Date: August 11, 2015

Transcription

1 Date: 4. f) To: Mayor Mary Smith and Council Members From: Michelle Thornton Deputy Treasurer, I.T. Coordinator Subject: Live Streaming of Council Meetings Status: For Direction Recommendation That the report of the Deputy Treasurer, I.T. Coordinator entitled Live Streaming of Council Meetings be received for information; and That Council endorse implementing live streaming; and That staff commence with next steps that include relevant policy updates/amendments and finalize cost quotations for inclusion in the 2016 budget to facilitate live streaming as soon as possible in 2016 that will include the following features and be WCAG 2.0 Level AA compliant: - One wide angle fixed HD camera (one-time cost, plus future replacement) - One codec device capable of compressing media data into suitable formats and sizes for web viewing (one-time cost, plus future replacement) - A dedicated computer with appropriate add-ins to support the streaming requirements (one-time cost, plus future replacement) - Related studio software (one-time cost, plus future upgrades) - Wired Ethernet connection (one-time cost, plus future replacement) - Closed captioning software (one-time cost, plus annual fee unknown at this time) - Hosting services that include: streaming, archiving, indexing for ease of accessing specific agenda items, technical support and analytics (annual cost operating cost) Information Background: At the June 30, 2015 regular meeting of Council, the following resolution was approved. Resolution No Livestreaming Council Meetings Councillor Gerry Herron - Deputy Mayor Sherry Senis - Whereas transparency is paramount, and communication is vital between the Township of Selwyn Council and its residents; and

2 Page 2 of 7 Whereas livestreaming is proven to be an effective form of communication by affording the opportunity of broadcasting Council meetings live to residents of Selwyn; Now Therefore Be It Resolved staff investigate the cost and bring back a report to the August Council meeting. Staff has completed an initial investigation into Live Streaming and brings forward this report for Council information and consideration of next steps. Live streaming is a method of providing video over the internet in real time to anyone who has high-speed internet access. The video stream can then be saved and archived allowing those with internet access the ability to view recordings at their convenience. Live Streaming Details: In reviewing a number of vendor offerings, and investigating how several municipalities provide similar services, it quickly becomes apparent that there are many methods and technologies available, resulting in large cost variations. The following report sections will review these various offerings that need to be taken into consideration. Video and Audio A camera is required to capture the meeting proceedings in order to convert them to a digital format for streaming. Some municipalities use local cable companies to capture the video and have negotiated the provisioning of the same cable feed for the purpose of archiving and streaming over the internet. This option is not available at the Township office. Therefore, this project will require purchasing and installing video camera(s) and associated equipment. A variety of camera options exist. Video can be captured by one stationary camera, several stationary cameras in various fixed directions (split screen to capture both the front and back of the room), several cameras with switching controlled by a staff member manually, or several cameras controlled automatically. Each method increases quality of service but also increases implementation costs. In addition, cameras can be either standard definition (SD) or high definition (HD). Very few new installations are being done now with SD as the quality of the video can be grainy and HD is becoming the de facto standard. Wireless connections can fluctuate in strength throughout the course of a minute time frame and may even suffer from drop offs. Because of this, it is recommended that the video equipment be connected to the internet through a wired Ethernet connection. This would eliminate the need to limit the use of other WIFI devices during recordings that may conflict with the Live Stream feed.

3 Page 3 of 7 It is expected that the Township s current sound system can be integrated into most applications with the exception of a fully automated solution. The challenge is to limit sound recording to only the person speaking. In other words, any side conversation taking place within the room could be recorded along with the speaker and would be available to anyone watching the video. The goal would be to minimize this by turning off the built-in camera microphone and having a line out from the existing sound system into the computer used to record the meeting. Video Compression/Decompression (Codec) In any streaming solution, a video compression/decompression device is required. Because video files are very large, they become difficult to send over the Internet quickly. The codec device compresses the signal so that those watching the video do not have to wait a long time for the video to load. Only one such device would be required, regardless of the number of cameras being used. This device and related software is typically installed on a dedicated computer. Storage and Internet Bandwidth The amount of storage required to archive video files is very large. In addition, the amount of internet bandwidth required to feed the video stream to the public can also be quite large depending on the size of the video file(s) and the number of concurrent viewers. Based on the typical infrastructure demands for this type of service and the Township s current bandwidth capacity, it is recommended that a 3 rd party service provider be used to store the Township s video files as well as serve them to the public. Numerous companies exist that provide these services with costs ranging from nocharge to several thousands of dollars a month. Costs are based primarily on video size, speed requirements, viewership, storage capacity and if any additional service such as statistical reporting or accessibility is needed. A free service is not recommended as they normally limit video size and are supported by advertisements over which the Township has no control. Archiving and Indexing In order to allow archival viewing of meeting proceedings a method of indexing stored media is required to allow viewers to search for, find, and watch past meetings. This can be as simple as manually posting a link on the Township s web site for each meeting or as sophisticated as having video linked to each agenda item. The more advanced systems provide online search tools to help viewers find items of interest and then provide the means to see the agenda item, any supporting documentation, and the video clip of the actual discussion regarding that item. As can be expected, the cost of the solution increases as more functionality is added.

