Minutes of the Thursday, January 27, 2005 PEG Advisory Committee Meeting
Members Present: Andy Dunn
Ed Newman
Jim Parr
Ross Perry
Merrily Evdokimoff, Associate
Also Present: Anne VanTine, PEG Coordinator
The meeting was called to order at 7:34PM at the Stow Town Building
Those present discussed the following:
On motion by Perry, seconded by Dunn, the minutes from the January 12, 2005 meeting with revisions were approved, unanimously.
Coordinator’s invoice for services for the period January 1-31, 2005 in the amount of $750.00 was approved and initialized for payment.
Perry summarized his discussion with the Town Administrator concerning the format and level of detail specified in the proposed price quotation document. Wrigley recommended that the committee be specific when identifying components and services required to equip the Warren Room and control room for recording meetings, to comply with MA procurement laws.
VanTine distributed a copy of the Town of Lincoln Invitation for Bids, dated January 6, 2004, for PEG channel equipment.
VanTine distributed a January 25, 2005 letter from Dennis Dutra, Dutra Video Systems, 601 Goodwin Rd, Eliot, ME 03903 (ddutra@videoengineering.com, 207-439-5212 (O), 603-682-3793 (C), 413-487-5123 (F)). Dutra is a broadcast television engineer who has performed services at several community access TV stations. Dutra’s company provides consulting, installation, and resale of components services. VanTine had inquired if Dutra was willing to visit the town building and meet with the PEG committee. Dutra indicated that he could be available in mid-February at a fee of $60/hr. VanTine suggested hiring him in advance of releasing the price quotation to assist with developing a set of component specifications and validate the list of specifications contained
in the current price quotation document. Dunn suggested that if Dutra were to be hired as a consultant prior to the release of the price quotation, PEG should not allow Dutra’s company to also submit a price quotation. There was also discussion of inviting other firms to meet with the PEG committee.
The PEG committee chose to move forward with releasing the price quotation now with components currently specified in the document. For each component stated, the phrase “or equivalent” will be included. Vendors who provide price quotations will also be allowed to submit an alternative solution approach for review by PEG.
The committee reviewed and revised the price quotation document, inserting that quotes be returned by March 3, 2005.
On motion by Perry, seconded by Dunn, that the price quotation document, as amended, is sent by the PEG Coordinator to Crimson Tech, Dutra Video Systems, Great Northern Video and HB Communications on February 3, 2005, was approved, unanimously.
Perry reported that he had contacted Bolton selectman Ken Troup regarding content from the Bolton PEG channel being cablecast in Stow. Troup has not responded. Perry will follow-up with Troup.
Perry reported that he would contact BoS members to confirm that they have received the document inviting boards and committees to schedule time for recording presentations in February. If BoS members are agreeable to sending the invitation, Perry will work with the administrative assistant to distribute. If the BoS members wish to review the document, Perry will include as an agenda item for the next BoS meeting.
Dunn suggested that the evenings of February 23 and February 24 would be set aside for scheduling these recordings. VanTine will schedule a meeting room with the town clerk for the recording.
Dunn set-up a video camera, monitor, and “boom” microphone to test the warren room space. Dunn noted some background noise from the overhead fluorescent lighting.
Perry agreed to draft the script for the PEG committee to use when we record our committee presentation. The PEG presentation is designed to provide information to Stow residents and to test the audio and video quality of the meeting space. February 3, 2005 was selected as a date for the recording.
VanTine reported that she was working with Mong and Kevin Long from Great Northern to schedule the installation of the Leightronix Mini-T-Net event controller. She believes this can be accomplished by mid February, and awaiting confirmation from Long.
VanTine reported that the Adobe Photoshop software order has been placed.
VanTine distributed a document containing proposed bulletin board announcing PEG accepting VCR material for cablecast. The committee requested that VanTine add the information to the bulletin board once the event controller installation date is confirmed.
VanTine reported that she has visited the Hudson PEG studio to measure the size of their meeting room table and to identify the manufacturer of the table. VanTine will deliver this information to Newman who volunteered to contact the company for a price estimate and catalogue. Perry noted that the BoS would be responsible for procurement of the table.
VanTine reported that the PEG annual report for 2004 has been delivered to the Administrative Assistant of the BoS.
VanTine prepared a draft letter to be sent to Skip King, 826 Christainsburg Pike, Floyd, VA 24091 acknowledging the receipt of his gift of used video equipment and materials. Perry suggested that this letter not be sent to King until he has confirmed that PEG is authorized to receive gifts on behalf of the town. If Perry confirms that PEG can receive the gifts, Perry will notify VanTine to deliver the letter to King. Otherwise, Perry will discuss with the BoS.
VanTine reported that she has scheduled a visit to the town of Lincoln cablecast studio on Monday, January 31, 2005. Committee members are invited to join VanTine.
The next PEG meetings are scheduled for Thursday, February 3, 2005, Thursday, February 17, 2005 and Thursday, March 3, 2005 all at 7:30 at the Stow Town Building. Newman will contact Golder to advise him of these planned meeting dates.
VanTine distributed the results of a PEG staffing and salary survey she had conducted across 14 towns. Committee members plan to review the salary information at the February 17, 2005 meeting.
Newman noted that the annual town meeting has been scheduled to begin on Monday, May 16, 2005. He requested that VanTine contact Halprin to determine if additional equipment or funding is required to record these meetings for cablecast. If additional equipment or funding is required, VanTine will request that Halprin outline these requirements at an upcoming PEG meeting.
Newman asked VanTine to consider an appropriate time to cablecast town meeting sessions, taking into consideration that she would also be assisting with recording these evening sessions. This topic will be discussed again prior to finalizing the town meeting cablecast schedule.
On a motion from Perry and seconded by Dunn, unanimous vote, the committee adjourned at 10:14PM.
Prepared by: _________________________________
Ed Newman
| 
