Overview of Legislature’s Proposed Video Streaming Pilot Project – SB413 Meeting: 10:30PM on Thursday, March 13 in Presentation Materials Prepared by: Terri Clark, Legislative Director of Technical Services and Jim Miller, Legislative CITO ______

Presentation Materials Prepared for: Senate Committee on Federal and State Affairs Chair, Vice Chair, Ranking Minority Member, Senator Senator Senator Oletha Faust-Goudeau Members: Senator Senator Senator Robert Olson Senator Mitch Holmes Senator Jacob LaTurner Senator Staff: Committee Assistant Connie Burns Legislative Research Julian Efird Michael Steiner Revisor's Office Mike Heim Tamera Lawrence

Proposed Presentation: Background: Video Streaming from the Capitol SB413 – Proposed Video Streaming Pilot Project Headlines of the Proposed Video Streaming Pilot Project: Structure and Cost A Committee Room View of Video Streaming A Technical View of Video Streaming from the Committee Room to the Internet The Cost Elements of Video Streaming

Presentation Materials - Table of Contents: page# Lead Sheet including Table of Contents …………………..…………………………………………………………………………….. 1 Overview of Proposed Video Streaming Pilot Project Headlines ………………………………………………………………….…………………………………………………………………………….. 2 Committee Room Camera Layout (Diagram) ….…..…………………………………………………………………………….. 3 Technical Structure for Video Streaming: Committee Room to Internet (Diagram) …….……………….. 4 Cost Estimates for Video Streaming from 4 Committee Rooms ………………………………………………..……….. 5 Notes: What Is Included and What is Not Included …………………………………………………………….……………….. 6

Text of SB 413 ……………………………………………………………………………………………………………………………..………………….. 7 - 8 Text of Fiscal Note Response for SB 413………………………………………………………………………………………..………………..9

Overview of Legislature’s Proposed Video Streaming Pilot Project – SB413 Thursday 13 March 2014

Headlines

 Structure of Proposed Video Streaming Pilot Project

 Includes Outfitting Four Committee Rooms – probable candidates include: o 112-N House Appropriations o 144-S Senate Fed & State, also Education o 346-S Old Supreme Courtroom o 548-S Senate Ways and Means

 Each Committee Room Will Be Set Up With Three (3) Cameras o 1 camera mounted on left wall covering right side of Committee table o 1 camera mounted on right wall covering left side of Committee table o 1 camera mounted on front wall covering conferee station

 Video system will be integrated with existing audio systems in Committee Rooms

 The “live” video stream will show speaker with the “active” microphone

 Access to video stream o Video content will be streamed to the internet using either OITS or a CDN1 o Links from the Legislature’s KLISS website 2 o Key specific URL into your web browser (URL is uniform record locator or web address)

 Costs of Proposed Video Streaming Pilot Project

 Cost: Year 1 (One-Time Implementation plus Year 1 Operations) ……...... ………… $ 177,920 o One-Time Implementation $ 138,000 o Operations $ 39,920

 Cost: Year 2 and Ongoing Years (Annual Maintenance plus Annual Operations) ……… $ 50,390 o Maintenance $ 10,470 o Operations $ 39,920

 Cumulative Two Year Total Cost of Pilot Project ……...... ………...... $ 228,310

 Cumulative Five Year Total Cost of Pilot Project ……….....……………..………………..…………… $ 379,480

1 CDN, content distribution network, is a service provider that makes video content accessible on the internet. 2 URL, uniform record locator, is commonly referred to as a web address, e.g., http://www.kslegislature.org/li/

c:\users\cburns\appdata\local\microsoft\windows\temporary internet files\content.outlook\xxt8cqxp\videostreaming_commmtg20140313_v3 (2).docx Page 2 Overview of Legislature’s Proposed Video Streaming Pilot Project – SB413 Thursday 13 March 2014

Committee Room Camera Layout

camera #3

mic mic mic mic mic

mic mic

mic mic mic mic

Staff

mic mic mic mic Table

mic mic mic mic

mic mic

camera camera #1 #2 mic Conferee Podium

COVERAGE AREA OF CAMERA #3

GALLERY

c:\users\cburns\appdata\local\microsoft\windows\temporary internet files\content.outlook\xxt8cqxp\videostreaming_commmtg20140313_v3 (2).docx Page 3 Overview of Legislature’s Proposed Video Streaming Pilot Project – SB413 Thursday 13 March 2014

