POLICY ISSUE

NOTATION VOTE 

April 22, 2008 SECY-08-0056

FOR: The Commissioners 

FROM: Luis A. Reyes 

 Executive Director for Operations 

SUBJECT: ESTIMATED COSTS FOR BROADCASTING PUBLIC MEETINGS OVER 

THE INTERNET (WEB STREAMING) 

PURPOSE: 

This memorandum provides the Commission with options and associated costs of increasing 

the Agency’s capability to Web stream public meetings of significant public interest over the 

Internet. 

SUMMARY: 

The current Web streaming program provides real-time Web streaming of up to 40 public 

Commission meetings annually and archived video of these meetings on the NRC Public Web 

site by the next business day. The staff recommends the Commission approve Option 1, which 

requires: (1) expanding the Web streaming program to include Web streaming of up to 50 

Commission meetings, 50 public meetings held at various headquarters locations, 50 public 

meetings held at regional offices, and 40 public meetings at various remote locations; 

(2) equipping two additional conference rooms and the auditorium in the White Flint North 

(WFN) headquarters location and one additional conference room at each regional office with 

the equipment to record/capture the public meeting (cameras, microphones, encoders, etc.); 

and (3) purchasing six portable Web streaming kits (one for each region and two for 

headquarters) for use in remote locations. This option will require additional contract funds and 

additional full-time equivalent (FTE) staff beginning in Fiscal Year (FY) 2010. 

CONTACT: Marva Gary, ADM/DAS 

(301) 415-6603 
The Commissioners -2- 

BACKGROUND: 

In September 1999, the staff demonstrated the capability of Web streaming for the Commission 

and subsequently received approval to proceed with a Web streaming pilot program. As a 

result, the Agency adopted Web streaming technology to provide the public with access to 

Commission meetings. The NRC has been Web streaming public Commission meetings since 

2002 and viewership has steadily increased since then. Currently, Web streaming has been 

approved for public Commission meetings that occur in the One White Flint North (OWFN) 

Commission Hearing Room. The Commission Hearing Room is currently the only room within 

the NRC that is equipped with hardware to web stream meetings. The Office of the Secretary of 

the Commission (SECY) schedules meetings held in the Commission Hearing Room. SECY 

notifies the Office of Administration (ADM) that a Commission meeting will be Web streamed 

and announces the time and place of the public meeting in the Federal Register and the 

external Website, and informs the public on how to access the meeting via the Web. 

The Agency currently uses one contract for encoding the audio/video signal and transmitting 

this signal to a Web server, a second contract to operate the audio/visual (A/V) recording 

equipment in the Commission Hearing Room, and a third contract to live caption the meetings. 

The current Web streaming contract, including monthly upkeep of Web streaming equipment 

and telecommunication fees, covers transmission of up to 40 Commission meetings per year. 

The current annual cost for encoding and transmitting captured audio/video images, operating 

the audio/video equipment to capture the meetings, live-captioning, and archiving and 

transcribing each Commission meeting, is approximately $160,000. In addition, 1.0 FTE is 

tasked with overseeing the Web streaming contract as well as the full spectrum of duties within 

the A/V contract. 

In response to a memorandum from Commissioner Gregory B. Jaczko to Chairman Dale E. 

Klein and Commissioner Peter B. Lyons, “Increasing Transparency of NRC’s Public Meetings,” 

November 7, 2007, (COMGBJ-07-0005), the Commission requested a cost estimate for 

implementing Web streaming technology for “every public meeting where the staff anticipates 

significant public interest unless feasibility constraints prevent them from doing so.” 

In developing options for Commission consideration, the staff conducted market research of 

three vendors, evaluating the viability of real-time, Internet broadcasts of public meetings. The 

staff also analyzed NRC’s historical data on media streaming usage by the public. 

DISCUSSION: 

During FY 2007, NRC conducted a total of 870 public meetings. There were 106 meetings 

conducted in the Commission Hearing Room, of which 35 were Commission meetings. 

Approximately 58 percent of NRC’s 870 public meetings in FY 2007 were held at the WFN 

complex, 12 percent were held in the states where NRC’s four regional offices are located, and 

the remaining 30 percent were held in remote locations. Of the 870 meetings held in FY 2007, 

four percent (35 Commission meetings) were broadcast live. Historical participation rates 

indicate that all of the public meetings available through archive are subsequently accessed by 

the public. 

In developing the options and cost estimates, staff reviewed information obtained through 

market research as noted above, meetings, correspondence, and feedback from SECY, Office 
The Commissioners -3- 

of Congressional Affairs (OCA), Office of Public Affairs (OPA), Office of Chief Financial Officer 

(OFCO), Office of Information Services (OIS) and the Regions. We focused the analysis on 

addressing technical issues with NRC’s current environment; promoting and facilitating public 

involvement and access to NRC information; and identifying the most commonly used, efficient, 

and cost-effective method to implement technology, not only for the Agency but also for the 

public end user. For the purposes of this analysis, staff defined Web streaming to include the 

live audio/video signal, captioning of the live stream and archiving of the live signal and 

providing a verbatim transcript of the meeting for later on-demand use. 

