Minutes of the Thursday, January 6, 2005 PEG Advisory Committee Meeting
Members Present: Andy Dunn
Ed Newman
Jim Parr
Ross Perry
Also Present: Anne VanTine, PEG Coordinator
Bob Mong
The meeting was called to order at 7:35PM at the Stow Town Building
Those present discussed the following:
On motion by Perry, seconded by Dunn, the minutes from the December 15th 2004 meeting with revisions were approved unanimously.
Coordinators invoice for services for the period December 1-31, 2004 in the amount of $750.00 was approved and initialized for payment.
VanTine updated the committee on the purchase of scheduling equipment from Great Northern Video, approved at the December 15th meeting. Great Northern is expected to complete the installation within three weeks. VanTine will coordinate the installation schedule so that Bob Mong can also be present. VanTine also reported that she has investigated purchasing Adobe Photoshop using an Educational Discount. She noted that PEG is not eligible for Educational Discounts. She plans to order the software.
The committee discussed and agreed to begin accepting videos from town residents with the intent to begin cablecast by the end of February, following the installation of the new scheduling system. Perry will go through the process of filling out forms and submitting a video to determine if there are any flaws in the system. Perry’s video will be cablecast as an initial test. VanTine will prepare the public announcement announcing acceptance of resident video on the bulletin board.
VanTine and Dunn were asked to select dates in February and coordinate informational recordings of town board/committees from the Warren Room. Perry agreed to discuss the announcement to take advantage of this opportunity with the Board of Selectmen (BOS).. Discussion of the proposed format for these recording sessions will be added to the agenda for the next meeting.
Committee moved to third floor PEG Control room to evaluate space requirements for additional equipment required to support the recording/cablecast of meetings from the Warren Room. The current PEG Control Room space is very small and is shared with the Town Building server equipment. While not ideal, we believe that there is enough room in this space to house the proposed equipment, at least temporarily. Two filing cabinets would need to be relocated out of the space and the PEG fax machine relocated within the room. Racks would be limited to 6’ in height. Mong agreed with these findings. Perry agreed to discus with the BOS 1) approval to store filing cabinets elsewhere on the third floor, and 2) possibility of taking over additional space on the third floor for a larger PEG Control room.
Perry advised Mong that he has been in contact with the Ken Troup, Chairman Bolton Board of Selectmen, regarding our request to have the Bolton BOS sign a document authorizing Stow PEG to cablecast events occurring within Bolton. Troup indicated he would review the draft document and report back to Perry.
8:45 PM Bob Mong left the meeting.
The committee reviewed the draft document of a request for quotation associated with a multi-camera meeting room setup. The committee decided to make the document more general and include vendor qualification and evaluation criteria allowing PEG to make a choice based more than solely on costs. Dunn agreed to revise the document to incorporate suggestions and to send it out this weekend to the committee members for review. Perry will provide a copy of the revised draft to Bill Wrigley on Tuesday for his comments.
VanTine discussed the need to prepare the annual report of the PEG Committee to be included in the Town Report. Newman agreed to prepare a draft of this report for the Committee’s review and comments.
VanTine provided several documents for review including;
· List of annual recurring activities / deadlines for the PEG Committee’s action,
· PEG computer file organization chart,
· Listing of Video Supplier Firms
· Copies of eMails to several area PEG channels requesting copies of bid specifications they used to procure equipment (Bolton, Groton)
· Coordinators report for November and December,
· PEG spending report, and
· PEG Quicken report.
VanTine reported that Comcast confirmed receipt of the PEG Annual Report.
The next PEG meeting is scheduled for Wednesday, January 12, 2005 at 7:30 at the Stow Town Building. Newman will contact Golder to advise him of the meeting date.
On a motion from Perry and seconded by Dunn, unanimous vote, the committee adjourned at 9:52PM.
Prepared by: _________________________________
Ed Newman
| 