Technical Structure for Video Streaming: Committee Room to Internet Function . Location and Equipment

Camera records video in committee Committee Room Set Up : -- 3 Camera set up with the live camera room. set to active microphone Existing audio system captures audio. - 1 angled to committee table left - 1 angled to committee table right - 1 on Conferee -- Kill switch Video Encoder receives video and - simple shut down switch audio feeds, encodes them to create - not tied into Capitol security streaming video feed.

Audio System captures audio from Wiring Closet: room microphones, pushes to room -- 1 Video Encoder speakers and video encoder. -- 1 Audio System

System monitoring consists of a pc and monitors displaying system Control Room: status, allows tech to administer -- 1 pc system remotely.

Application Servers host video application, streaming video for Data Center: users in the Capitol. -- 1 application server

OITS Cloud Web Server provides limited bandwidth for public users to Web Server: access streaming video. -- OITS Data Center for Content Distribution Networks (CDN) limited levels of distribution are third party distributors of -- Content Distribution Network for streaming video, i.e. Amazon.com, higher levels of ongoing distribution for a fee.

c:\users\cburns\appdata\local\microsoft\windows\temporary internet files\content.outlook\xxt8cqxp\videostreaming_commmtg20140313_v3 (2).docx Page 4 Overview of Legislature’s Proposed Video Streaming Pilot Project – SB413 Thursday 13 March 2014

Cost Estimates for Video Streaming from 4 Committee Rooms

 Costs of Proposed Video Streaming Pilot Project  Cost: Year 1 (One-Time Implementation plus Year 1 Operations) ……...... ………… $ 177,920 o One-Time Implementation $ 138,000 o Operations $ 39,920  Cost: Year 2 and Ongoing Years (Annual Maintenance plus Annual Operations) ……… $ 50,390 o Maintenance $ 10,470 o Operations $ 39,920

 Fixed Foundation Costs  Fixed foundation costs are those costs that will be incurred whether we implement video streaming in one committee room or four committee rooms and include the cost of: o Hardware: Web server, PC and display for monitoring plus annual maintenance o Software: Sliq software (video management), server license plus annual maintenance o Support staff (cost of 0.5 contractor FTE) o Subscription to CDN (content distribution network)  Fixed Foundation costs for Proposed Video Streaming Project o One-Time Implementation: $ 16,352 o Annual Maintenance $ 2,130 o Annual Operations $ 33,800

 Variable Costs  Variable costs are those costs that are incurred for each Committee Room outfitted with the proposed video streaming capabilities and include the cost of: o Hardware: Cameras, video/audio encoders, kill switch, application server plus annual maint. o Software: Server license plus annual maintenance o Telecomm: Initial wiring, ongoing port fees o Professional Services: Video system and kill switch implementation and configuration  Variable costs for each Committee Room o One-Time Implementation $ 30,412 o Annual Maintenance $ 2,085 o Annual Operations $ 1,530

# of Committee One-Time Cost of Cost of Total Cost Total Cost Rooms Implementation Annual Annual in In Year 2 and Implemented Costs Operations Maintenance Year 1 Ongoing Years 1 46,764 35,330 4215 82,094 39,545

2 77,176 36,860 6300 114,036 43,160

3 107,588 38,390 8385 145,978 46,775

4 138,000 39,920 10470 177,920 50,390

c:\users\cburns\appdata\local\microsoft\windows\temporary internet files\content.outlook\xxt8cqxp\videostreaming_commmtg20140313_v3 (2).docx Page 5 Overview of Legislature’s Proposed Video Streaming Pilot Project – SB413 Thursday 13 March 2014

c:\users\cburns\appdata\local\microsoft\windows\temporary internet files\content.outlook\xxt8cqxp\videostreaming_commmtg20140313_v3 (2).docx Page 6 Overview of Legislature’s Proposed Video Streaming Pilot Project – SB413 Thursday 13 March 2014

