontinen� Explain call from citizens and petition. The station also fields calls from area citizens about cable, channels, station programming and access. #7—We have a history,we have recorded yours! This station has served the area since 1985. We have an historical archive of DVD programming—of local past events that have occurred in the area. We are established. What will happen to this library? What does the City of Scandia provide financially? The City of Scandia gives its franchise fees,received from Midcontinent Communications,to the station. This past month (June)the City received$660 from Midcontinent. (This amount fluctuates depending on subscribership.) Using this as an approximate amount for the year, then, Scandia will provide the station with approximately$7,920 to operate. We have a current 2012 budget of$169,925. $16,000 of this has been included from our savings to pay for franchise renewal this year. From Midcontinent, our station receives PEG Fees for having an access station. This is based on the number of cable subscribers in the area. We receive 70 cents per subscriber. Subscribership has been up in Scandia for the past three months. Currently there are 201 subscribers, so we received$140 directly from Midcontinent. Only the station can receive PEG fees to operate a local access station— a city cannot. Remember,we serve all three cities by operating an extensive website of government meetings on demand, community videos and public service announcements. You do not have to be a cable subscriber to view the information on this site. We hope to provide more content directly to a city's website in the future, if requested. Another goal is to have our programming schedule for both channels printed in the paper. To do this we would look at business sponsorship for our TV guide. ***********�***************************************�***************************** Please, I ask that you take great consideration before moving forward. If you have any questions, please do not hesitate to contact me. Thank you so much. Sarah Chatwin 651-464-1142, cell: 651-245-0557 August 24, 2007 7pINT AND COOPERA.TIVE AGREEMENT rOREST LAKE CABLE COMMISSION The p1rties to this Agreement are government�l units of the State of Minnesota. This Agreement supersedes any prior Agreeinent between the pariies covering the establishn�ent of fl Cable Cornmunications Commission and is made pursuant to Minnesota Statutes §23$.OS and §471.59, as amended. I, pURPOSE Tl�e genera] purpose of this Agreement is to establish an organization to monitor the operations and aciivities of cable communications and related eommunications rnatters,provide coordination of administration, enforcement and renewal of the fxanchises of the Members, and to conduct such otl�er activities authorized herein as may be necessary to protect the interests of the Members and its citizens with respect to the delivery of cable communications and related com�nunications matters. II. NAME The name of the organization is th Forest Lake Cable Cominission. III. DEFINITIONS 5ECT10N 1. Dc�nitions. For purposes of this Agreement, the following terms, phrases, �vords and their derivations shall have the meanings given herein. When not inconsistent witli the context, �vords used in the present tense include the future,words in the plural number include the singular number, and words in the singular number include the plural number. The word , � 10162I39v5 1 1 " Council of that municipality and the other a qualified voter residing within the municipality. If a Director is a City Council member when appointed but subsequently ceases to be a City Counci] member prior to the expiration of the Director's tertn, the Member shall have the option to either allow said Director to serve out the remainder of their appointed term or appoint a sitting member of its City Council to serve out the remainder of the Director's term. When the City Council of a Member appoints its Directors, it shall give notice of their appointments to the Commission. No#ices shall inciude the name and mailing address of the Director which shall be deemed to be the official name and address of tliat Director for the purpose of giving any notice rec�uired under this Agreement. SECTION 2. Term. Each Director shall be appointed for a term of two (2)years. A Director shall serve at the pleasure of his or her City Council, SECTION 3. Voting. There shall be no voting by proxy. All votes must be cast in pei•son at Cornmission meetings by the Director or Directors. Each Director shall be entitled to one {1)vote. A Director shall not be eligible to vote on behalf of his or her Member Municipality during the time that said municipality is in default on any contribution or payment to the Commission. In the absence of one Director of a Member City from a meeting or the abstention of one Director from voting, the Director of that Member City that is present may cast all of the votes of that Member City. Abstentions by both Directors from a Member shall not be considered authorized votes cast. SECTION 4. Compensation. Directors shall serve without compensation from the Com�nission, but this shall not prevent a Member from compensating its Directors if compensation by that Member is otherwise authorized by law. 1016839v� � VII. MEETINGS SECTION 1. By-Laws. The Commission shall adopt By-Laws, consistent with the provisions of this Agreement, governing its procedures including time,place, notice requirements, and fi•equency of its regular meetings,the procedure for calling special meetings and other matters as are required by this Agreement. SECTION 2. By-Law Amendments. The Commission may amend ihe By-Laws from time to time. Amendments to the By-Laws may be adopted by a majority vote. The Commission shall take no action to amend the By-Laws without ten(10) days prior written notice to each Director. An amendment to the By-Laws shall be filed with each Member and said By-Laws shall not be effective as amended until the seventeenth (17th) day following tt�e filing of said amendment with the Members. An amended By-Law shall be deemed to have been fifed on the day said By-Law is either delivered to ihe City offices of the Member or deposited in a United States mailbox in an envelope addressed to the City offices of the Member. SECTION 3. Voting/Quorum. The presence of four(4)Directors shall constitute a quorum of ihe Commission. Na business shall be conducted without a quorum. Unless otherwise provided in this Agreement, no action shall be taken unless a quorum is present and the action is voted for by a majority of the total votes cast by the Directors present and voting at the Commission meeting, except that less than a majority may adjourn a meeting. VIII. POWERS, RIGHTS, AND DUTIES OF THE COMMISSION SECTION 1. Franchising Authority. The Membex Municipalities shall retain their fi•v�chising authority to the extent that such authority is not delegated to the Commission in this Agreement. 5 1016839v5 SECTION 6. Administration/Enforcement. The Commission shall administer and enforce the cable communications franchise ordinance or it may delegate the fi-anchise ordinance enforcement and administration to its Members. SECTION 7. Rates. To the extent allowable under federal and state law,the Commission shall review and approve or disapprove changes in rates charged by the cable communications company. ' SECTION 8. Contracts. The Commission may make such contracts as are reasonably necessary to accomplish the purposes of the Commission, including, but not limited to, contracis related to the provision of community access programming. SECTION 9. Consuitants, The Commission may retain the services of technical consultanis and legal counsel to advise it in accomplishing the purposes of the Comn�ission. SECTION l0. Advisory Committee. The Commission may appoini an advisory commiltee to make recommendations to it on cable communications. The duties of such committee shall be set forth by the Commission. SECTION 11. Gifts/Grants. The Commission may accept gifts,apply for and use grants and may enter into agreements required in connection therewith, and may hold, use, and dispose of money or property received as a gift or grant in accordance with the terms thereof. SECTION 12. Legislative Activities. The Commission may submit written comments on rules, regulations, or legislation regarding cable communications proposed by or before the Federal Communications Commission, other regulatory agencies, the Minnesota Legislature, or any other state or federal body. The Commission may also direct its representatives to appear and testify on cable communications before any governmental body. i016839v5 7 any revenues obtained from ordinance amendments, variances, or other extraordinary items, shall not be considered part of the annual budget unless approved by tl�e Commission. The annual budget shall be submitted to the Member City Councils on or before August 1 of each year. No . budget shall become effective unless approved by resolution of the City Councils of the Member Municipalities. The proposed budget must be approved by each Member City Council within forty-five (45) days afier its submission to the Mefnber Municipalities. A Municipality having an objection to the Comrnission's proposed budget shall submit any such objection in writing to the Commission within the forty-f ve (45)day period, and failure to do so shall be deemed a positive vote for the proposed budget. SECTION 3, The Commission shall contract wi#h one of the Members to administer the funds of the Commission, perform clerical functions for the Commission such as, accounting, record keeping, maintaining of accounis, bank accounts and perform other administrafive duties which the Commission may specify. All funds of the Commission shal] be handled in this matter and the Commission shaf] not coilect monies or disburse funds on its own behalf. All expenditures of the Commission shall be made by and to the Member which contracts with the Commission for fiscal management. Such Member shal] serve in this capacity for a period of two years at which time the Member may agree to continue for another term or another Mernber must assume the role on behalf of the Coinmission. SECTION 4. Expenditures. The Cominission may expend its funds as it deems necessary and appropriate pursuant to this A�reement. The Commission will work with the Member assigned to handle the Commission's accounting functions when disbursing funds. SECTION 5. Annual Audit. The Commission's financial books and records sliall be audited or reviewed by an independeni financial �dvisor and approved by the Commission at 1016839v� 9 I Commission that may be located in the Withdrawing Member's City Nall for cab3ecasting City Council meetings. Except as provided in Section 3 of this Article X, a Withdrawing Member shall not be entitled to any other assets of the Commission,use of the Commission's equipment and facilities nor access to any future programming provided by the Commission. SECTION 2. Withdrawal Process. A Member may withdraw from the Commission by giving to the Chair of the