In addition to any other reports or documents required by the ordinance codified in this title, a franchisee shall maintain and provide all the following reports to the cable administrator within sixty (60) calendar days of the close of each calendar year unless otherwise stated.
(Ord. 205 § 3, 2001)
During the construction, installation, upgrade or rebuild phases, the franchisee shall submit a monthly progress report (due on the tenth day of each calendar month until this phase is completed) which describes the contractor’s progress during the previous month. At a minimum the report shall indicate:
4.20.117.1.1. 
Dates of actions and milestones achieved;
4.20.117.1.2. 
Schedule extensions requested/received; and
4.20.117.1.3. 
Problems encountered and their resolution.
(Ord. 205 § 3, 2001)
4.20.117.2.1. 
A franchisee shall submit to the city on a quarterly basis within thirty (30) days after March 31st, June 30th, September 30th, and December 31st of each year, or on a monthly basis if so requested within forty-five (45) days after the end of each month throughout the term of the franchise agreement, a reasonable, statistical summary of the operations of the system with respect to the number of dwelling units passed, the number of subscribers for basic and enhanced services, and the number of cable plant miles in construction or completed.
4.20.117.2.2. 
A franchisee shall submit to the city, on a quarterly basis within forty-five (45) days after March 31st, June 30th, September 30th, and December 31st of each year, or on a monthly basis if so requested within forty-five (45) days after the end of each month throughout the term of the franchise agreement, a completed franchise fee, subscriber, revenue and expenses reporting and tracking form.
(Ord. 205 § 3, 2001)
The franchisee shall complete and submit on an annual basis a copy of the annual reporting form, and its required documentation. A franchisee shall additionally file the following reports annually with the city, no later than one hundred twenty (120) days after the end of a franchisee’s fiscal year: an audited financial statement, or a financial statement certified to be true, correct and complete by an authorized officer or representative of the franchisee, applicable to the cable system serving the city, including a detailed statement of all income and revenues, and expenses attributable to the operations of franchisee in the city during the preceding twelve (12) month period, a balance sheet, and the information currently specified in the FCC’s “chart of accounts” (see 47 C.F.R. § 76.924), and such additional information as the FCC may subsequently require in its “chart of accounts” or in other comparable provisions, and in no less detail than currently required by the FCC. Expenses, balance sheet accounts and statements of properties shall be prorated to the city based on the number of subscribers served by the franchisee in the city as of the end of the calendar year for which such report is prepared in relation to all subscribers served by such franchisee as of the end of such year for any integrated cable system or cable systems serving the city and other communities using common facilities, equipment, management and personnel.
(Ord. 205 § 3, 2001)
In the event the franchisee or its parent company, partnership or corporation publishes reports to shareholders, the city’s cable administrator shall receive copies when distributed. Any audited financial statements prepared for the franchisee, its parent company, partnership or corporation by a CPA shall also be provided promptly to the cable administrator.
(Ord. 205 § 3, 2001)
4.20.117.5.1. 
A franchisee shall prepare and furnish to the city upon request franchise specific reports with respect to its operations, affairs or transactions of property provided that:
4.20.117.5.1.1. 
The information request is reasonably related to the performance of the franchisee's obligations under the franchise agreement or the ordinance codified in this title;
4.20.117.5.1.2. 
The information requested is not otherwise required in any similar report or filing under the ordinance codified in this title or the franchisee's franchise agreement;
4.20.117.5.1.3. 
The preparation of any such report does not require excessive time, cost or commitment of personnel on the part of the franchisee;
4.20.117.5.1.4. 
The form and content of such report is in the reasonable discretion of the franchisee; and
4.20.117.5.1.5. 
The franchisee is given a period of no less that thirty (30) days following receipt of written request from the city in which to submit such report.
(Ord. 205 § 3, 2001)
4.20.117.6.1. 