Notes: What Is Included and What is Not Included

A) For the pilot project four Committee Rooms will be outfitted with the proposed “three camera” set up with telecomm connections routed into the appropriate wiring closets. The three camera set up has one camera directed at the right side of the Committee, a second camera directed at the left side of the Committee, and a third camera directed at the Conferee. The four likely Committee Rooms in this pilot project, subject to further debate, include:  112-N House Appropriations  144-S Senate Fed & State, also Education  346-S Old Supreme Courtroom  548-S Senate Ways and Means

B) In using three cameras, the video stream will be fed by the camera which is directed at the “active microphone”. This automation will require integration with the capabilities of the existing audio systems in the Committee Rooms. Effective use of the “active mic” approach will require some level of process change management and training of Committee members and staff.

C) Kill switch functionality provides a switch at the Chair’s seat to be activated in case of an “event” in the meeting. 1) This proposal includes a simple, non-integrated switch that will effectively end the video/audio streaming process. 2) A more complex and significantly more expensive switch integrated with the Capitol security system would divert streaming video to the Capitol Police and send a graphic of the Capitol to the internet in place of the live video streaming. This would allow the Capitol Police to view events in a committee room or chamber, while the general public would know their connection was still live but that the meeting video was temporarily suspended. This higher cost, integrated kill switch is not part of the pilot project.

D) This proposed pilot project does not include the following capabilities (the associated cost impact estimates, designated as low, moderate, high, or extremely high, are informed guesses as to the overall cost impact of implementing and operating each incremental capability): 1) Archiving and transcription of video files: cost impact = extremely high. The act of archiving video files creates the need to provide access to these files by those with hearing and visual challenges based upon requirements in the federal ADA law (we are currently researching the relevant statutes within the ADA law to determine the specific requirements). Providing accurate transcriptions of the speech content of Committee meeting video files is very costly and proved to be the factor that shelved the video project the last time it was evaluated (about 4 years ago). 2) Closed captioning of the live video stream: cost impact = high. 3) Lower third graphics: cost impact = moderate. “Lower third graphics” are used to display text information on the actual video feed such as the name and district of the current speaker or a crawler that provides selected info about the subject and/or the current speaker. 4) Integration with KLISS: cost impact = high (incremental to prerequisite #1. Archiving). Integration of streaming video with the KLISS application would provide the ability to relate specific video content to a meeting date, speaker, subject, or any other relevant metadata element and enable access to this video content “on demand”. Note that to do this would require that we archive the video files and drives the need to enable ADA-mandated access.

c:\users\cburns\appdata\local\microsoft\windows\temporary internet files\content.outlook\xxt8cqxp\videostreaming_commmtg20140313_v3 (2).docx Page 7 Text of SB 413

Start of Text of SB 413 ------. Session of 2014 SENATE BILL No. 413 By Committee on Ways and Means 2-18 . 1 AN ACT creating the transparency and accountability act; concerning 2 legislative meetings; providing for live audio and video broadcasts; 3 relating to open meetings. 4 5 Be it enacted by the Legislature of the State of Kansas: 6 Section 1. (a) Beginning January 1, 2015, audio and video broadcasts 7 shall be made of all legislative committee meetings that convene in the 8 committee rooms designated pursuant to this act and that are required to be 9 open to the public pursuant to K.S.A. 75-4317 et seq., and amendments 10 thereto, and made available in real time for public access on the internet. 11 Each of the designated committee rooms shall be equipped with 12 broadcasting devices that are sufficient to provide the public with an 13 accurate depiction of the proceedings. Each committee may suspend this 14 broadcasting requirement by an affirmative vote of ⅔ of the committee's 15 voting members when there is an equipment failure and the purpose is not 16 to avoid the requirements of this act. 17 (b) All broadcasts of the legislative proceedings described in this act 18 shall be made available in real time on the public website of the Kansas 19 legislature, but the legislature and any of its agents or officers shall not 20 provide for the archiving, copying, reproducing or retaining of any such 21 broadcasts. 22 (c) The legislative chief information technology officer shall provide 23 for the operation and maintenance of all such broadcasting devices in a 24 manner sufficient to provide the public with access to all committee 25 meetings. The legislative chief information technology officer shall, in 26 consultation with the legislative coordinating council, designate four 27 committee rooms in the capitol to be equipped with broadcasting 28 equipment necessary to effectuate the provisions of this act. 29 (d) Following the 2016 legislative session, the legislative chief 30 information technology officer shall report to the legislative coordinating 31 council and the joint committee on information technology on the 32 implementation of the broadcasts of such legislative committee meetings 33 pursuant to this act. In order to prepare such report, the legislative chief 34 information technology officer shall consult with the director of legislative 35 research and the revisor of statutes to prepare information about the: (1) 36 Expenses incurred in order to provide the broadcasts of committee

