Minutes of the Wednesday, March 30, 2005 PEG Advisory Committee Meeting
Members Present: Andy Dunn
Len Golder
Ed Newman
Jim Parr
Ross Perry
Also Present: Anne VanTine, PEG Coordinator
Lew Halprin
Kevin Long, Great Northern Video
The meeting was called to order at 6:35PM at the Stow Town Building
Those present discussed the following:
Coordinator’s invoice for services for the period March 1-31, 2005 in the amount of $1250.00 was approved and initialized for payment. VanTine distributed the coordinator’s report for the month of March.
Halprin indicated that he has spoken with Jerry Horne, and that Horne is willing to assist with the audio system at this year’s town meeting.
Perry reported that a letter authorizing content from the Bolton PEG channel 10 being cablecast into Stow was signed by the Bolton Selectmen on March 17, 2005 and then forwarded to the Stow Town Administrator. Halprin will contact the Administrative Assistant for a copy of the letter.
Kevin Long from Great Northern met with the committee to review his company’s bid and discuss and clarify technical options and questions identified by the committee. Long was on-site to complete the installation of two additional VCR decks. As a result of this discussion, the committee concluded the following:
1. A fixed rack is preferable to a sixteen space portable rack (estimated 80 pounds), at this time. A portable rack would be more expensive, would require 4” LCD monitors which would be more difficult to use to when focusing cameras, and would introduce some risk of damage/loss when taking the portable rack from the town building
2. The video switch will be installed in the rack to allow “easy” removal for use at an event outside of the town building.
3. 9” black & white monitors and 10” color monitors will be used in PEG control room rather than 4”LCD monitors. The larger monitors offer improved video image and the ability to view from a wider viewing area.
4. Four video deck options were considered: a) VHS with 6 hour recording produces poor quality video output; b) VHS with 2 hour recording produces good quality video output, however requires an recording outage when loading a new tape cartridge after two hours of recording, and uses one VCR unit for each two hours of meeting time when cablecast; C) Sony dual layer DVD deck, four hours of recording in two hour mode produces poor quality video output; and d) DV tape with 4.5 hour recording produces great quality video output on a single media. The committee agreed to revise the specification to include the DV tape deck based upon the longer record capability, video quality, and use of one device to
cablecast meetings over two hours in duration. This DV deck will also be used to cablecast.
5. Two microphone options were discussed: a) desk microphones that required setup and removal for each meeting, occupying space on the meeting table, and wiring under the table; b) ceiling microphones which could be left in place, and positioned in multiple positions within the room. The committee favors the ceiling microphone option.
6. Three cameras will be ceiling mounted: a) one camera positioned at the rear of the meeting room to capture those seated at the meeting table; b) one camera positioned behind the meeting table to capture the audience and material (engineering plans, etc.) on the meeting table; and c) a third camera positioned at the rear of room near the outside wall to capture those seated at the meeting table and any presentation material projected onto the inside meeting room wall.
7. To provide confirmation that executive sessions are not being recorded or cablecast, a monitor would be placed in the meeting room. Normally the monitor will provide a video signal of what is being recorded. The monitor would be connected into the control room rack in such a manner that during an executive session when power to the audio and video recording equipment is terminated, the monitor will become dark.
Long indicated that Great Northern would invoice PEG at the time the equipment leaves their facility. Great Northern would invoice the installation services when the equipment is operational. Payment would not be due until the system is operational. Long stated that, with the exception of the rack, the equipment is in Great Northern’s inventory. He estimated a thirty day installation period following receipt of a purchase order, working on a weekend when the building was closed.
Long left Perry with one desk microphone and one ceiling microphone. Perry plans to discuss PEGs recommendation for ceiling microphones in the Warren room with the Selectmen at their April 12, 2005 meeting. Long was also asked to furnish photo’s of a meeting room using ceiling microphones for this Selectmen’s meeting.
Based upon the adjustments to the component specifications, Dunn and VanTine will review the details from this discussion and work with Long to develop a revised list of components and price quotation. Perry will review the recommendation with the Selectmen on April 12. VanTine will provide the ITAC committee with a copy of the list of specifications and price quotation. Parr will prepare the procurement documentation for review at the next PEG meeting. PEG plans to review the final specification and price quotation at the next PEG meeting and, if in agreement, issue a purchase order for the equipment and installation services.
VanTine asked the committee how she should respond to any request(s) that may come from the League of Women Voters to record or cablecast a planned May 5, Stow candidate’s night. The committee requested that VanTine respond to any request with an offer to schedule/cablecast the recorded meeting and that the League of Women would be responsible for recording the meeting.
VanTine and Dunn reported that the Nashoba Regional School District and School Building committee presentations had been recorded. FinCom has been tentatively rescheduled for April 21. Perry noted that he may also use this date for recording the Selectmen’s presentation.
VanTine reminded the committee that she would be away from Stow from April 6 to April 14, 2005.
On motion by Perry, seconded by Dunn, the minutes from the March 23, 2005 meeting with revisions were approved, with four votes in the affirmative and Parr abstaining from voting.
On motion by Perry, seconded by Dunn, the notice of the March 16, 2005 cancelled meeting was unanimously approved.
On motion by Perry, seconded by Parr, the minutes from the March 3, 2005 meeting with revisions were approved, with four votes in the affirmative and Newman abstaining from voting.
Halprin updated the committee regarding his further research regarding the fixed wireless cameras and equipment offered by X-10. His research now indicates that the quality of the X-10 system is unable to provide quality video output when switching between cameras. He believes that the committee would not be satisfied with this solution and will not continue to evaluate this option.
Halprin proposed another solution for the Hale school using Radio Shack products that could be verified for approximately the same cost as the X-10 system. Halprin requested that the committee revise its vote taken at the March 23, 2005 meeting to use the $200 approved for the X-10 trial to purchase a Radio Shack four button switch for a new trial. Halprin proposed that existing camera equipment owned by the committee and the schools could be used with the proposed four button switch.
On motion by Perry, seconded by Golder, that up to two hundred dollars approved at the March 23, 2005 for the trial and purchase of the X-10 equipment be reallocated for the purchase of the Radio Shack four button switch, as part of a thirty day test. If PEG is not satisfied with the test results, the equipment will be returned. The motion was unanimously approved.
The next PEG meeting is scheduled for Wednesday, April 20, 2005 at 7:30 at the Stow Town Building.
On a motion from Perry and seconded by Golder, unanimous vote, the committee adjourned at 9:20PM.
Prepared by: _________________________________ Ed Newman
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