Commission a certified eopy of the resolution of such Withdrawing Member's City council indicating its intent to withdraw from the Commission (hereinaf�er such notice is referred to as a"W�thdrawal Notice"). Upon receipt of the Withdrawa3 Notice,the . Chair of the Commission shall forward a copy of the Withdrawal Notice to eacl� of tlie Directors. The withdrawal shall become effective two years from the date such Withdrawal Notice is given (the"Withdrawal Date"). Any attempted withdrawal by a Member which is not done in compliance with the provisions or this Section 2 shall not be effective and shal] not relieve such Member of its respective obligations to the Commission set forth herein. SECTION 3. Property Interests of Members on Withdrawal. From and after the Withdrawal Date,the Withdrawii�g Member shal] no longer be entitled to representation on the Commission or to any future assets of the Commission, except for: (i) its right to receive its proportionate share of the proceeds from any subsequent sale of the real property and building owned and used by the Commission as of the date of this Agreement, if any (collectively, "Property"),as such distribution is calculated a��d limited by the provisions of this Section 3; (ii) its proportionate share of future Franchise Fees and other programming support and equipment grant funding described in Section l of this Article X above; and (iii) its respective rights to any equipment provided by the Commission to the Withdrawing Member as described in Section 1 of this Article X above. Jl 1016839v5 � accordance with Article X1I, Section 2. In the event the actual sales price of the Propeity is less tl�an the Withdrawing FMV, the actua] sales price shall be substituted for ihe Withdrawing FMV in calculating Net DistributaUle Sales Proceeds. Notwithstanding the foregoing, the Withdrawing Member shall continue its obligations and maintain its proportionate share of liability it has under any promissory note, guaranty, mortgage or other security insirument in connection with the Commission's indebtedness resulting from the purchase of the Property, unless otherwise agreed to by the respective ]ender or secured party. Upon wiihdrawal from the Commission,the Withdrawing Member shall have no authority and shall make no detern�inations regarding the sale of the Pxoperty or the price related thereto. XI. DISSOLUTION SECTION l. Dissolution of the Commission. Tlie Commission shall be terminated and dissolved by mutual agreement by two-thirds (213)of the Member Municipalities (i.e., if there are three(3)Members, two (2)must agree to dissolution). SECTION 2. Distribution of Assets. Upon dissolution of the Commission, all remaining assets of the Con�mission, after payment of obligations, shall be distributed among the then current Meinbers in proportion to the percentage interest of each then current Member based on their percentage capital contribution of the total contributions made to the Commission and in accordance with procedures established by the Commission. Any withdrawn Membeis shall be entitled to sucl� property interests as pennitted pursuant to Article X. The Cornmission shall continue to exist after dissolution for such period, no longer ihan six (6) tnonths,as is necessary to wind up its �ffairs, but for no other plupose, 1016839v5 �3 . � f � i �.G'���.. ',� ;� `���'� By �� ✓ Its: Manager/Clerk ]ts: Mayor DATED: �I r�O��b�) C1TY OF COLUMBUS ' ��i.... � ��, g y c:��c.v Its; M n ger/Clerk Its: Mayor 1016839vS �5 . �' 1 -J �` �,.� �i-�� ��. l., \�f�. _..�. .J � I�J�J������ Memo To: Mayor and City Council From: Anne Hurlburt,City Administrator cc: Tom Miller,City Attorney Date: Juty 26,2012 Re: PEG(Public/Education/Government)Access Review Forest Lake Cable Commission(FLCC) Attached you will find the following relating to the FLCC PEG Acc�ss Review: • Memo Dated July 23,2012 from Sarah Chatwin,Access Coord'viator,Lakes Area Community Television • Letter Dated July 18,2012 from Holly Hansen Consulting,transmitting PEG Access Review Report • PEG Access Review • Letter Dated July 19,2012 from Holly Hansen Consulting,follow-up to presentation of PEG Review to FLCC � E-mail Dated July 18,2012 from Brian Grogan,Moss&Barnett,to Sarah Chatwin At the July 17 meeting,the Council tabled discussion of the City's participation in the FLCC until you had an opporlunity to review the PEG Access Review. Because this is a lot of material,I wanted to get it to you as soon as possible. It is likely that this matter will be on the agenda for your regular meeting on August 21,unless the Council wants to schedule time at a work session or special meeting to discuss it at some other time. . . � 1 1 Lakes Area Community Television ' ��� Cable Channels LATV 10 and Ranger 20 Brought to you by the Forest Lake Cable Commission Studio and office located at 24260 Greenway Ave.N. Suite C, Forest Lake, MN 55025 Phone: 651-464-1142 Fax: 651-464-8546 Website: latvten.com July 23, 2012 Dear city administrators, In preparation for our franchise renewal negotiations with Midcontinent Communications, the Forest Lake Cable Commission (FLCC) retained Holly Hansen as a consultant to conciuct a PEG (Public Education Government) Access Review. This review was presented to the Forest Lake Cable Commission board on Wednesday evening, July 18th. Holly Hansen, presented the document in person, discussing it in detail with the Commission. Following-up on discussions, Ms. Hansen also wrote a separate letter to the Commission to address questions following her presentation. I have an electronic version of the PEG Access review. It is attached. I have also attached the follow-up letter from Ms. Hansen. Finally, there a letter Ms. Hansen wrote in relation to the possible dissolution of the joint powers and the effect on the PEG Assessment. This letter is also attached. Many hours of staff time were spent gathering the necessary information to provide to Ms. Hansen so she could do her research. Ms. Hansen also conducted interviews, met with staff and the Commission. With the Access Coordinator she toured city halls, the school district office, Century Junior High and the Forest Lake High School. The Access Coordinator organized government, education and community focus groups for Ms. Hansen. Ms. Hansen is an experienced cable consultant who is familiar with the issues facing local cities in the cable franchise renewal process. Cable franchises are long-term contracts and decisions made in the renewal process have lasting effects on the community. A well-designed PEG needs assessment ensures that the cable franchise renewal process is representative of the community, examines and documents the community's needs and interests, anticipates the future, and provides a solid basis for franchise renewal negotiations. If you have any questions about this PEG Access Review report to the Forest Lake Cable Commission, please do not hesitate to contact me. Thank you. Sincerely, Sarah Chatwin Access Coordinator, Lakes Area Community Television - - ----►- - Holly Hansen Consulting � � si • • � • • • � � • � • July 18, 2012 I Forest Lake Cable Commission Lakes Area Television Studio 24260 Greenway Avenue North, Suite C Forest Lake, MN 55025 Re: PEG Access Review Dear Commissioners: i i i Enclosed is the PEG Access Review Report, which I hope you will find useful in your franchise negotiations with MidContinent Communications. This Report compiles the results of my research, which included reviewing the existing franchise and other documents, gathering input from the community through focus groups,assessing equipment and facilities through visits to the City Halls of Columbus, Forest Lake, and Scandia. Site visits to the Forest Lake School District Board Room,High School, and Century Jr. High were also conducted. The FLCC/LATV facilities and equipment were reviewed,as well as production methods,program samples,and programming data. Equipment research included Intemet-based research,discussions with video � professionals,vendors, and an engineer. The equipment recommendations that ; are made in the report are the result of the findings from the site visits,the needs � and interests expressed in the focus groups, and the equipment research. i I It is my overall impression that the staff at FLCC/LATV is dedicated and doing its best to serve a wide variety of community and educational programming needs, with very limited staffing and equipment. Implementation of the � equipment recommendations would streamline workflow and improve quality and I reliability for production and playback. The video quality will improve whether one is viewing FLCC/LATV programs via the PEG channels,the Internet,or a � DVD. � 5440 Vernon Avenue South #131 . Minneapolis, MN 55436 . 612.207.8709 •hollymhansen@comcast.net i Forest Lake Cable Commission Page 2 July 18, 2012 Since this study began,I understand that there have been discussions and concerns regarding some of the Member Cities resigning from the Forest Lake Cable Commission. If this were to occur,it would alter the recommendations contained in the Report,especially with regard to equipment expenditures. It is beyond the scope of this project to anticipate or project the variety of possible scenarios that could develop should the FLCC membership change. To continue the benefits that the FLCC provides to the community through the programs LATV produces about community and school events,local businesses, and city and school board meetings,the FLCC/LATV must be adequately funded. The continued membership in the FLCC of the cities of Columbus, Forest Lake, and Scandia will ensure that the community needs and interests represented in this report will be met and that all of the citizens and community organizations will benefit from this community asset. The FLCC has a dedicated staff that is trying to improve programming and service to the cities, schools and community-at-large with limited funds,and it will need the full support of all of the FLCC Member Cities to be able to realize the potential that is envisioned in tivs report. 