c:\users\cburns\appdata\local\microsoft\windows\temporary internet files\content.outlook\xxt8cqxp\videostreaming_commmtg20140313_v3 (2).docx Page 8 Text of SB 413

Continuation of Text of SB 413 ------

SB 413 2

1 meetings; (2) number of visitors viewing the broadcasts; (3) feasibility and 2 projected costs of expanding the number of rooms equipped with 3 broadcast equipment and the associated costs; and (4) any possible 4 changes to the broadcasting of legislative meetings. 5 (e) For the purposes of this section: (1) "Committee" means any 6 standing committee, subcommittee, conference committee, interim 7 committee or any committee that is established by law or by either 8 presiding officer; and 9 (2) "committee room" means one of the four rooms in the state 10 capitol designated by the legislative chief information technology officer 11 in which a meeting is held that is required to be open to the public 12 pursuant to K.S.A. 75-4317 et seq., and amendments thereto. 13 (f) The provisions of this act shall expire on June 30, 2017. 14 Sec. 2. This act shall take effect and be in force from and after its 15 publication in the statute book.

------End of Text of SB 413

c:\users\cburns\appdata\local\microsoft\windows\temporary internet files\content.outlook\xxt8cqxp\videostreaming_commmtg20140313_v3 (2).docx Page 9 Text of Fiscal Note Response for SB 413

March 10, 2014 The Honorable Ralph Ostmeyer, Chairperson Senate Committee on Federal and State Affairs Statehouse, Room 136-E Topeka, Kansas 66612

Dear Senator Ostmeyer:

SUBJECT: Fiscal Note for SB 413 by Senate Committee on Ways and Means

In accordance with KSA 75-3715a, the following fiscal note concerning SB 413 is respectfully submitted to your committee. SB 413 would require that beginning January 1, 2015, audio and video broadcasts would be made of all legislative committee meetings that convene in certain committee rooms, as designated by the Legislative Chief Information Technology Officer (CITO) and which are required by statute to be open to the public. Each of the designated rooms would be equipped with broadcasting devices that would be sufficient to provide the public with an accurate depiction of the proceedings on the internet. Each committee would be able to suspend the broadcasting requirement with an affirmative two-thirds vote of the committee’s members when there is an equipment failure and the purpose of the vote is not to avoid the requirements of the bill. The Legislative CITO would provide for the operation and maintenance of all equipment. Following the 2016 Legislative Session, the Legislative CITO must provide a report to the Legislative Coordinating Council and the Joint Committee on Information Technology on the implementation of the broadcasts. The bill would take effect July 1, 2014.

Estimated State Fiscal Effect FY 2014 FY 2014 FY 2015 FY 2015 SGF All Funds SGF All Funds Revenue ------Expenditure -- -- $177,920 $177,920 FTE Pos. ------0.50

Page 2—SB 413

According to Legislative Administrative Services, enactment of SB 413 would require $177,920 in additional FY 2015 expenditures from the State General Fund. This estimate includes $138,000 in one-time implementation costs of hardware and software, $28,800 for the salaries and wages costs of 0.50 FTE position, and $11,120 for other operating costs, including telecommunications and other network costs. After the first year, the annual operating costs are estimated to be $50,390, including salaries and wages of $28,800 for the 0.50 FTE position, as well as other operating costs of $21,590 for telecommunications and other network costs. Any fiscal effect associated with SB 413 is not reflected in The FY 2015 Governor’s Budget Report.

Sincerely, Jon Hummell, Interim Director of the Budget cc: Jeff Russell, LAS

c:\users\cburns\appdata\local\microsoft\windows\temporary internet files\content.outlook\xxt8cqxp\videostreaming_commmtg20140313_v3 (2).docx Page 10