Within sixty (60) days of entering into the franchise agreement, the franchisee shall ensure that the city has full and complete maps (on Mylar sheets 24" by 36", or larger in size) and records showing the location of franchisee's cable system installed or in use in street, city rights-of-way and other city and private places in the city. Such maps may exclude the locations of drops but shall show the locations of active or passive electronic equipment, including pedestals and vaults, as well as the routing of the cable itself. Thereafter, if changes have occurred to such a cable system, the franchisee shall file with the cable administrator every six months, on or before the last day in March and September of each year, current maps or sets of maps drawn to scale, or updates to existing maps, showing the cable system installed and in place in streets, city rights-of-way and other private places in the city.
4.20.117.6.2. 
If no such changes have occurred during the six month period, the franchisee shall file a written notice stating that no changes have occurred; provided, however, that every five years franchisee shall file a complete, up-to-date set of such maps with the cable administrator. For purposes of this section, "changes" which have occurred to the cable system shall be deemed to mean rerouting of trunk or distribution cable, change in location of active or passive electronic equipment (but not replacement of such equipment in the same location), line extensions and the addition of active and passive electronic equipment in new locations. For aerial plant, the routing of the plant shall be indicated; for underground plant, the location of pedestals contain active or passive electronic equipment shall be identified in addition to the routing of the cable itself.
4.20.117.6.3. 
The franchisee may submit its maps in electronic form (i.e., diskettes or electronic maps) with accompanying software if acceptable to the cable administrator.
(Ord. 205 § 3, 2001)
4.20.117.7.1. 
Throughout the term of the franchise agreement, a franchisee shall maintain at its office location in the franchise service area or at another office location as agreed to by the city and shall make available for inspection, review or audit at either office within ten (10) business days after receipt of a written request by the city, complete and accurate books of account, records, maps, plans and other like materials of the franchisee applicable to the business, ownership and operations of the system and compliance by the franchisee with its franchise obligations within the city. The city shall maintain the confidentiality of all such materials and shall not disclose such materials to any other person other than to those employees and designated representatives as may be reasonably necessary for evaluation, provided that such confidentiality is consistent with applicable state and federal statutes, ordinances and regulations.
4.20.117.7.2. 
The city shall have the right to inspect, examine or audit such materials during normal business hours and upon reasonable notice to the franchisee for reasons related to the enforcement and administration of a franchise agreement, and to obtain information which has not otherwise been provided to the city or which city has reasonable basis to believe has not been reported fairly and accurately, provided that such additional information is required by, or relates to franchisee's compliance with its obligations under the ordinance codified in this title or the franchise agreement with respect to the operations of the franchisee within the city, and where necessary, the larger cable system of which the system within the city is a part so as to verify income and expense allocations to the franchisee's operations in the city.
4.20.117.7.3. 
Franchisee shall make available books, records and other documents maintained at any location outside the franchise area for review at the franchisee's office, as set forth in the franchise agreement, within seven days after receipt of written request, or the city may review such materials at such other location provided that the franchisee reimburses the city for reasonable travel expenses to and from such other location. City may inspect, review and audit any materials of franchisee which are reasonably necessary to enable the city to determine the accuracy of franchisee's pro rata allocation of expense and revenues to the franchise area.
4.20.117.7.4. 
All documents which pertain to financial matters which may be the subject of an audit by the city shall be retained by the franchisee for a minimum of three years following any termination of the franchise agreement.
(Ord. 205 § 3, 2001)
A copy of each of franchisee’s annual and other periodic public reports and those of its parent, subsidiary and affiliated corporations or partnerships and other entities, shall automatically be submitted to city within thirty (30) days of their issuance.
(Ord. 205 § 3, 2001)
All reports, filings, documents, responses and records required to be made available for inspection or to be submitted to the city by the franchisee under the ordinance codified in this title or the franchise agreement shall be provided by the franchisee to the city at the franchisee’s cost within the period required therefor.
(Ord. 205 § 3, 2001)
The cable administrator may maintain a record of the franchisee’s performance for the purposes of franchise administration and renewal as outlined in the cable act. Performance and compliance will be determined in part based on the information provided by the franchisee pursuant to the ordinance codified in this title and the franchise agreement.
(Ord. 205 § 3, 2001)