'n rely, � Holl M. sen Enclosure(]) REPORT FOREST LAKE CABLE COM MISSION PEG Access Review Submitted 7-18-2012 Holly Hansen Consulting 5440 Vernon Avenue South#13l Edina,MN 55436 612-207-8709 HoIIyMHansen(a�comcast.net TABLE OF CONTENTS EXECUTIVESUMMARY .................................................................................................1 DOCUMENTREVIEW......................................................................................................4 EQUIPMENT AND FACILITY REVIEW.........................................................................5 PEGPROGRAMMING.....................................................................................................10 FOCUSGROUPS..............................................................................................................12 FLCCGROUP INTERVIEW............................................................................................16 PEG CAPITAL NEEDS: CITY HALLS..........................................................................17 PEG CAPITAL NEEDS: FLCC/LATV ...........................................................................21 PEG CAPITAL NEEDS: EDUCATIONAL ACCESS....................................................25 PEGCAPITAL NEEDS SUMMARY...............................................................................26 NEEDS AND INTERESTS: FRANCHISE RENEWAL.................................................27 CONCLUSION.........................................................................:........................................29 EXHIBITA: DROP LIST................................................................................................31 EXHIBIT B: PROGRAM ORIGINATION LIST............................................................33 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 EXECUTIVE SU M MARY In preparation for its franchise renewal negotiations with MidContinent Communications, the Forest Lake Cable Commission(FLCC)retained Holly Hansen as a consultant to conduct a PEG (Public, Educational, and Governmental)Access Review. The FLCC franchises are held individually by the cities of Columbus, Forest Lake, and Scandia, and expire on or abut November 10, 2012. Under federal law, local franchising authorities can require cable operators to provide PEG channels, equipment, and facilities for local programming for and about the community. The purpose of this PEG Access Review is to identify community needs and interests regarding PEG and to provide the FLCC and Member Cities with information they can use to negotiate a successful franchise renewal with MidContinent that provides benefits to the cable subscribers and to the community. The PEG Access Review conducted by Ms. Hansen included a document review of the cable franchise, FLCC Joint Powers Agreement and By Laws, FLCC budgets, equipment inventory, programming statistics, DVDs of city meetings community events, school activities. Ms. Hansen conducted three focus groups to gather information and opinions on topics related to the franchise renewal and FLCC. One group consisted of representatives from local government, one from educational institutions, and one from community groups. She interviewed the FLCC staff, and met with the FLCC commissioners. Equipment and facilities reviews were conducted at the FLCC facility,the three city halls, the Forest Lake High School, Century Jr. High, and the Forest Lake School District Board room. Ms. Hansen conducted equipment research through the Internet and discussions with equipment vendors, video professionals, and an engineer.. General Findings Focus Groups The participants in the focus groups like living in the Forest Lake area because it is an active, close-knit community that is also close to the amenities of the Twin Cities. Local government officials, educational representatives, and community organizations need to communicate with the general public and targeted groups and use a variety of inethods to do so. There is a strong interest in seeing their city meetings, community and school events on TV, and citizens and students like seeing themselves on the local channels. There is an interest in having meetings shown live on TV and also on the Web. Many areas in the FLCC area cannot receive cable television, however, because they live in areas of very - 1 - Holly Hansen Consulting • HoIIyMHansenC�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 low density(e.g. 2—20 acres). Others in the focus groups could receive cable, but had dropped it due to technical problems with the service and/or the cost. Franchise Review The current franchise requires a number of city and school locations be capable of program origination, which means they should be able to transmit live and/or recorded programming. No one in the focus groups or interviews was aware of this capability and if does not exist, it could be a franchise compliance issue for the FLCC to pursue in franchise negotiations. A similar situation exists with a number of public buildings that are supposed to have a free drop and complimentary cable service. The franchise requires a PEG fee of$.70 per subscriber/per month to be paid to the FLCC to support PEG access. The franchise also contains a provision that this fee could have been increased by the Consumer Price Index(CPI)on the fifth and tenth anniversaries at the request of the FLCC. This was never done, and no one on the current FLCC knows why this was not enacted. Had these increases taken place,the current PEG fee would be approximately $.99 per subscriber today. FLCC/LATV Because funding has been very limited, much of the equipment used by the FLCC is generally old, out-of-date from a technology perspective, and in poor condition. Equipment for all of the video production systems at FLCC (field production, editing, and playback)need to be replaced now. New equipment would also enable FLCC/LATV staff,contractors and volunteers to produce programs using more time-efficient production techniques such as a multi-camera remote studio format. T'his would also improve program quality and could be used for community events, school concerts, sports, and local interview and issue shows. A seamless digital workflow would also be a result of new eyuipment;this too, will save time spent on converting formats which now takes hours, and essentially reduce that time to minutes. A new playback system would further improve the reliability, look and quality of LATV-l0 and Ranger-20 and enable programs to get on the channels and on the web much faster than is presently possible. City Halls There have been audio problems with meeting coverage for all three city halls. This is due to a variety of causes, including poor acoustics, equipment failures, improper operation of eyuipment by the videographer, and use of the camera mic instead of the available sound system and/or microphones. Meetings are covered with a single camera, making it difficult for home viewers to discern who is speaking, see information on Power Point presentations, etc. A multi-camera system is recommended for each city hall that includes remote-controlled cameras, a document camera, a video switcher, recording equipment,and equipment that can also send a live stream to the city website, -2 - Holly Hansen Consulting • HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 Cable Company Issues Concerns were expressed about the quality and reliability of the cable system,the apparent lack of marketing by MidContinent,and the cost for cable TV services. Technical quality across the cable system appears uneven, as some focus group participants had experienced outages and poor quality,whereas others did not have the same types of problems. Several participants had dropped cable service due to quality issues, unreliable Internet service, and cost. Outages have also adversely affected LATV-10 and Ranger-20; these have occurred approximately five times since January. Some of these outages have been planned by MidContinent as they work on the cable system, but they have not always notified FLCC staff in advance. MidContinent has had little communication with the FLCC and has not shared information regarding its plans for system repairs, upgrade, marketing, etc. The FLCC would like an up-to-date cable system, more subscribers, and more accountability from MidContinent. Based on the response from the focus groups, it appears that drops to public buildings and program origination sites required by the existing franchise may not have been installed, which would be a franchise non-compliance issue the FLCC should address in its renewal negotiations. - 3 - Holly Hansen Consulting . HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 DOCUMENT REVIEW Documents and Media Reviewed Documents: MidContinent Subscriber/PEG fee reports Cable Television Franchise Agreement MidContinent Channel Line up Joint Powers Agreement MidContinent subscriber bill Forest Lake Cable Commission By Laws FLCC Access Rules and Scheduling Guidelines Media: FLCC Program Compliance Form Website: LATV Programming information for LATV-10 and Website: City of Columbus Ranger020: 20l 0-2012 Website: City of Forest Lake FLCC/LATV Equipment Inventory Website: City of Scandia FLCC 2012 Budget FLCC Annual Report dated June 30,2009 DVDs of city meetings,school and community Access Coordinator Reports: 2/2012-6/2012 events, and sports Overview of Findings The document review provided an opportunity to become familiar with the FLCC/LATV operation and issues, and to formulate discussion topics for the Government, Education, and Community Focus Groups. Some highlights of the review are noted below. Cable Television Agreement ■ Three PEG channels are required;two are active(Channels ]0& 20). ■ The franchising authority can request an additional PEG channel if the other three channels are in use. ■ A PEG fee of$0.70 per subscriber was set. The FLCC could ask for an increase based on the Consumer Price Index in Year 5 and Year 10 of the franchise. No increase was requested or implemented. ■ Technical capability for non-voice return capabilities is required. It is unknown whether the system meets this requirement. ■ Exhibit A lists public facilities that are to receive free drops and service; it is unclear which of these institutions are being served. ■ Exhibit B lists public facilities that are to have"programming origination capability." No one in the focus groups or on the FLCC is aware of any of these locations having that capability. Websites ■ The City of Columbus has outdated information about U.S. Cable and has not updated to MidContinent. There is no link to the LATV website. ■ The Cities of Forest Lake and Scandia have links to the LATV website. ■ Ranger-20 has a separate website address from LATV,which links to the LATV website. Since Ranger-20 is not a separate organization, it is unclear why Ranger20.com has a separate web domain. - 4 - ._.r. ..�. _...��..__� � . . ..�...