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14 - PUBLIC, EDUCATIONAL, & GOVERNMENTAL ACCESS CHANNEL (PEG) AND PUBLIC INFORMATION OFFICER (PIO)Item No. 14 memorandum TO: City Council John Godwin, City Manager FROM: Gene Anderson, Finance Director SUBJECT: PUBLIC, EDUCATIONAL, & GOVERNMENTAL ACCESS CHANNEL (PEG) AND PUBLIC INFORMATION OFFICER (PIO) DATE: October 9, 2015 BACKGROUND: Historically cable franchises were granted by local governments where a fee was collected for the use of the city's right -of -way. In 2005, the state legislature allowed cable companies to bypass local control by setting up a state - issued certificate of franchise authority. In the City of Paris' case, the cable company did not invoke their right to a state issued franchise until the local franchise expired at the end of 2009. At that point, the state franchise legislation applied to the City of Paris. In addition to the 5% franchise fee allowed under the state franchise fee, the City could also collect a I% fee for the purpose providing public, educational, and governmental programming to citizens. While the State law imposed no restrictions on the type of expenditures made from PEG funds, federal law dictates that this 1% fee can only be spent for capital items. Under the state franchise, the City can require Suddenlink Communications to provide the City with up to 2 PEG channels. The City would be required to provide at least 8 hours of programming each day on a PEG channel. STATUS OF ISSUE: Beginning in 2010, the City opted to collect this 1% fee for PEG purposes. Information accompanying this memo outlines potential uses of a City PEG channel. The underlying motivation for PEG channels is the transparency and easy access to local government. BUDGET: The PEG franchise fee will more than provide all of the equipment needed for the City to develop its own programming. Funding for one full time employee and other operational expenses would have to be provided for by the City. RECOMMENDATION: City staff is seeking the Council's direction regarding the setup and operation of a PEG channel for the City. Benefits of Public Information Officer & PEG Channel • PEG channel with programming to include: • Televise all city council meetings • Live on PEG Channel • Live Streaming • Recorded replays on PEG channel • On- demand internet viewing • Televise meetings of selected Boards and Commissions • Provide location and telecast candidate forums prior to elections • Provide public education concerning upcoming bond elections • Produce Fact - sharing programming for large projects (water /sewer & street projects) • Human interest videos — "Day in the Life of a Parks Department Employee" type programs • Informational videos provided by State and Federal Government Agencies • Promotional material for events and programs with connections to local government (Pumpkin Festival, Summer softball leagues, Keep Paris Beautiful, and swim meets) • Short educational segments • Safety Tips • Fire Prevention • Building in a Historic District • City Codes and Ordinances • New additions to Public Library offerings • Sports and Recreational Opportunities • Programming examples • Las Vegas, Nevada - https: / /www.youtube.com /user /KCLVChannel2 • Hot Spring, Arkansas • Expand use of website to promote easier access to information, citizen participation and increase transparency. o Expand use of additional modules from CivicPlus • News Flash • Allows users ability to search previous news releases • Users can sign up to receive notification of new posts • Central source of information from street closings to major events • Notify Me • Users subscribe to lists in order to receive information of interest to them o Some modules may be option for replacement of 3rd party products in use now with potential cost savings • Agenda Center • Could replace Laserfiche in regard to agenda postings • Provides one location for all meeting information following meetings as video links and minutes are all accessible with the agenda. • Forms • Most forms online currently are PDF file and must be printed and filled out. Forms module allows online submission of information that is directed to the appropriate department and employee(s) • Jobs • CivicPlus offers online application and many other features for HR use o Explore decentralized web team concept for updating site. • Each department assigns web team member to update the departmental area of the website • City Webmaster ensures information is kept up to date through regular contact with web team members o PIO acts as webmaster to maintain "best practices" and consistency of design across entire site. • Expand use of Social Media outlets to keep citizens informed of events and activities in less formal format. • Proactively issue all press releases • Research, recommend, coordinate and promote Paris' participation in opportunities like National Mayors Challenge for Water Conservation www.mvwaterpledge.com and Mayor's Day of Recognition for National Service http: / /www.nationalservice.gov /special - initiatives /mayors -day • Build relationships with local and regional media representatives o Submit story ideas with collateral information and materials • Proactively submit news story ideas • Human Interest stories related to city employees, departments or activities • Update on regular projects underway • Regional media is typically understaffed and appreciative of pre - prepared materials and data. • Establish online library of support documents, photos and video for easy download by reporters. • Record sound bites and on- camera statements in -house and submit to media outlet • Assists reporters by increasing their productivity • Reduces need for regional news outlets to send reporters to Paris • Provides news content that wouldn't likely be included otherwise • Publish e- magazine at least twice per year with articles about programs and activities of city departments. http://www.citvhs.net/Archive.aspx?ADID=141 • Publish quarterly employee newsletter sharing achievements, ideas, and activities across all departments. http://www.citvhs.net/Archive.aspx?ADID=137 • Establish "Action Line" for citizens to leave recorded messages — PIO assists callers or forwards to appropriate department for action and tracks response to ensure resolution for citizen. • Work with all departments to ensure materials such as brochures, forms and documents adhere to design standards and utilize photos and other material subject to copyright laws only with permission. • Publish city services guide for citizens without access to information via internet. o http: / /www.cityhs .net /DocumentCenter /View /2783 Current balance in the PEG Fund is $330,000 and PEG fees collected are approximately $60,000 per year. Estimated operating expenses are also estimated to be $60,000 per year.