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Home My WebLink About2D, Online City Video Tour lt ,- REN.�HILLS Request for Council Action 2D J Prepared By: Jill Hutmacher, Community Work Session Date: May 21, 2012 Development Director Online City Video Tour Budgeted Amount: Actual Amount: Funding Source: NA NA NA Discussion Topic: 1. How do Councilmembers feel about posting advertising on the website? 2. Do Councilmembers have any objections to allowing CGI to request sponsorships from local businesses? 3. Does the City Council want to direct staff to negotiate an agreement with CGI Communications for Council consideration? If so, does the Council have direction on specific issues which should be addressed in the contract? Supporting Documents: 1. Memorandum dated May 21, 2012, from Jill Hutmacher, Community Development Director. 2. Sample contract provided by CGI. 3. Sample letter provided by CGI. lt ,- REN HILLS MEMORANDUM DATE: May 21, 2012 TO: Honorable Mayor and City Councilmembers FROM: Jill Hutmacher, Community Development Director �711 SUBJECT: On-line Video Tour Backiwound At a recent National League of Cities conference, a Councilmember spoke to representatives from CGI Communications (CGI). CGI offers to make free video tours for cities to post on their websites. The video tours can be used as an economic development tool and to promote the City to potential businesses and residents. CGI Communications In order to get a better understanding of the product that CGI offers and its relationship to municipalities, City staff has contacted other cities in the metro area who have worked with CGI and has reviewed a sample contract provided by CGI (attached). Following is a summary of the CGI on-line video project. • CGI provides on-line videos at no cost to cities, and CGI sells sponsorships (advertising) to local businesses. The sponsors' logo and e-mail links are displayed on the City's video tour page. CGI keeps all advertising revenue. • CGI requires the Mayor to sign a letter to local businesses asking them to consider sponsorships. (A sample letter was provided by CGI and is attached). The City can edit the letter to clarify that the City is not asking for a contribution and that whether businesses choose to be a sponsor is entirely their decision. • In several cities that have participated in CGI's program, staff has received a few calls from businesses either upset by strong-armed sales pitches from CGI, or simply calling to ask staff whether CGI is legitimate. In all of the cities that have been contacted, these issues have been resolved, and have not created lingering problems or ill-will with the business community. City of Arden Hills City Council Work Session Meeting May 21, 2012 Page 1 of 3 • The video tour usually includes approximately six one-minute individual videos with topics including a welcome, quality of life, education, housing and relocation, parks and recreation, and economic development(or business and industry). Cities can choose what is featured in each video, for example the City can highlight specific parks, City facilities, or businesses. • CGI provides a videographer, draft script, professional voiceover, background music, and all aspects of video production and editing. The City may edit the draft script and video and must provide final approval. Of the cities contacted, staff commented that the script provided by CGI tends to be rather generic. If the city wants the videos to be unique to the community, significant staff time must be devoted to editing. • The duration of the contract with CGI is three years. After the contract period, CGI will update the video tour at no cost to the City and enter into another three-year contract term. • Generally cities have been pleased with the results and reported positive working relationships with CGI. Examples of the on-line video tours created by CGI Communications can be found on the home pages of the following cities: Brooklyn Park- http://www.brooklynpark.org Coon Rapids - http://www.ci.coon-rapids.mn.us/ Hastings -http://www.ci.hastings.mn.us/ Concerns Through discussions with staff in other cities and a review of CGI's sample contract, staff has identified the following concerns: • CGI's sample contract requires a home page link no smaller than 149 by 181 pixels, which is likely too large for the City's new website design. CGI has indicated that it can be flexible with the size and design of the home page link. • Depending on project timing and how it coincides with the website development schedule, it may be difficult to designate significant staff time to editing the script and video to ensure that the script is unique to Arden Hills and that stock video footage is not being used. Assistance from the Communications Committee may be necessary in the event that the CGI project overlaps with final website development. • The City may specify which features should be highlighted in the videos. For example, the City should specify which residential streets, businesses, parks, views, etc should be filmed. Without such specificity, CGI may fill in with stock video. If the Council chooses to move forward with the CGI project, staff would appreciate Council input on what specifically should be featured. City of Arden Hills City Council Work Session Meeting May 21, 2012 Page 2 of 3 • The CGI proposal requires the City to allow advertising to be placed on the City's website. This would require a City Council policy decision. Committee Feedback In preparation for the City Council work session discussion, staff requested feedback on the CGI proposal from the Economic Development Commission, Communications Committee, and the Website Ad Hoc Committee. The EDC was generally supportive of the CGI proposal. Given the investment that the City is making in the website, the EDC felt that it was important that any home page graphic be designed and sized appropriately. The EDC also suggested that the letter to businesses must clearly state that businesses are under no obligation to purchase sponsorships. The Communications Committee discussed the CGI proposal as well. A committee member expressed interest in the project and a willingness to help with editing the script and video. The Website Ad Hoc Committee felt that the video tours could be a positive addition to the City's website if CGI could be flexible with the design of the home page graphic. City Council Discussion Questions 1. How do Councilmembers feel about posting advertising on the website? 2. Do Councilmembers have any objections to allowing CGI to request sponsorships from local businesses? 