�. . . Holly Hansen Consulting • HoIIvMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 EQUIPMENT AND FACILITY REVIEW City Halls and School District Board Room Meetings for all three cities (Columbus, Forest Lake, and Scandia) and the Forest Lake School Board are covered using a single camera on a tripod and dolly that enables the camera operator to move around the room and get different angles during a meeting. All meetings are recorded using a SDI (standard digital interface)card; there is no back-up video recording that is made, and the meetings are not cablecast live. The camcorder that is being used to record government meetings was purchased in 201 l by the FLCC and the meetings are recorded by freelancers that are paid for by the FLCC. The cities of Columbus and Scandia and the Forest Lake School District do not pay for their meeting coverage; the City of Forest Lake receives some meeting coverage at no fee and pays to have additional coverage of committee meetings. The School District is considering technology upgrades to its board room, which could include a video projector and a "smart board." The City of Forest Lake has discussed building a new city hall/city complex, but this is not definite and is in the future. The quality of the video production for meetings is limited due to single camera production method. For example: ■ It is difficult to get a shot of a presenter other than the back or sometimes the side of his/her head. ■ The camera is used to shoot the screen in power point presentations which results in poor quality and legibility. ■ A speaker on the council or board is not usually shown on a close up, which can make it difficult for viewers to tell who is speaking. Most cities use multi-camera systems to record their council meetings. These systems also include graphics capabilities and connections to computers, DVD players, and other devices for power point presentations, videos, and other applications. These meetings are also generally live on the cable channel and the city web site. As noted earlier, none of the city meetings are presently cablecast live or webcast live. This is due to the lack of equipment that could make this possible, and the lack of webstreaming services for the cities' websites. If city meetings could be produced live or"like live"(which means that the meeting would not require any post-production editing, but would be complete with graphics, multiple video sources, etc. during the meeting)the meetings would not only get on the cable channel and the city web site faster, it would also take less staff time for FLCC. This issue is further addressed under the Recommendations and PEG Capital Needs sections of this report. In addition to the video issues noted above, all of the meetings have experienced audio problems of different types. These problems have various causes,which include: ■ There is no sound system at Scandia Council Chambers. - 5 - Holly Hansen Consulting • HoIIyMHansenCu�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 ■ Excessive HVAC air-handling noise at the Forest Lake City Hall, which is picked up by the microphones. In addition,the audio mixer is not automatic,which means that all of the microphones are on all of the time, which adds to the noise created by the HVAC system. ■ There have been problems with cables not working properly at times. ■ The camera is not always set on the proper input setting(line or mic, depending on the situation). ■ The camera operator(s) sometimes use the camera mic instead of connecting to the audio system. The City of Columbus has the best sound system in the facilities reviewed, which should provide the best sound quality for meetings when the camcorder is properly connected to the sound system, cables are in good conditions, etc. Currently,the audio for School District meetings is recorded using the camcorder microphone. The audio of these meetings could be significantly improved if an audio feed was provided to the camcorder from the School District's audio system in its board room. All this would require is a cable that would connect the camcorder at the back of the room to the audio system at the front of the room. To improve its audio,the City of Forest Lake should have its council chambers HVAC reviewed by a HVAC company to reduce the air pressure and noise coming from the air vents located directly behind the council dais. The City should also consider an automatic audio mixer to improve the overall sound quality. The City of Scandia has no audio system. A shotgun mic is used at their meetings. A test should be conducted to determine if the shotgun microphone is placed in the proper position in the room. Ideally,the Scandia Chambers needs a sound system that would include a microphone for each council member, staff, and presenters that would feed into an automated audio mixer and room system as well as the video recording. Forest Lake Cab/e Commission The FLCC employs 2.5 FTEs: a .5 administrator, a .5 administrative assistant and 1.5 video production staff. The office is open Monday—Friday from 9:00 a.m.—5:00 p.m. Staff also works non-standard hours to cover events such as the 4�'of July parade and fireworks in Forest Lake. The FLCC pays contractors to video the city meetings for Forest Lake, Columbus, and Scandia, as well as the Forest Lake School District board meetings. The FLCC rents a facility that is office-type space that is located in Wyoming. The space has a large garage area that is used as a studio, although it has no air conditioning, limited heating,and poor acoustics. Playback for LATV-10 and Ranger-20 has been moved - 6- Holly Hansen Consulting • HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 from the garage to the office area for better climate control. The layout of the office space is not ideal for general FLCC staff office and editing functions, and the space that is used as a studio would need considerable investment in HVAC, electrical upgrades, lighting, and acoustics to make it a viable studio. Much of the FLCC equipment is old, outdated, and in poor condition. Equipment malfunctions have caused programs or electronic bulletin board messages to "freeze"on the channels, meetings take a significant amount of time to edit due to the length of time it takes the editing computer/system to capture the video so that it can be edited,which generally only involves putting a title at the beginning of the meeting. More time is required to copy the meeting to a DVD so it can be played back on the channel. What should take an hour or less from start to finish takes the better part of a day, due to the type, age, and condition of eyuipment the FLCC has. �`k �� ��� �£ ..�•� �•�,.._. W�, ��': ._._ .,.�: �, —— � . . ,�� � a.. � ,. ._:,..wb�as`.�;.�:��: - , f . ` �f��-._ � �� _`� � `r"-� �. � ' �� � t �*" � �.` „ , _ ,�,�`�'� ':,.� �; � a —� F � . . .-�'_.. . - .. . � _-.. � .,. . ... FLCC/LATV RECEPTION AREA FLCC/L,ATV MULTI-PURPOSE ROOM The playback equipment that is used to control Ranger-20 is from 1985 and should have been replaced years ago. The equipment for LATV-10 is from 2010. Both channels are played back from DVDs. The playback system should be updated to a computer/server based system, which is more time efficient to program, more reliable, and better quality. - 7 - Holly Hansen Consulting • HoIIyMHansenC�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Repon: PEG Needs Assessment 7-17-2012 � � � - " ' — - - . �.- --------_--- , _...�----�-,r--- _ __---_"",---' -- . t - - <u�,,. '�-'r`: r/� -:� � , _ / { � � - �, --�` �:i��� i �� � �� �_ � 4 �.. ��, ry+�� ' � 'v-.'�i-' �- h i'� � � I � �. — �� � � � � �; , � , � ' ` ! � +, ' � � � . , , f' � �' I,� t �� i 4 � z �- � � ,, ' ,�'� - ��-` � � . � .�,. ; LATV-10& RANGER-20 LATV GARAGE/ STIDIO PLAYBACK r� ""-='�r..�;'j�":"""` -r*=: ', - �:� -- _ _ g ^�. ,4�, ...... •r , ]. • *� .:..%__ ���.',�� '. . , E �,� ��� � � k�-�Y- ��' ;. � r y,� . 34' ' .. . . ' �..�.. • ,. .. ,�. ..,,.... �•• T��`� ;�� �. ::�� EDIT STATION LATV GARAGE/STUDIO �F� � � �, - ,.�»�^"""'"'' � ,; �. � �,,�" ; , , �� L 1'-�- 1�. . ��; ��� . � ► � . ���� r� ""r �. rY :: ' � _ �+- .�. �. ,. r 1 �� �yr �- �*'�....� �, _ `� i�f � � .k, � �. /�_...�1 PRODUCTION STAFF DESK LATV GARAGE/ STUD10 - 8 - Holly Hansen Consulting . HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 Despite the many equipment issues that the FLCC staff face, they produce a variety of programs that are watched and valued by the community. This was especially noted in the Educational and Community focus groups. Forest Lake School District In addition to the School Board's meeting facilities,the studio at Century Jr. High was reviewed, as well as the studio and facilities at Forest Lake High School. The junior high has a small but nicely appointed studio with a green wall and, control room with computers, and two cameras on tripods. During the school year, students produce a daily news show that is shown throughout the school. The Forest Lake High School has a large video production studio and control room that is not currently used for video production. The High School offers courses in Mass Communications, which include journalism and video production. Students used to produce a daily news program, but this effort has been abandoned due to problems with the school's closed circuit television system that make viewing impossible. The High School also has a student video club but has no advisor, so it has not been as active as in the past. The High School studio has a large assortment of video production equipment, but for the most part it does not appear to be used. Some of it is out-of-date, other equipment is usable (lights,tripods, cables, monitors,possibly some cameras and audio mixers, etc.). Without completing a detailed inventory of all of the school's equipment and systems, which is not part of this project, it is difficult to say precisely what is needed. In a general sense,the school needs to update its analog video equipment to a digital format. � �;�,,. ��..�-�- - __�-,. . > - . . � . . - _ . __�-_�--.:— - � ' y :.�:.. � � ' 1� = fi t . � ►� �-- i� � � � ,/ �r . - � i.. '�� ' x .4 �'`'`.'t" _ - . _. , ... ... . _ .. . ` . . � �' . � ..� .�,. �-._ _.' .-_�" . � ' . � . z+ ws a"��a�a � � „:. . . . _, ,.__ ,.., . � ,— .,.. . , _ - �-. �� --� � FL HIGH SCHOOL STUDIO SCHOOL DISTRICT BOARD ROOM - 9 - Holly Hansen Consuiting • HoIIyMHansen(c�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2011 PEG PROGRAMMING Overview Programs are played on the two access channels,LATV-l0 and Ranger-20,24 hours per day, seven days per week. Each channel uses DVDs with a master controller to schedule and play back the programs. Programming is primarily produced by FLCC/LATV staff with some assistance by contractors and volunteers. LA7l/-10 The programming on LATV-10 includes City meetings,community events, church services, programs about local issues, etc. Ranger-20 Ranger-20 was launched in August 30, 2010 and shows primarily Forest Lake School District events such as sports, band concerts,choir concerts, graduations, and award ceremonies. A few school events from St. Peter's Catholic School, Lakes International Language Academy, and North Lakes Academy have also been shown on Channe120. CITY MEETINGS 2010 2011 JAN-APR 2012 Hours of Meetin s b Ci Columbus Ci Council 35 39 4 Forest Lake Ci Council 40 50 7 Scandia Ci Council 20 33 5 Forest Lake EDA,Plannin ,work sessions* 24 29 10 TOTAL HOURS 119 151 26 NUMBER OF CITY COUNCIL MEETINGS Columbus Ci Council 24 20 4 Forest Lake Ci Council 24 24 7 Scandia 19 19 5 Forest Lake EDA,Plannin , work sessions* 27 24 10 TOTAL CITY MEETINGS 94 87 26 *Forest Lake pays the FLCC$SO per meeting for EDA,Planning,and Work Sessions. NUMBER OF COMMUNITY PROGRAMS 2010 2011 JAN-APR 2012 Number of Pro rams—Channel 10 89 101 29 Number of Pro rams—Channe120 43 150 70 FL School Board Meetin s- 20 12 12 4 TOTAL 144 263 103 - 10- Holly Hansen Consulting • HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Repon: PEG Needs Assessment 7-17-2012 Classes, Training, and Volunteers Free classes are offered by LATV in video production, and individuals can request training as well, If one is experienced, he/she can take a test to show proficiency and then use the equipment to make programs. LATV pays independent contractors to cover city meetings school board meetings,and