The staff defined public meetings of “significant public interest” as any public meeting that 

generates national or international print or broadcast media attention, repeated local media 

coverage, Congressional interest, or high external stakeholder interest (e.g. interest groups, 

state/local governments, agreement states, etc.). For example, meetings dealing with license 

renewal and new applications held in the field, problems including tritium contamination, security 

concerns, performance at facilities, and annual performance assessments would be included in 

the definition for public meetings of “significant public interest.” In developing the options 

presented, the staff applied these criteria to NRC’s public meetings in FY 2007 in support of 

reactor, waste and nuclear materials programs. Applying these criteria to determine which 

meetings are Web streamed in the future would be decided by a team including a representative 

from OCA, OPA, and OEDO. 

 

The cost estimates provided encompass the technology needed to stream the meetings, the 

anticipated number of meetings streamed each year and the location and number of concurrent 

meetings. Enclosure 1 lists the number of public meetings held at NRC WFN complex since FY 

2006. Enclosure 2 lists the number of public meetings held at various locations for the same 

time period. Enclosure 3 provides detailed cost estimates associated with expanding our Web 

streaming program. 

The staff considered three options for expanding our Web streaming of public meetings 

beginning in FY 2010. Each option is based on the type of public access (e.g., real-time, 

archive, or both), the location of the meetings, and the approximate number of public meetings 

held annually. The costs for captioning to comply with Section 508 of the Rehabilitation Act of 

1973, as amended, are listed for each option. 

Option 1

This option represents the staff’s best estimate of the number of public meetings that would 

generate significant public interest based on applying the significance-determination definition to 

the public meetings held in FY 2007. NRC staff, with A/V contract support, will increase the 

number of public meetings live-streamed, captioned, archived and transcribed for later ondemand use, from approximately 40 to approximately 190 public meetings. 

A breakdown of the meeting locations is as follows: 

50 Commission meetings in the Commission Hearing Room (increased by 10) 

50 public meetings held at various headquarters locations (approximately 1 per week) 

50 public meetings held at Regional Offices (approximately 1 per week) 

40 public meetings at remote sites 
The Commissioners -4- 

First Year Costs: $979,300

• Web streaming equipment for 6 additional conference rooms (one for each regional 

office and two for headquarters) and the auditorium in TWFN $517,100 

• 6 portable Web streaming kits $ 69,000 

• Contractor to Web stream meetings $ 82,300 

• Web streaming equipment maintenance $ 57,200 

• Contractor to record meetings (w/o travel) $ 39,900 

• Contractor to caption and transcribe meetings $213,800 

(Section 508 compliance) 

Additional FTE Requested: 2 

• Support 150 additional public meetings Web streamed, captioned, archived and 

transcribed for a total of 190 public meetings. 

• Attend selected public meetings (many held concurrently at headquarters and in the 

regions) to manage and problem solve technical aspects of recording and streaming the 

event. 

• Operate a centralized customer service help desk, resolving technical problems 

associated with live Web streamed and archived meetings raised by the public. 

Advantages: 

• Increases the number of live meetings that are Web streamed, captioned, archived and 

transcribed by 150, beginning in FY 2010. 

• Improves the public’s understanding of NRC activities by increasing their access to 

meetings of “significant public interest” held at various headquarters locations, regions, 

and remote locations. 

• Provides a historical record for the Agency and internal and external stakeholders, and a 

tool for knowledge transfer. 

Disadvantage: 

• Significant up front investment compared to Option 2 below. 

OPTION 2

This option applies the definition for “significant public interest” to public meetings held in 

headquarters WFN complex only. NRC staff, with A/V contract support, will increase the current 

number of live meetings Web streamed, captioned, archived and transcribed for later ondemand use from 40 to a total of 100 public meetings. 

A breakdown of the meeting locations is as follows: 

50 Commission meetings held in the Commission Hearing Room (increased by 10) 

50 public meetings held at various headquarters locations (approximately 1 per week) 

First Year Costs: $397,700 

• Web streaming equipment for 2 additional conference 

rooms in the WFN complex and the auditorium in TWFN $172,400 

• Contract to Web stream meetings $ 82,300 

• Web streaming equipment maintenance $ 9,500 
The Commissioners -5- 

• Contract to record meetings (w/o travel) $ 21,000 

• Contract to caption and transcribe meetings (Section 508 compliance) $112,500 

Additional FTE Requested: 1 

• Support the 50 additional public meetings that are Web streamed and archived for later 

on-demand viewing, for a total of 100 public meetings. 