4 Page 4 of 7 Staff Time Regardless of the solution, a Township staff member will be required during every meeting to operate the equipment, be responsible for the technology, monitoring the Live Feed for quality and to perform other duties associated with the video capture and publishing processes. Following each meeting, staff will be required to convert and upload the video files to the Township s website as well as index the video content to allow for ease of selecting specific agenda items. In addition, staff will also be required to archive, review and respond to any questions from the public that may also result. It is recommended that at least two staff members be familiar with the technology and processes involved which will involve training time. As previously mentioned, there are numerous options to consider. With the summer vacation season in full swing it has been very challenging to obtain information and pricing for comparison purposes from vendors. Recommended Options/Features for Initial Offering of Live Streaming Preliminary findings suggest that using one wide angle fixed HD camera could video Council, some staff and possibly presenters (note the video would record audio from all speakers regardless of whether they were captured in the video image). Pricing is in the range of approximately $1,400 for one camera. A codec device capable of converting HDMI input to a computer costs approximately $1,000. A dedicated computer with the proper add-ins would be approximately $1,000. Depending on the options required, software ranges from $300 to $1,000. Initial closed captioning software is expected to cost $1,200. Staff is still trying to determine if there is an annual software fee for the closed captioning software. Overall initial set-up costs are estimated to be $5,600, plus installation. There are many live streaming features to consider and staff is recommending the following features be included initially which is expected to cost $1,000 annually through a hosting service: Indexing video streams to agendas so that if a viewer wishes to see the discussion on a particular agenda item, they simply click on that item and only that portion of the video stream is presented. Ability to review viewer analytics such as the number of viewers logged on etc Provide WCAG 2.0 (Web Content Accessibility Guidelines) compliant video viewing Ability to view live streamed meetings and archived videos on mobile devices such as tablets and smart phones.

5 Page 5 of 7 Technical support from the hosting company Ability to embed videos on our website, Facebook page and/or Twitter feed Allows up to 100 viewers at one-time Additional features* can be added at a later time that can include: The ability to capture the display of another computer in order to show slides or images made during a presentation. The ability to answer online questions during Question Period. Advanced search capabilities making it easy to find topics of interest across any meeting and to re-play the discussion(s) concerning those items. Ability to incorporate the Township s logo and tag line into the video. Adding additional cameras *These features may add to the annual fee. Other considerations: Live streaming provides opportunities to expand the availability of Council information to our ratepayers. To implement live streaming, the Township must ensure that the streaming process complies with our Procedure By-law, Records Retention policy, Freedom of Information, AODA regulations etc resulting in the following next steps: An amendment of the Township s Procedural By-law identifying the expectations and requirements of video recordings of specified meetings and making them available online. The development of a Policy outlining the following. Defining the types of meetings to be recorded (i.e.: Regular and Special Council Meetings, Committee of Adjustment) Statement that approved written minutes remain the official record of legislative meetings Process if the live feed is dropped during streaming or if live stream technical difficulties arise Method to administer Public Question period in a consistent manner while still allowing for an efficient meeting process if the option of having the submission of online questions is added to the streaming options Protocol to prepare for closed session with respect to Live Stream and Audio Feed Addressing meetings that take place outside of council chambers i.e. exempt from being recorded. Method to upload the video file following each meeting to maintain an official Township record

6 Page 6 of 7 Statement that while an official electronic file is uploaded following meetings, that video files in the public realm on the internet can be altered with no municipal control over alterations Addressing Freedom of Information and developing a process should an individual express opposition to being videoed through streaming Review of the Records Retention By-law and possible amendment to add this type of record to the schedule Signage and statement at the commencement of meetings making presenters and members of the public aware proceedings are being broadcasted, recorded and available on the internet. AODA Ontario Regulation 191/11 requires that public websites be accessible in accordance with WCAG 2.0 Level AA. All video files uploaded to the Township s website must be in compliance by January 1, 2016 (closed captioning and voice enabled). Strategic Plan Reference 1. Foster a healthy, engaged and connected community 2. Achieve excellence in governance and service delivery Financial Impact There is no financial impact by receiving the above for information. Should Council wish to implement live streaming as described in the recommendation, initial capital costs could be approximately $5,600 plus installation costs and tie in with existing sound system. Firm estimates would be required on all components before proceeding. It is proposed that the initial costs be funded from the General Government Technology Reserve and that subsequent replacements/upgrades be included in the Technology Replacement Schedule. Annual operating costs related to the streaming are expected to be $1,000 as proposed and would be charged to meeting costs in the Council cost center in department # 5. This does not include staff time to maintain the system and records. Michelle Thornton Prepared By: Michelle Thornton Deputy Treasurer, I.T. Coordinator

7 Page 7 of 7 R. Lane Vance Reviewed By: R. Lane Vance Manager of Financial Services/Treasurer Angela Chittick Reviewed By: Angela Chittick, Clerk Janice Lavalley Reviewed By: Janice Lavalley Chief Administrative Officer