some school and community events. These individuals receive training updates approximately twice a year, and many of them also volunteer for LATV productions. There are approximately 20-25 volunteers who bring in programming from local churches, produce various programs with the assistance of LATV staff, and/or volunteer for community and school video productions. Community Organizations Served The following community organizations have been served during 2010—2012 by FLCC/LATV,who has produced videos about these groups and their activities and has also cablecast information about them via the Channel l0 and Channe120 electronic message boards on the channels. Anoka County Historical Society Gammelgarden Museum in Scandia Boy Scouts—Cubs:tours, educate Lakes Area Business Association media badge Lakes International Language Academy Castlewood Golf Course Lakes Life Care Center City of Columbus MN Lymes Association City of Forest Lake Nightmare Hollowscream Park City of Scandia North Lakes Academy Columbus Lions Northern Lights Car Club Community Helping Hand Scandia Lions Faith Lutheran Church Special Olympics Family Pathways St. Peter's Catholic Church FL Airport St. Peter's Catholic School FL American Legion The FL Education Endowment Assoc. FL Chamber of Commerce The Red Cross(Community Blood FL Goodwill Drives) FL Historical Society VFW Post 4210 FL Senior Center Washington County Forest Lake Athletic Association Washington County Broadway Forest Lake Community Education Improvement project Forest Lake Lions Washington County Historical Society Forest Lake Rotary Wildlife Science Center Forest Lake School District Youth Service Bureau - 11 - Holly Hansen Consulting • HoIIvMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 FOCUS GROUPS Overview Three focus groups were conducted for this project: one with representatives from the community, one with representatives from the educational community,and one with representatives from local government. Each group was approximately two hours in length and a total of thirty participants attended the three groups. The organizations represented in the groups used a number of communications methods to reach their constituents, members, and the general public. The most frequently mentioned communication methods included the Forest Lake Times, Forest Lake Press, other print media such as brochures, organization websites, broad-cast emails,word-of-mouth, phone calls, and LATV-10 and Ranger-20(LATV), Representatives from the following organizations participated in the focus groups: Century Jr. High Forest Lake Police City of Columbus Former FLCC member City of Forest Lake Gammelgarden Museum City of Scandia Lakes Area Youth Service Bureau Columbus Lions Lakes International Academy Community Helping Hand LATV producer Forest Lake Area Schools Rotary Forest Lake Chamber St. Peter's Catholic Church Forest Lake Community Education St. Peter's School Forest Lake High School VFW Post 4210 Forest Lake Parks& Recreation Washington County Sheriff Government Focus Group Cable Company Issues The communities of Columbus and Scandia have large lot sizes(e.g. 5-20 acres)and properties of this size do not meet the density requirements for cable service. As a result, there are few subscribers to cable television (200-250) in these cities. Due to the economics of cable television infrastructure, it is unlikely that these low density areas would be served over the next franchise term. In addition, many participants who could receive cable television did not subscribe to it or had dropped the service. Participants voiced complaints about the expense of cable, billing problems, and outages. Participants stated that there were more problems now than there had been with U.S. Cable. Outages also affected Internet service, and fast - 12 - Holly Hansen Consulting • HoIIvMHansenCcicomcast.net • 612,207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 reliable Internet is needed for businesses and for those who work out of their homes. One participant questioned the viability of cable. FLCLC/LATV is funded by franchise fees from the Member Cities and also receives PEG Operating Support in the amount of$.70 per subscriber. The franchise fee is set by federal law not to exceed 5%of Gross Revenues. The PEG Operating Support has not increased since 1997; if it had kept pace with the Consumer Price Index, it would be at $0.99 today. The possibility of increasing the PEG Operating Support was discussed and several people expressed concern over the current cost of cable generally, and any increase. Issues to Address in Franchise Renewal Lower density requirements—get more subscribers. Line extension policy. Need a more reliable cable system . Want information on what areas are served by cable and MidContinent's plans to expand. Need ability to add future public building to complimentary drop list and program origination list. Performance standards: restore damage to ROW,private property, bury cables in timely manner, etc. Justify value for the money spent. Improve audio quality on PEG channels. Need live City meetings. Want more interactive points. FLCC, Member Cities, and customers need to have advance notice of any price increases. Want ability to use cable company DVR to record PEG channels. Comments about FLCC/LATV-10 and Ranger-20 Need better audio. Would like overhead document camera for meetings. Would like direct connection for Power Point presentations. Want live city meetings on Internet and cable. Takes too long to get city meetings on Internet. Remind city councils periodically on how to use microphones, etc. Possibly start a public safety show or produce video PSAs about public safety. Use graphics in council meetings to identify council members, etc. People need to know when programs are on the channels. Like the cable bulletin board and information about other cities, etc. People like seeing themselves on TV (school events, community events, etc.). There is a sense of connection with fellow community members. - 13 - Holly Hansen Consulting • HoIIyMHansen(�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 Education Focus Group Education video The Forest Lake High School has a head end and closed circuit TV distribution on Channel 15 in the high school. This system was installed in the late 1980's and is in poor condition (snowy) and is no longer used. There used to be a student news show, but it is no longer produced due to the inability to distribute the show through the high school. High School graduations used to go live over this system, but it was not used this year due to the poor quality. The school did stream graduation over the Internet this year. The High School and Century Jr. High both have studios; the high school studio is not in current use, but the Jr. High studio is active. The FL High School offers a three-level communications curriculum that includes journalism and video instruction. LATV/Programming and Services Want live programming for sports, student concerts, etc. Would like a van to produce different sports events. LATV provides important services to the community: e.g. the mock car crash Eve l 5 Minutes . Kids really talked about this and it made a big impact on them. Like services that LATV provides: DVD copies, records community and school events. LATV staff is very responsive, have good ideas, and are very professional ideas. They're awesome (LATV). Kids like to see themselves on TV. Continue the partnership with LATV. LATV needs more funding. Get the word out about LATV: e.g. Fall Kick off, Fall Open Houses, Athletic Kick Off. Offer LATV classes through Community Ed. Issues to Address in Franchise Renewal Want investment in High School closed circuit infrastructure. Want live sports and school events. Want van for sports—live remotes. Want better customer service from the cable technicians. Cable techs didn't know where HS drop was,told HS that problems were due to an accident on Hwy. 97. Want better customer service generally;people are worried that MidContinent isn't local. Want to know what is going on with cable system. MidContinent gave a$500 scholarship to two HS students;this was appreciated. PEG Fee If raised $.30, I don't think people would squawk about it. Community is conservative; I would hedge on the conservative side. Helps if people have an explanation (for a PEG increase). - ]4 - Holly Hansen Consulting • HoIIvMHansenC�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 Community Focus Group LATV/Programming and Services LATV should create a short video other organization can put on their websites. Got good feedback on Fall Fest(2011). Poor audio in school concerts. Scandia city meetings use a shotgun microphone—have poor audio. Don't know when programs are on (LATV-10 and Ranger-20). LATV needs increased budget, equipment. Get more of the community involved. Get the community on shows. Get a consistent schedule and put it in the Forest Lake Times. There's nothing good on (commercial)TV. Like watching local events—it encourages people to get involved. Need something to hand out at events(info about program schedule and DVDs). Fosters community pride; people like to see events. Like the (electronic)bulletin board. Educate people about the benefits. Need priority list for LATV—they're spread too thin. People don't know about LATV. Need consistency in programming. Issues to Address in Franchise Renewal MidContinent—get more subscribers, have more specials. Money for a larger budget for LATV. PEG fee of$1.40 is okay; have a trigger for a CPI increase. Come up with a plan(FLCC). Don't think most people will notice an increase(PEG fee). Cities need to upgrade their audio. Live city meetings would be great. Want live programming for the High School. Find out what equipment needs are. Coordinate with schools. Ask for higher PEG fee. Start at $1.40, go down if need to. Cable company representative should attend FLCC meetings. Shoot for at least$.50 increase. People don't know how to get cable TV. Other Comments DirectTV goes out in storms. Have School District liaison on FLCC board. Have a vision, consistency (FLCC). - 15 - Holly Hansen Consulting • HoIIYMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 FLCC GROUP INTERVIEW Overview The consultant gave a brief presentation about the franchise renewal process and highlighted findings from the document review,the three focus groups, staff interview, and equipment review. The commissioners discussed issues related to these topics and the cable franchise renewal and expressed the following goals,which have not yet been prioritized by the FLCC, although the consultant has organized items and grouped items with a related theme together. FLCC Goals ACHIEVE PRESERVE -Accountability from cable operator -Three (3)PEG channels - Technically up-to-date cable system -Programming: community events, - More cable subscribers meetings, etc. - Improved revenue through franchise -Accessibility - Community learning about TV production - Live city meetings -New AV equipment - Staff—leadership - Video server for playback -New facility/improved facility - Good will (community