Minutes of the Wednesday, April 20, 2005 PEG Advisory Committee Meeting
Members Present: Andy Dunn
Ed Newman
Ross Perry
Also Present: Anne VanTine, PEG Coordinator
Lew Halprin
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 March 30, 2005 meeting were unanimously approved.
Perry indicated that he received from Kevin Long of Great Northern Video a revised price quotation, photographs of other town meeting rooms and desk / ceiling microphones for use during the Board of Selectmen (“BoS”) April 12th meeting. Perry summarized his discussion with the BoS, noting:
1. Selectmen were advised of PEG’s recommendation for up to eight ceiling microphones and three ceiling mounted cameras. The BoS was in agreement with this approach.
2. PEG estimated the expense to equip the Warren Room and PEG control room at approximately $20,000, with a lead time of approximately thirty days following receipt of a purchase order.
3. The BoS was in agreement with the PEG recommendations.
4. The BoS requested that PEG consider providing and funding a new oval shaped table for the room, one that would allow all seated at the table to be facing the camera.
The BoS requested that the current committee members focus their activities on the following activities:
1. Complete the activities required to record meetings in the Warren Room for cablecast.
2. Provide recommendations associated with the short and long term governance structure of PEG, i.e., under the direction of the BoS or a separate non-profit corporation which is not related to the Town of Stow.
3. Recommendations for recording/cablecast of the annual and special town meetings and other government meetings within the town.
VanTine provided an estimate of the current fund balances available to PEG for capital and operating expenses as of April 20, 2005:
1. Approximately $37,000 available in the Access Programming Fund. This fund is used for the acquisition of equipment and will not be replenished during the remaining eight years of the Comcast agreement.
2. Approximately $47,000 available in the Cable Needs Fund. This fund is used for ongoing operating expenses.
3. PEG expects to receive revenue of approximately $32,000 per year into the Cable Needs Fund, with half of the income received in January and July. Income is based upon 2.5% of Comcast monthly charges to Stow residents.
VanTine and Dunn reviewed the revised Great Northern Video quotation dated April 18, 2005 and the draft purchase order for the equipment. Dunn noted that the quotation had been revised following a review with Great Northern Video. Perry plans to meet with the ITAC committee on April 21 to discuss the PEG Committee’s recommendation
The committee is not in favor of a replacement meeting room table at this time. The committee will revisit the issue after gaining operating experience with the three room cameras.
A motion by Perry, seconded by Dunn, that 1) Parr, working with VanTine, issue a purchase order in the amount of up to $19,993 per the Great Northern Video quotation dated April 18, 2005 for equipment and services to equip the Warren Room, and 2) appropriate up to $2,100 to be set aside for contingency expenses associated with this installation, with the approval of VanTine or her designee, provided that no single item exceed $300, was unanimously approved.
VanTine will review the purchase order with Jim Parr and work with him to forward the completed purchase order to Great Northern Video.
VanTine was asked to contact HB Communications and thank them for responding to the price request and advise them that we have selected another supplier for equipment and services.
Perry requested that VanTine package and returns the desk microphone and ceiling microphone to Kevin Long at Great Northern.
Dunn and VanTine confirmed that the Finance Committee is scheduled to record their “town committees talk” material on April 21.
VanTine noted that she has had difficulty with using the DVD menu to reach the starting point in a DVD. Dunn offered to review the operating manual to assist VanTine with implementing this facility.
VanTine noted that the Town of Athol PEG committee receives approx $150,000 per year in revenue, at 5% of Comcast monthly charges, and operates with a staff of 2.5 full time equivalents, plus a contractor that records meetings.
VanTine noted that candidates’ night is scheduled for May 5 in the town hall. Halprin has volunteered to record this meeting, pending his timely return from vacation on the afternoon of May 5. Halprin noted that he and Jerry Horne have been unable to resolve a background noise issue when a camera is plugged into the town hall building power. However, when a camera is powered by battery, the background noise is eliminated. Halprin plans to continue to research this issue.
VanTine noted that she had received a rebate check from Sony in the amount of $200. The refund was related to Sony’s promotion refund when the camera was purchased.
Dunn recommended the following accessory items for the new Sony camera:
1. One tripod, in the range of $200 - $300 purchase price.
2. Three additional batteries, in the range of $25 - $50 each purchase price.
3. One battery charger, in the range of $35 purchase price.
4. One soft camera bag.
Halprin noted that there may be a useable camera bag available for PEGs use. VanTine and Dunn will complete their review of accessory items prior to making the purchase.
A motion by Perry for up to $500 to purchase Sony PDX camera accessories, seconded by Dunn, was unanimously approved.
VanTine distributed a memo from Bill August dated August 2, 2004 related to governance models for access channels and facilities. The committee is interested is engaging August to assist with this question and identified several questions to August to research. Newman volunteered to compile the list of questions, share with the committee, and contact August to discuss his services.
VanTine distributed correspondence from Ed Sterling (978-779-6058, ed@edsterling.com), president of a newly formed private non-profit PEG corporation in Bolton (BATCO) that will operate Channel 10. Newman will contact Sterling regarding Bolton’s governance structure.
VanTine distributed the Channel 9 cablecast schedule for the period April 20-26, 2005.
VanTine reminded the committee that PEG is scheduled to meet with the Finance Committee on May 3, 2005 to review the FY 2006 budget.
The next PEG meeting is scheduled for Tuesday, May 3, 2005 at 7:00 at the Stow Town Building.
On a motion by Perry and seconded by Dunn, unanimous vote, the committee adjourned at 9:24PM.
Prepared by: _________________________________
Ed Newman
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