TO: President Pete Sprague

Members of the Assembly

FROM: Linda Murphy, Borough Clerk

DATE: June 6, 2003

SUBJECT: Purchase of Digital Recording System for Assembly Chambers

As the Assembly is well aware, the existing assembly chambers recording system is beginning to show its age. The wireless microphones cut in and out and the hardwired microphones on the dais fail to pick up speakers who do not talk directly into them. We sometimes have feedback problems. Digital output is needed for audio streaming and for high quality radio broadcast. Ours is an analog system.

Deputy Clerk Sherry Biggs and I have been seeking input from other municipal clerks from around the state and the nation as we travel to various conferences and trade shows. Johni Blankenship has conducted an Internet search for available systems that will meet the needs of the assembly, school board and planning commission. The one system that seemed most promising was FTR Gold, a computer-based digital recording system that is being used in courtrooms across the nation, including Alaska. This system was originally developed for use in a courtroom setting, but is rapidly becoming the system of choice for municipalities.

In April, representatives of FTR Gold and its west coast distributor, N. W. Judicial Technologies, conducted an online demonstration attended by the Clerk's Office staff and representatives of the School District, Planning Department and MIS Department. The system produces a digital recording stored on a CD or server. Each CD can hold 20 hours of audio and can be bookmarked for easy retrieval. Additional CD's can be produced in a couple of different formats for distribution to the public. A CD saved in the FTR format requires a computer for playback and access to the Internet to acquire the free downloadable "FTR Player Plus." The software also has a "save to format" function that makes it possible to create a CD that can be played in any CD player. Eventually, we hope to link the stored recordings of all meetings, including committees, to our website so that anyone can download a previously recorded meeting.

MIS Director Bob Jones and his staff are currently working with the software company to assure that the audio output will meet their needs for realtime audio streaming. Most of his questions have been answered and his staff is now contacting a list of referrals who are using the system for audio streaming. If, for any reason, Mr. Jones is not satisfied that this system will meet his needs, we will request that the resolution be pulled from the agenda.

Purchasing Director Mark Fowler has conducted his own research into the availability of this system and the various compatible sound system components and has concluded that this purchase meets all of the code requirements for a sole source purchase. There are no local businesses authorized to distribute the software, and it is important that we purchase a fully integrated system from a well established, reliable vendor.

I have attached a copy of the proposal we received from N. W. Judicial Technologies. The components listed will provide a complete system for Assembly Chambers, stand alone smaller systems for the conference rooms (for committee meetings) and a portable system for meetings off-site. Included in the proposal are a new mixer and amplifier for assembly chambers. If an onsite inspection reveals that the ones currently in place are compatible with the other components of the new system, we will not have to replace them and the proposal will be reduced by approximately $4,400. I believe, however, that these two components are part of the problem we are now experiencing with sound quality.