and FLCC) - Good community opinion of FLCC - Consensus among cities - Unified front in cable negotiations -Expertise on FLCC/continuity - Stable budget and revenue stream - Solid, contributing commission - Improve website—stream live meetings - Control over daily operations(LATV) AVOID ELIMINATE - Getting pushed around by MidCo -One year language for drops - Expanding services and channels until we -Illegal activities of all types have the capability -Vulnerabilities (e.g. staffusing own - Staff vacancies/unqualified staff computers) -Employment issues - Outdated& broken equipment - Wasting time -Vulnerability of FLCC (Franchise needs -Legal problems to contemplate what happens if JPA disintegrates) -Disintegration of Commission - 16 - Holly Hansen Consulting . HoIIyMHansenC�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 PEG CAPITAL N EEDS : CITY HALLS Overview Currently, city meetings are shot with a single camcorder. There is no"live" graphics capability, so titles are put on in a post-production process that takes several hours to capture the video,put on a title page, and then output it to DVD for playback. The longer the meeting,the longer the conversion/editing process. Audio recording methods vary at each city hall, as previously noted. An audio budget has been included to assist each city in upgrading its audio system. The overall goals for the PEG equipment are that it be easy to use, reduce staff time in preparing it for cablecast or webcast, be sturdy, and cost effective. For redundancy and operator ease of use,the equipment recommendations for the three city halls are essentially the same. The equipment is capable of sending a live signal to LATV-10 and to the city's website. Each city would need an upstream connection to the cable headend to go live on the cable system, and would need a web service provider such as LOGIS (Local Government Information Services)or VimeoPro (which costs approximately $200 per year)to stream the meeting to the city website. Each city (Columbus, Forest Lake, and Scandia)would have its own mini studio system. City meetings would be covered using a four-camera system (one of these is a document camera). The document camera enables documents to be viewed by the council and a video output is fed directly into the AV switcher; this will give viewers at home a direct image (rather than shooting the image on the video projection screen as is currently done). Power Point presentations can also be directly fed into the switcher. The videographer selects the appropriate video source (camera,Document camera, Power Point)that is recorded and goes live to LATV-10 and the city website. Three cameras that can be remotely/robotically controlled (pan, tilt,zoom)will be used to cover the council, staff, and presenter. The cities may elect to add a fourth camera on at their own cost, which the camera controller and switcher can accommodate and would provide more comprehensive coverage. A fourth camera was not included in the equipment list to keep costs down. It is anticipated that the equipment will be good for the life of a ten year franchise, and it is recommended that it be purchased as soon as practicable. A final design and installation should be conducted by a local AV company, which will ensure full integration of the system. The equipment recommendations are to be viewed from a functional perspective. Model numbers and prices change, and when it is time to order the equipment,the cities should consult with an AV eyuipment provider to finalize design, installation, and initial training on the equipment. - 17 - Holly Hansen Consulting • HoIIvMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 � �, �� � �,�.,, _ :�,,�s,�.....:-...._.,�,��,�� .,,�k•-;� � � �'� , � ; ;� � � � r i �- �...� ��e�Y r; ..+we s��n .,,� t i + Columbus City Hall � � � EQUIPMENT RECOMMENDATIONS # TOTAL PRICE CAMERA SYSTEM Elmo document camera 1 $ 1,400 PTZ camera(Pan, Tilt,Zoom(e. . Vaddio PTZCam 100 Camera S stem 3 3,600 Camera mountin hardware 3 500 Camera controller(Vaddio ProductionVlEW 1 2,500 SWITCHE MONITORS AV RECORDING NIISC. Roland LVS-800 Video Mix/Live Switcher 1 4,000 Preview/ ro ram monitor duo 1 1,000 DVD recorder, la to com uter with ra hics, external hard drive 1,600 E ui ment rack/cart 1 3,000 APC Smart UPS-SC 1 400 Power stri /sur e rotector 1 50 Miscellaneous cables, connectors, SD cards,headset, etc. 1,000 AUDIO Bud et to offset costs for micro hones,other audio needs 2,000 SERVICES AND TAXES Taxes, shi in 1,200 E ui ment warranties 3 ears on switcher,Elmo 600 Desi n and installation, electrical wirin 6,000 Trainin on e ui ment o eration 800 TOTAL $29 650 - 18 - Holly Hansen Consulting • HoIIvMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 � � � t ' �a ��. t +f ;� . � .�_ :r ;� . � , ,., . ,. .. . .J _ Scandia City Hall EQUIPMENT RECOMMENDATIONS # TOTAL PRICE CAMERA SYSTEM Elmo document camera 1 $ 1,400 PTZ camera Pan,Tilt,Zoom e. . Vaddio PTZCam 100 Camera S stem 3 3,600 Camera mountin hardware 3 500 Camera controller(Vaddio ProductionVIEW 1 2,500 SWITCHE MONITORS AV RECORDING MISC. Roland LVS-800 Video Mix/Live Switcher 1 4,000 Preview/ ro am monitor duo 1 1,000 DVD recorder, la to com uter with ra hics, external hard drive 1,600 E ui ment rack/cart 1 3,000 APC Smart UPS-SC 1 400 Power stri /sur e rotector 1 50 Miscellaneous cables, connectors, SD cards,headset, etc. 1,000 AUDIO Bud et to offset costs for auto mixer,micro hones, other audio needs 2,000 SERVICES AND TAXES Taxes, shi in 1,200 E ui ment warranties 3 ears on switcher, Elmo 600 Desi n and installation, electrical wirin 6,000 Trainin on e ui ment o eration 800 TOTAL $29 650 - 19 - Holly Hansen Consulting . HoIIyMHansenC�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report.• PEG Needs Assessment 7-17-2012 - - ��/,:. __ —__ ��-> � � �'-�,x `� y- .� ,;;�;,. �� Forest Lake City Hall EQUIPMENT RECOMMENDATIONS # TOTAL PRICE CAMERA SYSTEM Elmo document camera 1 $ l,400 PTZ camera Pan, Tilt,Zoom e. . Vaddio PTZCam 100 Camera S stem 3 3,600 Camera mountin hardware 3 500 Camera controller Vaddio ProducionVIEW 1 2,500 SWITCHE MONITORS AV RECORDING MISC. Roland LVS-800 Video Mix/Live Switcher 1 4,000 Preview/ ro ram monitor duo 1 1,000 DVD recorder, la to com uter with ra hics, external hard drive 1,600 E ui ment rack/cart 1 3,000 APC Smart UPS-SC 1 400 Power stri /sur e rotector 1 50 Miscellaneous cables, connectors, SD cards, headset, etc. 1,000 AUDIO Bud et to offset costs for auto mixer, micro hones, other audio needs 2,000 SERVICES AND TAXES Taxes, shi in 1,200 E ui ment warranties 3 ears on switcher,Elmo 600 Desi n and installation, electrical wirin 6,000 Trainin on e ui ment o eration 800 TOTAL $29 650 -20- Holly Hansen Consulting • HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 PEG CAPITAL NEEDS : FLCC/LATV Overview According to the eyuipment inventory and staff discussions, much of the production equipment is old and in poor condition. As a result,the overall recommendation is to replace most of the equipment. Staff should test the equipment on the attached inventory list, keep what is working, make repairs if cost effective,and properly dispose of the rest. Essentially,the field, editing, and playback systems need to be completely replaced. Studio production currently takes place in a garage/warehouse space attached to the FLCC/LATV offices. The space has no air conditioning, limited heating, and no sound control. lt does contain a large news set that was donated by Brown College. There is no multi-camera production capability in the studio or in the field. Programs are shot with a single camera and edited. On occasion,programs are recorded with isolated cameras that are later synched together in editing. These methods are very time consuming in the post production phase. It would be much more efficient in interview and event coverage to use a multi-camera system where the production is shot"live"or "like live"where little post-production is needed. Single or multi-camera productions can still benefit from "B roll" and this production technique is possible with the recommended equipment. Staff editing can take place on their desktop computers rather than having one computer for office applications and a separate computer for editing applications. Playback for LATAV-10 and Ranger-20 should be upgraded to a server-based system,which will streamline the work flow, improve quality, significantly upgrade the bulletin boards on the channels, simplify scheduling and import it to the LATV website, and cablecast and stream the programming to the LATV website. There is no computer network at FLCC presently, and one will be needed to connect the editing computers to the server and to centralize backup for programming and administrative files. The equipment recommendations include cases to protect the field/remote studio equipment, installation, funds for extended warranties on larger items, and funds for shipping,t�es, and training. Staff, contractors and volunteers will all need training on the new equipment, including training on production techniques for multi-camera. The equipment proposed in the following pages will enable staff to have an integrated digital work flow that will save time and improve quality. The makes and model numbers are provided as examples of function,price, and capability. When it is time to order the equipment, an AV equipment provider should be consulted to finalize design, installation, and initial training on the equipment. -21 - Holly Hansen Consulting . HoIIyMHansenC�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 Fie/d/Remote Studio Production Goals for the equipment include that it improve program quality,be easy to use, simplify work flow, cost effective, and digital so it can be used in cablecast and webcast applications. The equipment trend is High Definition,which is becoming less expensive. When possible, HD equipment should be purchased, as this will produce a higher quality video signal even if it is transmitted over a SD (Standard Definition) PEG channel or webcast over the Internet. FLCC/LATV FIELD/REMOTE STUDIO E UIPMENT # Total Price CAMERAS & TRIPODS Camcorder(e. . Panasonic AG-HMC150 or Son HDR-AX2000 AVCHD 3 $10,500 Case for camcorder(e. . Pearson) 3 600 Tri od with uick release late 4 600 Tri od cases 4 600 Consumer SD camcorder with tri od and case e. . Son DCR-SX45 2 1,000 AV MIXERS MONITORS AND RECORDERS AV Mixer& Recorder(e. . Roland VR-5 or Roland VS-800 1 5,500 Portable audio mixer& case e. .Rolls MX124 1 300 Field monitor& case e. . 11"Marshall LCD110-ATSC) 1 600 Memo Card Recorder 1 1,700 DVD recorder 1 200 Gra hics com uter w/software& case 1,200 MICROPHONES LIGHTING&MISCELLANEOUS Hand-held microphones 3 300 Lavaliere micro hones wireless 4 600 Headset microphones(e.g. sports and event announcers) 2 800 Shot un micro hone camera mount accesso 1 200 Lowell Interview 3 li ht kit w/case 1 800 Camcorder-mounted li ht 1 200 Batteries, batte char er for camcorder 3 800 Simultalk 24GHz wireless Intercom w/4 headsets 1 1,000 Eartech ca in case for Simultalk s stem 1 200 Mic stands, cables,wind screens, SD cards,misc. cases&accessories 1,000 Camera trainin DVD 2 125 Vortex DVD: How to set u , li ht,and shoot reat interviews 2 100 Monster Power Sur e rotector/ ower stri 3 150 3 ear warranties for camcorders,monitors,AV mixer 2,500 Taaces and shi in 3,200 Trainin 1,600 TOTAL $36 375 -22- Hoily Hansen Consulting • HoIIyMHansen@comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-]7-2012 Editing Currently,the production staff use separate computers for editing and administrative tasks. 