HomeMy WebLinkAboutPR 18694: LAMAR UNIVERSITY OF BEAUMONT, TAPING OF GOVERNMENTAL MEETINGS Memorandum
City of Port Arthur, Texas
Finance Department
To: John A. Comeaux, P.E., Interim City Manager
From: Deborah Echols, Director of Finance
Date: November 7, 2014
Subject: Proposed Resolution 18694
RECOMMENDATION
Proposed Resolution 18694 is submitted to the City Council for approval. This resolution
authorizes the City Manager to enter into a letter agreement with Lamar University to participate in
SETCAST for the period November 11, 2014 to August 31, 2015. This resolution also authorizes
payment for the period of September 1, 2014 to February 1, 2015.
BACKGROUND
The SETCAST program provides broadcasting students with experience while providing tapes of
government meetings to be shown on the government access channel. This agreement covers the
regular meetings of City Council, Planning and Zoning Commission and Construction Board of
Adjustment and Appeals. Lamar will also provide copies of the tapes of the PAEDC meetings.
BUDGETARY EFFECT
Funding for this program will be included in the 2014-2015 Budget, account 001-1003-512.59-00,
M98903. The total cost is $15,740.
cc: O'Brien Stanley
P.R. 18694
11/4/14 AST
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
ENTER INTO A LETTER AGREEMENT IN THE NOT-TO-
EXCEED AMOUNT OF $15,740.00, WITH LAMAR
UNIVERSITY OF BEAUMONT, TEXAS, FOR THE TAPING
OF GOVERNMENTAL MEETINGS. ACCOUNT 001-1003-
512.59-00,M98903
WHEREAS, Lamar University provides broadcasting students with valuable experience
through the SETCAST program; and,
WHEREAS,the citizens of Port Arthur are able to view the conduct of government business
via taped broadcasts of certain public meetings over the government access cable channel; and,
WHEREAS, it is the desire of the City Council to continue participating in this program and
have taped the regular meetings of the City Council, the Planning and Zoning Commission, and the
Construction Board of Adjustments and Appeals; and,
WHEREAS, the Council desires duplicate video tapes of the regular meetings of the Port
Arthur Economic Development Corporation; and
WHEREAS, the current contract with Lamar University expired on August 31, 2014, and
the City Council desires to approve the payment of work performed subsequent to the expiration of
the contract (August 31, 2014) until the commencement of the new contract date (November 11,
2014).
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,
TEXAS:
THAT, the City Council hereby authorizes payment to Lamar University for the work
performed subsequent to the expiration of the contract date (August 31, 2014) until the
commencement of the new contract date (November 11, 2014).
THAT, the City Manager is hereby authorized to enter into the letter agreement with Lamar
University, in substantially the same form as attached here to as "Exhibit A" for a new contract
period of November 11, 2014 to August 31, 2015.
THAT, the purpose of the agreement is to secure the services as outlined in the preamble of
the resolution.
READ, ADOPTED AND APPROVED this the day of November, A.D., 2014 at a
Regular Meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
NOES:
Deloris Prince, Mayor
ATTEST:
Sherri Bellard—City Secretary
APPROVED AS TO FORM:
/ ice_ _
Val Tizeno— ey _
APPROVED FOR ADMINISTRATION:
John A. Comeaux, P.E.
Interim City Manager
APPROVED AS TO THE AVAILABILITY OF FUNDS
iz/xtvaedeege_ --
Deborah Echols—Finance Director
001-1003-512.59-00; M98903
Z:\Finance\Resolutions\Resolutions\Lamar Setcast.doc
EXHIBIT "A"
Letter of Agreement Between Lamar University and
the Port Arthur City Council for the Taping of Port Arthur City Meetings
The Lamar University Department of Communication will provide video production services to the
Port Arthur City Council for the production of videotapes of each regular meeting of the Port Arthur
City Council, Planning and Zoning Commission meetings and Construction Board of Adjustments
and Appeals meetings from September 1,2014 to August 31,2015.
The services provided by the Lamar University Department of Communications for the Port Arthur
City Council shall include, but not be limited to,the following:
a) The videotaping of each regular meeting of the City Council, Planning and Zoning
Commission meetings and Construction Board of Adjustments and Appeals meetings from
November 11,2014 to August 31,2015.
b) Any post production work needed to broadcast the videotapes.
c) The delivery of the videotapes to the proper site for their broadcast.
d) Supplying all equipment and supplies needed to produce videotapes of the meetings.
e) DVD copies of all City Council meetings, Planning and Zoning Commission meetings and
Construction Board of Adjustments and Appeals meetings.
f) Copies of all Port Arthur EDC meeting.
g) Lamar University will make a good faith effort to attend all unscheduled meetings.
The Port Arthur City Council will provide:
a) A schedule of and agenda of all City Council meetings, Planning and Zoning Commission
meetings and Construction Board of Adjustments and Appeals meetings to the Lamar
University Department of Communications.
b) A location in the meeting room for the camera operator to setup the equipment needed to
tape the meeting.
c) An Audio outlet for the camera operator to plug into the meeting room sound system.
d) A six-month advance payment of $7,870.00 will be paid to the Lamar University
Department of Communications for video production services provided from November
11, 2014 to February 28, 2015. Another six-month advance payment of$7,870.00 will be
paid to the Lamar University Department of Communications for video production
services to be provided from March 1, 2015 to August 31, 2015. The first six-month
payment is to be made on or before October 30,2014.
e) A payment of$350 per unscheduled meeting, which includes Youth in Government Day,
Special Meetings of the City Council, and other events as designated by the City Manager,
City Attorney, City Secretary, or Mayor.
f) The City reserves the right to terminate this contract with ninety(90) days notice.
William M. Spears John A. Comeaux,P.E.
For Lamar University Interim City Manager- City of Port Arthur
Date Date
Lamar University INVOICE
Department of Communication -SETCAST
P.O. BOX 10050
Beaumont,TX 77710 INVOICE #1012
Phone 409-880-8155 Fax 409-880-8760 DATE: OCTOBER 11, 2014
TO: FOR:
City of Port Arthur— Deborah Echols SETCAST tapings of Port Arthur city meetings. See description,
P.O. Box 1089 below.
Port Arthur, TX 77641
Deborah Echols— Director of Finance
FAX (409) 984-5463
PHONE- (409) 983-8174
DESCRIPTION AMOUNT
Videotape PACC meetings, Planning &Zoning meetings, and Construction Board meetings from
9/1/14 to 2/28/15. Make copies of all above meetings (including PAEDC meetings).
7870.00
TOTAL 7870.00
Make all checks payable to: Lamar University Department of Communication
Payment is due within 30 days.
If you have any questions concerning this invoice, contact O'Brien Stanley at 409-880-8155