HomeMy WebLinkAbout2016-10-24-minutes-it-study-sessionCOMMISSIONERS' MINUTES
KITTITAS COUNTY, WASHINGTON
BOCC CONFERENCE ROOM
REGULAR MEETING – IT STUDY SESSION
Monday 11:00 am October 24, 2016
Board members present: Chair Obie O'Brien, Vice-Chair Paul Jewell, Commissioner Laura Osiadacz
Others: Jim Goeben, IT Director
Regular Meeting Commissioners
Call to Order: 11:07 AM
Streaming Agenda Sessions to the Internet
Mr. Goeben reviewed the streaming agenda session project and costs.
Board direction: The board approved the purchase of AV Capture All and hardware outlined in the
project recommendation and asked Mr. Goeben to include the ongoing software subscription in the IT
budget for 2017.
Other business
Mr. Goeben updated the board:
• IT Retreat
IT will be closed 10/27 for a retreat at the KVEC. Emergencies only will be addressed that day.
Adjourned: 11:22 AM
KITTITAS COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
_______________________________________ _____________________________________
Jim Goeben, IT Director Obie O'Brien, Chairman
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Kittitas County Information Technology
Project Request
Title: Live Streaming Agenda Sessions
From: Jim Goeben, IT Director
To: Board of County Commissioners
Date: 8/19/2016
Description: Estimate costs for using AV Capture All for streaming video/audio of agenda sessions
to the Internet and retain for required retention period
Type of Request: Value add (process improvement, business opportunity)
Live Streaming Agenda Sessions
In the 7/11/2016 IT Study Session the board asked IT to report back on adding FTR audio to the public
website and all costs associated with using AV Capture All (AVCA).
All equipment for fixed placement in Auditorium
Mobile equipment for Armory and UDC
Labor for after‐hours running cameras
Annual costs (recurring)
One‐time costs
Maintenance
Replacement
Meetings
The board estimated the following meetings and hours needed to be streamed and stored.
Meeting Hours recorded Meetings/year Total hours/year
Agenda 1 24 24
Public Hearings 2 24 48
Planning Commission 2 12 24
Hearings Examiner 2 12 24
PW/CD Study Session 1.5 24 36
Board of Health 2 12 24
Budget 1 10 10
Other 1 50 50
Total 240
Assumptions
One camera with wide angle to capture board and speaker/presenter
Minimal need for camera operation (no pan, tilt, zoom during recording)
Retain records for 7 years (5GB/hour, 240 hour/year, x7 years = 1680 hours, 8.4TB)
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Up Front Costs
Storage
Synology storage array, 5 bay, 5 ‐ 4TB drives, RAID 6 (12 TB usable), ~ 2400 hours .............. $3,250
Note: This is a single storage option with no onsite backup. The storage array is
in a RAID configuration so there is a low likelihood of lost data (a drive can fail
with no date loss). A copy of the files will reside on AVCA cloud servers.
Auditorium Permanent Installation
Camera (1080p, PTZ) ............................................................................................................... $1,000
Cables (USB) ................................................................................................................................. 200
Computer (encoder; min. spec by vendor; new FTR/agenda computer) ................................. 1,200
Mobile Capability – KVEC, Upper District, and Other
Camera (1080p, PTZ) ............................................................................................................... $1,000
Cables (USB) ................................................................................................................................. 200
Mic, MXL Ambient ........................................................................................................................ 150
Tripod ............................................................................................................................................. 50
Laptop computer (encoder; min. spec by vendor; IT loaner) ................................................... 1,800
Total (not including computers) .......................................................................................... $4,050
Computers from rotation budget ........................................................................................... $3,000
Recurring Costs
Software
AVCA subscription ($400/monthly) ..................................................................................... $4,800
Hardware
Computers replaced every 4 years, other equipment replaced every 6 years.
Installation
Auditorium
USB camera on back wall focused on bench and podium connected to agenda computer on bench. AVCA
installed on agenda computer. FTR and camera used by AVCA to stream meeting. County staff can view
live stream on the agenda computer with the option to tag the agenda with video location markers.
After the streaming, staff will download the recording to a county server for records retention.
Mobile
A laptop that meets specs (could be an IT loaner or Julie/Mandy’s laptop which they use as their primary
desk computer) is connected to the Internet. The clerk/staff connects the USB camera on a tripod and a
USB mic to the laptop, focuses both on the board and presenter and uses AVCA to stream the meeting
as is done in the auditorium.
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FTR Audio on Public Website
IT staff has worked with BOCC staff in the past on a process to upload to the public website FTR audio of
agenda session.
FTR saves files in a proprietary format, in multiple files (each 5 minutes) per recording.
BOCC staff would have to go into FTR Manager and export the recording to a single MP3 file (a
nonproprietary format) on a network location then attach the file to the agenda.
Users felt this was too many steps so Andrew created a process that queries the agenda dates,
grabs the meeting audio based on the date/time, combines the 5 minute segments into a
compressed file, and adds it to Laserfiche with the applicable Meta data. This automatically
appears on the public website and is working today.
http://www.co.kittitas.wa.us/boc/view‐meeting‐details.aspx?agendaID=6432
Providing FTR files requires the public to download the FTR player, download, unzip, and load
the files into the player.
Recommendation
Have the vendor demonstrate AVCA to the BOCC and their staff. If the software is acceptable, the board
can add the expense to their 2017 budget and IT will purchase/install in January 2017. The public can
watch a live stream or view archived broadcasts from the AVCA website.
Board Direction
Date to the board: 8/22/2016, 11am
Approval: Approved Denied Revised
Addendum
On September 7, 2016 a public meeting was held during which AVCA demonstrated its software to the
board, their staff, and IT.
On September 26, 2016 in an IT Study Session the board asked IT to bring its recommendation to the
October IT Study Session for a decision.
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Recommendation
IT recommends the board direct IT to proceed with purchasing AVCA and the hardware necessary to
stream agenda sessions as outlined in this document. The board will continue to use PAS (internally
developed paperless agenda system) for agenda management. AVCA will be used for streaming and on‐
demand viewing of agenda sessions.
Board Direction
Date to the board: 10/24/2016, 11am
Approval: Approved Denied Revised
g:\projects\streaming agenda sessions\streaming agenda sessions recommend to bocc ‐ avca final.docx