Rutland Cable Advisory Committee
Meeting Minutes – October 3, 2018
Members present: Chairman Paul Mattson, Peter Craine, Christian Santillo.
Members absent: None
Guests present: None
Meeting was called to order by chair at 6:15 PM.
Meeting Minutes
Amended meeting minutes from July 26, 2018 accepted at 6:33 PM. Christian moved; Peter 2nd; vote was unanimous.
Amended meeting minutes from August 29, 2018 accepted at 6:37 PM. Christian moved; Peter 2nd; vote was unanimous.
Bills and Accounts
Paul presented a Treasurer’s report. Total expenses were $3,417.48, all salaries, since the August meeting. Biggest expenditure was the camera (a little more than expected because of Shipping and Handling).
We have questions about the payment to Charter Comm for $99.38 on September 4. Paul doesn’t have the paperwork handy. There was no payment in August, but that’s not enough for two months’ payment. Paul will research and get back to us.
Financial report was accepted as presented at 6:47 PM. Peter moved; Christian 2nd; vote was unanimous.
Old Business
Hats Off!
To Gary Kellaher and the DPW for their work on the leaking back entrance to the Library. The dry well, drainage, grate, etc look very good.
New Camera
Has arrived. Seems very capable. Paul is looking at options for a VariZoom. He sees options for three different options ranging in price up to about $179 (for an RF-based remote control).
RFP/FRQ
Should we send out an RFP (Request for Proposal) or RFQ (Request for Quote)? We think an RFP is appropriate when you don’t know what you want and are looking for different solutions; we also think the RFQ is appropriate when you know what you wish to purchase. After discussion the Committee decided on an RFQ.
Unique Media Systems offered an example RFQ we can use.
We modified several sections. Set the response deadline to 60 days.
Will add sections defining how long respondents have to ask questions and the timeline for Committee’s responses to those questions. With more time left over for respondent to submit a proper response.
Looking over the example equipment list: Committee thinks we should probably go with only one carousel. Also discussed storage on VOD server. More things to add:
Audio Mixer [need to define number of channels, etc.]
Audio Patch Panel
Rack? [Nope. There’s on in the back room.]
Battery Backup: Sufficient capacity to keep a live broadcast running for 15 minutes with orderly shutdown of video servers; should have ability to notify (Text Message?) at loss of power and at restoration of power.
Cables and appurtenances for installation and operation
Installation, integration, testing, and documentation (including labelling)
Training
Who will be responsible for networking? Respondent or Town IT (CMGeeks)? We think Town IT should handle that (Committee is still responsible for equipment purchase).
Committee will exchange emails about other changes. Will vote on RFQ at next meeting.
Next Meeting
The Committee’s next meeting is scheduled for 6:00 PM on Wednesday, November 7, 2018.
Adjournment
Meeting adjourned, unanimously [Motion: Peter; 2nd Christian] at 7:46 PM.
Respectfully submitted,
Peter Craine
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