Advantages: 

• Improves the public’s understanding of NRC’s activities by increasing their access to 

meetings of “significant public interest” held at headquarters. 

• Increases the number of live meetings Web streamed, captioned, archived and 

transcribed, by 60 beginning in FY 2010. 

• Initial investment significantly less than options 1 and 3. 

Disadvantages: 

• Public will not have access to meetings of “significant public interest” held in the regions 

or at remote sites. 

• Limits the effectiveness as a historical record for the agency and internal and external 

stakeholders, and tool for knowledge transfer. 

• No customer service help desk, to resolve technical problems associated with live Web 

streamed and archived meetings raised by the public. 

OPTION 3

This option applies the definition for “significant public interest” to public meetings held in 

various headquarters and regional office locations. NRC staff, with A/V contract support, will 

increase the current number of meetings live-streamed, captioned, archived and transcribed for 

later on-demand use from 40 to a total of 150 public meetings. 

A breakdown of the public meeting locations is as follows: 

50 Commission meetings held in the Commission Hearing Room (increased by 10) 

50 public meetings held at headquarters locations (approximately one per week) 

50 public meetings held at regional offices (approximately one per week) 

First Year Cost: $828,300

• Web streaming equipment for 6 additional conference rooms (one in 

each region and 2 in headquarters) and the auditorium in TWFN $517,100 

• Contract to Web stream meetings $ 82,300 

• Web streaming equipment maintenance $ 28,600 

• Contract to record meetings (w/o travel) $ 31,500 

• Contract to caption and transcribe meetings (Section 508 compliance) $168,800 

Additional FTE Requested: 1.5 

• Support additional 110 live public meetings Web streamed, captioned, archived and 

transcribed, for a total of 150 public meetings. 
The Commissioners -6- 

• Attend selected public meetings (many held concurrently at headquarters and in the 

regions) to manage and problem solve technical aspects of recording and streaming the 

event. 

Advantages: 

• Improves the public’s understanding of NRC’s activities by increasing their access to 

meetings of “significant public interest” held at headquarters and regional offices. 

• Increases the number of live, Web streamed, captioned, archived, and transcribed 

meetings by 110, beginning in FY 2010. 

• Provides a historical record for the Agency and internal and external stakeholders, and 

tool for knowledge transfer. 

• Initial investment less than Option 1. 

Disadvantages: 

• Public will not have access to any public meetings held at remote sites. 

• No customer service help desk, to resolve technical problems associated with live Web 

streamed and archived meetings raised by the public. 

• Significant up front investments compared to Option 2. 

RESOURCES: 

A summary of the options and associated contract costs is shown in the table below. 

Meetings Option 1 Option 2 Option 3 

Number of live, Web streamed, Commission 

meetings 50 50 50 

Number of live, Web streamed, public meetings at 

headquarter locations 50 50 50 

Number of live, Web streamed public meetings at 

Regional Offices 50 0 50 

Number of live, Web streamed public meetings at 

remote sites 40 0 0 

Total 

(Number of public meetings captured for live 

broadcast, archived, and transcribed for later, ondemand use) 

190 100 150 

Total number of public meetings NOT captured for 

live broadcast or on-demand 720 810 760 

Estimated Total Number of Public Meetings 910 910 910 

FTE

Additional FTE 2 1 1.5 

Costs

Equipment costs to set up additional conference 

rooms $517,100 $172,400 $517,100 

Costs to obtain 6 portable Web streaming kits $69,000 $0 $0 

Costs for annual Web streaming contract $82,300 $82,300 $82,300 
The Commissioners -7- 

Meetings Option 1 Option 2 Option 3 

Costs for annual Web streaming equipment 

maintenance $57,200 $9,500 $28,600 

Annual costs to record each two-hour meeting $39,900 $21,000 $31,500 

Costs for captioning and transcribing meetings 

(Section 508 compliance) $213,800 $112,500 $168,800 

Total First Year Costs $979,300 $397,700 $828,300 

Total Estimated Cost by 

Fiscal Year: Option 1 FY 2010: $ 979,300 and 2 FTE 

FY 2011: $ 393,200 

FY 2012: $ 393,200 

FY 2013: $ 393,200 

FY 2014: $ 393,200

 $2,252,100 

Option 2 FY 2010: $ 397,700 and 1 FTE 

FY 2011: $ 225,300 

FY 2012: $ 225,300 

FY 2013: $ 225,300 

FY 2014: $ 225,300

 $1,298,900 

Option 3 FY 2010: $ 828,300 and 1.5 FTE 

FY 2011: $ 311,200 

FY 2012: $ 311,200 

FY 2013: $ 311,200 

FY 2014: $ 311,200

 $2,073,100 

Budget Availability: Required funding for FY 2010 and beyond will be 

addressed in the Planning, Budgeting and 

Performance management process. 