1t is recommended that the production staff use the same computer for editing and other tasks. One edit station with a computer and editing software is included for use by contractors, interns, and volunteers. The FLCC does not have a computer network, and funds have been allocated for the purchase and installation of a network, which is a necessary part of simplifying the editing/program scheduling workflow and providing a centralized backup system. Funds for a Music Library are included to ensure that FLCC/LATV have the copyrights to music and sound effects that may be used in their productions. FLCC/LATV EDITING # TOTAL PRICE COMPUTER SOFTWARE Adobe Premiere Pro Cs6 3 $3,000 Additional video roduction software TBD 3 1,200 Windows 7 Ultimate 4 1,200 Microsoft Office 2010 home/business 2 400 Microsoft Office 20l 0 Pro 1 350 COMPUTERS Edidworkstation com uter w/monitor meet s ecs for Adobe Premiere 2 2,800 Edit station com uter w/monitor(e. . for contractors,volunteers 1 1,400 Computer for office&future editing(e.g. for Sarah) 1 1,400 Ke board(e. . Bella Advanta e series ke board for Premiere Pro S6 4 400 COMPUTER NETWORK Ethernet com uter network: firewall, switch, installation 6,000 ACCESSORIES MISCELLANEOUS Miscellaneous cables, SD cards,headphones,etc. 1,500 APC Smart UPS-SC 5 2,000 Hard drive back u for all com uters: APC Smart UPS-SC 6 2,400 DVD du licator&monitor 1 1,400 Music Libra 500 Warranties on com uters 600 Taxes and shi in 2,700 Trainin on Adobe Premiere Pro Cs6 1,600 Installation: com uters and software 1,200 TOTAL $32 050 -23 - Holly Hansen Consulting • HoIIyMHansen@comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 Playback This is the final step in the digital workflow process. A video server is recommended for storing and controlling program playback and webstreaming. This unit also has a graphics capability with formats to easily create and store bulletin board pages for the channels,which can also include video. The program scheduling function enables the creation of program files and schedules in a fast and efficient manner, and schedules can also be exported to the LATV website, along with a live program stream. The playback server would be connected to the computer network to streamline the entering of programming into the system; what takes hours using LATV's current system,would take minutes in a digital-networked environment. FLCC/LATV PLAYBACK FOR CHANNELS 10 AND 20 # TOTAL PRICE Ti htro e Media Cablecast Server SX3 1 $14,450 Ti htro e Media Bulletin Board S stem CG310 2 9,000 SDI V Routin switcher 1 2,500 Duo 8" monitors review/ la back for each channel 2 1,500 Wall-mounted dis la monitors to monitor PEG channels lobb 2 1,200 Mountin hardware, installation,electrical connections 600 APC Smart UPS-SC, cables, misc. connectors, etc. 800 Taxes and shi in 3,100 Trainin & Installation 1,800 TOTAL 34 950 -24 - Holiy Hansen Consulting • HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 PEG CAPITAL NEEDS : EDUCATIONAL ACCESS Overview The FLCC currently hires independent contractors to record Forest Lake School Board meetings, school sports, concerts, events, etc., at no cost to the school district. School programming is shown on Channel 20 (Ranger-20). The majority of programming on Channe120 is about the Forest Lake School District's sports, concerts,etc. A few programs are shown about St. Peter's Catholic School, Lakes International Language Academy, and North Lakes Academy. Forest Lake High School The Forest Lake High School students used to produce a daily news program that was shown internally in the high school over a closed circuit TV system that was built in the late l 980's. This is no longer done as the picture quality on Channel 15 (the internal school channel) is snowy and unwatchable. In addition to the closed circuit TV system, the high school is wired with CATS. The Forest Lake School District buildings are connected by a fiber institutional network. A cable technician looked at the closed-circuit system but did nothing to address the problem. He suggested that the problem might be related to a car accident on the highway. It is recommended that the school district contact MidContinent again and ask them to test the signal coming into the high school,the modulator for Channel 15, and check for any loose connections in the school's headend. School Board Meetings The FLCC records School Board meetings with a single camcorder. The District would like an additional camera that would show presenters. The FLCC remote studio equipment could be used to set up a two-camera shoot that could also incorporate video from the school's document camera and Power Point presentations. The Boardroom has an audio system, and an audio feed can be connected now to the single camcorder, and to a remote studio set up when it becomes available. Board meetings could be live on cable TV and on the district's website. T'he links, eyuipment and/or services needed are the same as those mentioned for the City Halls. Other Area Schools The FLCC/LATV field/remote studio equipment could be used to record events at all of the area schools, including St. Peter's Catholic School, Lakes International Language Academy, and North Lakes Academy. Students from these schools could also take classes in video production at the LATV.FLCC studio and become volunteers,helping to video school events. - 25 - Holly Hansen Consulting • HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 PEG CAPITAL NEEDS SUMMARY DESCRIPTION 10 YR TOTAL Cit of Columbus -Ci Hall $29,350 Cit of Forest Lake—Ci Hall 29,350 Ci of Scandia—Cit Hall 29,350 FLCC/LATV Field& Remote Studio E ui ment 36,375 FLCC/LATV Editin 32,050 FLCC/LATV Pla back 34,950 Com uter network for LATV office, la back& editin 6,000 Office e ui ment hones, rinter, co ier and furnishin s 4,000 Annual ca ital rant for FLCC/LATV $6,000/ ear x l0 rs. 60,000 E ui ment Grant in Yr. 4 of franchise 60,000 TOTAL $321425 *Cost over a 10 year franchise is $32,142 per year or$2,679 per month Equipment for a studio was considered in the process of evaluating the PEG capital needs. The space that FLCC/I,ATV currently rents does not allow for a proper studio environment. The field/remote studio equipment can be used to produce multi-camera studio productions in the FLCC/LATV space,which can accommodate two-three person interviews and discussions in an informal atmosphere. The current FLCC/LATV lease will expire in approximately Year 4 of the franchise,and a grant of$60,000 is recommended for that year. The funds could be allocated towards a studio function in a new space,to update the field/remote studio and editing equipment, and/or assist the LATV in moving to a new facility. The newscast set that is currently located in the garage/warehouse space of the FLCC/LATV facility could possibly be donated to the Forest Lake High School if they resumed their student news program. The high school has a large studio that could accommodate the set and it would be a great asset to a student news program. - 26 - Holly Hansen Consulting • HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 NEEDS AND INTERESTS : FRANCHISE RENEWAL PEG Channels ■ Maintain the current franchise reyuirement for three(3) PEG Channels. ■ Maintain current PEG channel locations and reyuire that Grantee not change the location of a PEG channel without the written permission of the FLCC. If such a change is approved, Grantee to reimburse FLCC for any costs associated with the channel location change(e.g. promotional materials, logos, etc.). ■ Identify the PEG channels (LATV-10 and Ranger-20)and any future PEG channel as designated by the FLCC on Grantee's on-screen program guide, on channel line-up card, and in other promotional materials. ■ Grantee to promote LATV such as:through an annual bill stuffer, and showing PSAs about LATV on its other cable channels. ■ PEG Channel program signals to be of same quality as the broadcast channels. ■ Provide PEG programming as a free VOD (video-on-demand)cable service. (Amount to be determined by FLCC and Grantee). ■ Provide fiber link and transmission equipment for the PEG channels and installation if needed to add another channel and/or to move the playback function to a new FLCC/LATV facility. PEG Funding ■ Increase PEG funding in franchise from its current rate of$.70 per sub/month to provide adequate PEG support to support FLCC/LATV programming. ■ Require Grantee to provide an automatic annual adjustment to the PEG fee,based on the Consumer Price Index. Drops to Public euildings ■ Maintain existing franchise requirements for drops and complimentary Basic and Cable Programming service to public and educational institutions as listed on Exhibit A of the existing franchise. Grantee to provide a list to the FLCC of all locations that currently receive this free drop and service. - 27 - Holly Hansen Consulting . HoII�rMHansen comcast.net • 612.207.8709 - FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 ■ Grantee to provide complimentary drops and service to additional public buildings throughout the franchise term. ■ Grantee to provide drop and service to public buildings within 90 days of request by FLCC or Member City, provided facility is within 150' of the cable system. If requested facility is not within 150' of the cable system, Grantee to provide to FLCC or Member City an estimate within 45 days of request,of actual cost of time and materials to provide the requested drop. ■ Current sites to add to the drop list include: Forest Lake Area Athletic Assoc. North Lakes Public Works Future Forest Lake City Campus Scandia Fire Station Lakes Int'1. Language Academy Scandia Public Works North Lakes Academy Schumacher Field St. Peter's Catholic School Program Origination Capability ■ Maintain franchise requirement for program origination capability per Exhibit B of the existing franchise. Focus Group participants were unaware of these sites having a program origination capability. Grantee to verify and provide a list to the FLCC of all locations that currently have origination capability, and location of demarcation point. ■ Grantee to provide a fiber link and transmission equipment to the following locations for the transmission of live programming: Columbus City Hall Forest Lake Area Athletic Assoc. Forest Lake City Hall Forest Lake High School Scandia City Hall Forest Lake School District Offices Scandia Fire Hall ■ Additional sites to consider for interactive capability include: FLHS Football Field Lakeside Park Pavilion Lakes Int'1. Language Academy North Lakes Academy Schumacher Field -28 - Holly Hansen Consulting . HoIivMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 