3. Does the City Council want to direct staff to negotiate an agreement with CGI Communications for Council consideration? If so, does the Council have direction on specific issues which should be addressed in the contract? City of Arden Hills City Council Work Session Meeting May 21, 2012 Page 3 of 3 uommunny viaeo 1 ourrsooK Agreement Name: CGI Communications, Inc. Title: 130 East Main Street, 8th Floor Address: 1245 West Highway 96 Rochester, NY 14604 City, State, Zip: Arden Hills, MN 55112 (800) 398-3029 phone Phone: 651-792-7819 (866)429-8611 fax Email: jill.hutmacher @ci.arden-hills.mn.us Website: www.ci.arden-hills.mn.us This agreement is between CGI Communications,Inc. and the City of Arden Hills,MN and shall remain in effect from the date it is signed by both parties until the third anniversary of the date that the completed and approved Community Video Program is made available for viewing via a link on the www.ci.arden-hills.mn.us website homepage for viewer access. This Agreement shall automatically renew at the end of its term for a successive three(3)year period unless either party gives written notice of its intention to terminate or modify at least sixty (60) days prior to the end of the current term. Any termination or modification of this Agreement shall not take effect until the expiration of the current term. CGI Communications,Inc.and its eLocalLink division shall provide a Community Video Program as follows: • Website Welcome video from your Mayor or other civic leader and an Education,Quality of Life, and Real Estate/Relocation video (approx. 1 minute in duration) • Up to 4 additional videos to showcase various aspects of your community and/or organization (providing a total of 4 minute community highlight videos) • Script writing and video content consultation • A videographer will come to your location to film videos • All aspects of video production and editing,from raw footage to final video including professional voiceovers and background music • Final draft of Community Video Program content subject to your approval • Patented OneClickTm Technology and encoding of all videos into multiple streaming digital formats to play on all computer systems, browsers,and Internet connection speeds; recognized player formats include WindowsMedia®and QuickTime® • Store and stream all videos on CGI's dedicated server • Business sponsors allowed on the perimeter of video panels • Duration of sponsor participation will be one year and eLocalLink is solely responsible for annual sponsorship fulfillment including all related aspects of marketing, production, printing, and distribution • Viewer access of the Community Video Program from your website shall be facilitated by eLocalLink providing HTML source code for graphic link to be prominently displayed on the WWw.ci.arden-hills.mn.us website homepage as follows: "Coming Soon"graphic link designed to coordinate with existing website color theme to be provided within 10 business days of execution of this agreement;"Video Tour Book"graphic link to be provided to replace the"Coming Soon"link upon completion and approval of videos • eLocalLink will own copyrights of the master Community Video Program • The City of Arden Hills will assume no cost or liability for this project Program Add-On: • Encoding, hosting,and streaming of additional 5 minutes of video per month. Finished video content will be provided to CGI by the City of Arden Hills • SmartTrackT""measurement and trackability The City ofAnytown,state shall provide the following: • A letter of introduction for the program on your organization's letterhead • Assist with the content and script for the Community Video Program • Agrees to give eLocalLink the right to use organization's name in connection with the preparation,production, and marketing of the program set forth herein only • Agrees to display the"Coming Soon"graphic link prominently on the www.ci.arden-hills.mn.us website homepage within 10 business days of receipt of HTML source code • Agrees to display the"Video Tour Book"link to be no less than 149 by 181 pixels prominently on the www.ci.arden-hills.mn.us website homepage for the term of this agreement • In the event contract signatory changes,the City of Arden Hills agreement shall remain valid until the agreed upon expiration date • Exclusive streaming video rights for eLL,along with any of its parent companies, affiliates,successors and assigns, including but not limited to, CGI,CVN and relocate.org to stream all video content on its/their"Community Video Network" • The City of Arden Hills represents and warrants that any and all photographs,videos, and other content it submits to us for use in any video or other production does not infringe on any third party's copyrighted material,trademark or other intellectual privacy or publicity rights and shall defend and indemnify us from any such claim or action This Agreement constitutes the entire agreement of the parties and supersedes any and all prior communications, understandings and agreements,whether oral or written. No modification or claimed waiver of any provision shall be valid except by written amendment signed by the parties herein We,the undersigned, understand the above information and have full authority to sign this agreement The City of Arden Hills, MN CGI Communications,Inc. Signature: Signature: g Name(printed): Name(printed): Nicole Rongo Title: Title: Vice President of Marketing Date: Date:5-14-2012 Dear Arden Hills Business Owner: The City of Arden Hills is excited to announce the launch of a new program that we feel will have a significant impact on the promotion of our wonderful community. We have entered into a three year agreement with CGI Communications to produce a series of streaming online videos highlighting all our community has to offer its residents, visitors, and businesses. CGI is a leader in online marketing solutions, working with thousands of communities and businesses nationwide. With an easily viewable interface on the official city website www.ci.arden-hills.mmus, their video showcase will engage viewers in learning more about area attractions, economic development opportunities, quality of life, and so much more. The City of Arden Hills is dedicated to highlighting the advantages of living and working in our community, and we feel that this program can do just that! In addition, CGI will be contacting members of our local business community to offer participation in the program, as well as an opportunity to learn more about CGI's innovative new digital media products for businesses. We encourage you to consider supporting the program, and learning more about all that CGI has to offer. Sincerely,