RECOMMENDATION: 

The staff recommends that the Commission approve Option 1. This most closely encompasses 

the expected number of public meetings that would generate significant public interest and 

provides the agency with expanded capacity to Web stream meetings. 

COORDINATION: 

The Office of the General Counsel has reviewed this Commission paper and has no legal 

objections. The Office of the Chief Financial Officer has reviewed this Commission paper for 
The Commissioners -8- 

resource implications and has no objections. The Office of the Secretary, the Office of Public 

Affairs, and the Office of Congressional Affairs reviewed and concurred in this paper. 

/RA/ 

Luis A. Reyes 

Executive Director 

 for Operations 

Enclosures: 

1. Total Number of Public Meetings Held 

 in NRC Headquarters Facilities 

2. Total Number of Public NRC Meetings 

 Held at Various Locations 

3. Web Streaming Costs 
The Commissioners -8- 

resource implications and has no objections. The Office of the Secretary, the Office of Public 

Affairs, and the Office of Congressional Affairs reviewed and concurred in this paper. 

/RA/ 

Luis A. Reyes 

Executive Director 

 for Operations 

Enclosures: 

1. Total Number of Public Meetings Held 

 in NRC Headquarters Facilities 

2. Total Number of Public NRC Meetings 

 Held at Various Locations 

3. Web Streaming Costs 

ADAMS Accession No.: ML080810539 WITS200700460/EDATS: SECY-2007-0551 

OFFICE PM-C:ADM/DAS D:ADM/DAS OGC OCFO OIS 

NAME GLauffer MGary DFruchter LBarnett TBoyce 

DATE 03/25/08 03/25/08 03/21/08 03/21/08 03/21/08 

OFFICE OPA OCA SECY ADM/OD EDO 

NAME EBrenner RSchmidt AVietti-Cook THagan LReyes 

DATE 03/21/2008 03/25/2008 04/14/08 04/14/08 04/22/08 

OFFICIAL RECORD COPY 
Enclosure 1 

Total Number of Public Meetings Held in NRC Headquarters Facilities 

FY 2006 FY 2007 FY 2008 

(thru 2/29/08) 

Location 

Total No. 

Meetings 

Total No. 

Webstreamed

Total No. 

Meetings 

Total No. 

Webstreamed

Total No. 

Meetings 

Total No. 

Webstreamed 

Commission 

Hearing Room 82 27 106 33 35 10 

White Flint 

Complex 420 0 371 0 122 0 

Executive 

Boulevard 0 0 28 0 27 0 

PDC 0 0 0 0 0 0 

ACRS 0 0 0 0 0 0 

ASLBP 0 0 2 0 0 0 

Total 502 27 507 33 184 10 
Enclosure 2 

Total Number of Public NRC Meetings Held at Various Locations 

Location FY 2006 FY 2007 FY 2008 

(thru 2/29/08) 

Region 1 - PA 15 18 7 

Region 2 – GA 29 30 5 

Region 3 – IL 18 17 2 

Region 4 – TX 12 16 6 

Las Vegas, NV 7 15 6 

Rockville, MD 502 507 184 

All Other States 163 267 68 

TOTAL 746 870 278 
Enclosure 3 

Web Streaming Costs 

Detailed Costs for NRC to Equip One Conference Room for Web Streaming

Video Cameras (2 cameras with multiplex adapters) $ 9,400.00 

Camera control (for remote operation of camera) $ 1,600.00 

Video monitors (1 per camera, 1 preview, 1 program) $ 2,080.00 

Video mixer $ 3,000.00 

Video recording device (DVD deck or Hard Drive) $ 5,000.00 

Audio Support (2 wireless or 16 wired mics) $ 6,500.00 

Audio Mixer $ 3,000.00 

Audio recording device (cassette) $ 500.00 

Captioning encoder $ 900.00 

Equipment rack $ 1,000.00 

Lighting $ 5,000.00 

Video Display in room (50" Flat Screen) $ 2,000.00 

Audio support in room (10 ceiling speakers, 2 portable speakers) $ 4,000.00 

Associated wiring and signal amplifiers (20% of equipment cost) $ 8,796.00 

Labor for install (2 techs, $100/hr, 1 week) $ 1,200.00 

Web cast encoder $ 8,944.00 

Additional camera unit and mics $ 13,260.00 

Total Estimate $ 86,180.00 

Portable AV Recording Kit

Mobile streaming kit $ 5,185.00 

Unit with camera and audio input $ 1,500.00 

1-year extended hardware warranty $ 350.00 

1-day training $ 4,460.00

Total $ 11,495.00 

Annual costs for Web streaming contract $ 82,284.00 

Annual costs for Web streaming equipment, per encoder $ 4,765.00 

Costs for captioning and transcribing per two-hour meeting $ 1,125.00 

Costs for recording each two-hour meeting $ 210.00