Other Cab/e Issues ■ Add a line extension provision to the franchise to facilitate the provision of cable and triple-play services to new subdivisions and other areas of higher density. ■ Revisit density requirements of current franchise (ten (10)homes per one-quarter ('/4)mile to determine if fewer homes per quarter('/e)mile or per mile could be served. ■ Grantee to provide notice to FLCC when they anticipate outages or interruptions in service that could adversely affect the PEG channels. ■ There is a need and interest for the FLCC to have a high-speed Internet connection from MidContinent at no cost to provide VOD and possibly other video content to MidContinent and Member Cities. ■ lnstitute reporting requirements to ensure that Grantee is meeting franchise requirements and keeping FLCC and Member Cities informed of its activities. Examples of reports and information inciude: o Annual report with information on system capabilities, channel line up, services offered,pricing, subscriber surveys, marketing materials o Franchise Fee payments with detail on revenue sources(e.g. Limited, Basic, HBO, Pay-Per-View, etc.), #of subs, homes passed o PEG income reports (monthly) o Marketing materials, plans, and activities o Maintenance and Outage Reports o System Upgrade and Maintenance Activities CONCLUSION There is a strong interest and community support for the local programming that is produced by the FLCC for LATAV-10 and Ranger-20. There is a need for improvement in the productions; most of it related to needed equipment improvements. The PEG assessment has attempted to address those needs as well as training on any new equipment that would be put into place. Partnerships were stressed in the Educational Focus Group, and this report recommends the sharing of field/remote studio equipment with the School District,private schools, and the community at large. -29 - Holly Hansen Consulting . HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 Each Member City has been provided with its own multi-camera system, which will greatly improve the quality of city meetings,whether they are shown as live or recorded on the cable system, or streamed live or downloaded later by viewers via the Internet. The equipment recommendations are designed to streamline current work flows,and to make video available through multiple formats: cable TV, Internet, and DVD, which will enable virtually every resident of the FLCC Member Cities to view and participate in local programs, meetings, and community events through the video medium. - 30 - Holly Hansen Consulting • HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 EXHIBIT A - 31 - Holly Hansen Consulting . HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 DROPS TO PUBLIC BUILDINGS LIST EXISTING FRANCHISE NAME ADDRESS Senior Hi h School 6101 Scandia Trail North Centu Jr. Hi h Central Learnin Center 200 SW Fourth St. Southwest Jr. Hi h 943 SW Ninth Street. Columbus Elementa 17345 Notre Dame Street Forest Lake Elementa 408 SW Fourth St. Forest View Elementa 620 SW Fourth St. Scandia Elementa 14351 Scandia Trail North W omin Elementa 25701 Forest Blvd.North District Office 6100 North 210 Street Communi Services Bld . 308 SW 15` Street Ci of Forest Lake Cit Hall 220 North Lake Street Forest Lake Fire De t. 870 Fourth Street Forest Lake Police De t. 220 North Lake Street Forest Lake Senior Center 767 SW Fourth Street Forest Lake Townshi 21350 Forest Blvd. Scandia Cit Hall/Communit Sr. Center 14727—209 Street Columbus Ci Hall 16319 Kettle River Rd. SUGGESTED ADDITIONS FROM FOCUS GROUPS Forest Lake Area Athletic Assoc. Forest Lake Fire De t new Future Forest Lake Ci Cam us Lakes International Lan ua e Academ North Lakes Academ North Lakes Public Works Scandia Fire Station Scandia Public Works Schumacher Field St. Peter's Catholic School - 32 - Holly Hansen Consulting . HoIIyMHansenCa�comcast.net • 612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 EXHIBIT B - 33 - Holly Hansen Consulting • HoIIyMHansenCa�comcast.net •612.207.8709 FOREST LAKE CABLE COMMISSION Report: PEG Needs Assessment 7-17-2012 PROGRAM ORIGINATION SITES EXISTING FRANCHISE NAME ADDRESS Senior Hi h 6101 Scandia Trail North Centu Jr. Hi h now Central Learnin Center 200 SW Fourth St. Southwest Jr. Hi h 943 SW Ninth Street. Columbus Elementa 17345 Notre Dame Street Forest Lake Elementa 408 SW Fourth St. Forest View Elementa 620 SW Fourth St. Scandia Elementa 14351 Scandia Trail North W omin Elementa 25701 Forest Blvd.North District Office 6100 North 210t Street Communi ServicesBld . 308 SW ISt Street Cit of Forest Lake 220 North Lake Street Forest Lake Fie De t. 870 Fourth Street Forest Lake Police De t. 220 North Lake Street Forest Lake Senior Center 767 SW Fourth Street Forest lake Townshi 21350 Forest Blvd. SUGGESTED ADDITIONS FROM FOCUS GROUPS Columbus Ci Hall Forest Lake Area Athletic Assoc. Hi h School football field Lakes International Lan ua e Academ Lakeside Park Pavilion North Lakes Academ Scandia Cit Hall/Communit Center Scandia Fire Hall Schumacher Field - 34 - Holly Hansen Consulting • HoIIyMHansenCa�comcast.net • 612.207.8709 Holly Hansen Consulting � � � � July 19,2012 � � � � � � � � � � � • � � � � i � � l� � a Farest Lake Cable Commission � � Lakes Area Television Studio 24260 Greenway Avenue North, Suite C Forest Lake,MN 55025 Re: Follow Up: EG Access Review Dear Commissioners: This letter is to follow up on a couple of the items we discussed last evening during my presentation of the PEG Access Review Report. The following items are part of the Needs and ]nterests and should be included as items to discuss with MidContinent in your franchise negotiations: l. Digital PEG Channels: The PEG channels should be added to the digital tier of service in addition to their position(Channels ]0 and 20)on the lowest tier of service. In either case,the quality of the PEG channels should be of the same signal quality as the broadcast channels. 2. The three analog PEG channels(2 active channels&one inactive channel)should each occupy 6 MHz. of bandwidth. The FLCC should maintain this amount of bandwidth for use in analog, digital,HD,VOD,and other applications that might arise in the future. 3. The Library and County Service Center should be added to the list of drops to Public Buildings. The FLCC can consider if they would also like to add this location to the Program Origination Site List. 4. The Tightrope Playback System that is recommended can interface with TV Guide,which would enable LATV-l0 and Ranger-20 programs to be listed. It needs to be determined how this function can interface with MidContinent's system. 5. The City Halls may need more than the$2,000 audio budget per city hall that is allocated in the PEG Report. The FLCC has the authority to increase this amount and ask for a larger capital budget in its negotiations with MidContinent. 1 hope this is helpful in addressing the questions that arose regarding these aspects of the PEG Report. I very much enjoyed meeting with all of you last evening,and if can be of further assistance, please let me know. Sincerely, �k- n� cc Brian Grogan 5440 Vernon Avenue South #131 • Minneapolis, MN 55436 • 612.207.8709 •hollymhansen@comcast.net 7/18/12 11:43 AM Sarah: Pursuant to our telephone conversation I understand there is some concern among the Forest Lake Cable Commission members regarding the continuation of the Commission in its present form. It is not entirely clear to me the motivations for one or more of the cities considering withdrawal from the Commission but I would like to emphasize a few of the concems that may arise should the Commission choose to disband. The Commission is involved in a needs assessment process related to Midcontinent's request for renewal of its cable television franchise. One of the primary purposes of the Commission is regulation of the franchise cable operator— Midcontinent. Under Minnesota State law Midcontinent needs a franchise to provide cable services in each of the cities. The Commission has attempted to address Midcontinent's request for renewal by undertaking a very cost effective renewal process designed to review the cable operator's past performance under the existing franchise and the future needs and interests of each of the three cities so that they can be addressed in a new franchise. To the end, the Commission has already commenced a franchise fee review to determine if Midcontinent and its predecessor, US Cable, correctly remitted franchise fees to the Commission and its member cities. The results of this franchise fee review could uncover underpayments that would assist the Commission in its financial situation. The Commission has also contracted with a local community programming expert to prepare a written assessment regarding the various equipment needs to provide a high quality studio facility for the benefit of the three cities and it their residents. This report has already been prepared and identifies a number of capital requirements which can be addressed during renewal negotiations with Midcontinent. These are commitments that Midcontinent would be required to address in addition to the 5% franchise fee required under state and federal law. If the Commission were to disband it is likely that the negotiation leverage of each of the cities would be reduced. There is an advantage to working with a cable commission because you will end up with the same regulatory requirements under the franchise governing all of the communities, the communities can pool their resources to provide greater community programming options at a more affordable cost and the costs incurred to conduct the renewal negotiations can be shared among the parties. If the Commission's member cities choose to disband in the middle of this renewal process it will likely render the needs assessment report prepared by the Commission moot because the report is prepared on behalf of the entire Commission, not any one individual city. In addition, Midcontinent, rather than negotiating with the Commission would negotiate directly with each individual city to secure franchise renewal. Midcontinent has already presented the Commission with its version of a cable franchise which is a very one sided document drafted to the benefit of Midcontinent with very little prote�tion for the about:blank Page 1 of 2 7/18/12 11:43 AM member cities or cable subscribers residing within those cities. While the cities certainly could share information it is likely that Midcontinent would benefit from the break-up of the Commission similar to the old adage "divide and concur." I hope this information is responsive to the questions you raised during our telephone conversation. If 1 can provide additional information or assistance please feel free to contact me. Very truly yours, Brian Brian T. Grogan ,�?����r�;�,�-����L�F,v Moss&Barnett Ph: E12-877-5340 Fx: 612-877-5031 www.moss-barnett.com The informarion contained in this e-mail message and any attachments is proprietary and intended only for the confidential use of the designated recipient named above. 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