Minutes of the Thursday, May 26, 2005 PEG Advisory Committee Meeting
Members Present: Andy Dunn
Ed Newman
Jim Parr
Ross Perry
Merrily Evdokimoff, Associate
Also Present: Anne VanTine, PEG Coordinator
Lew Halprin
The meeting was called to order at 7:31 PM at the Stow Town Building
Those present discussed the following:
VanTine presented an invoice for her services for the month of May which was approved for payment.
The committee thanked VanTine for her work using the bulletin board to advertise that election and ballot question results would be on Channel 9 on Tuesday evening following the close of the polls (8:00PM) and then having the “unofficial” results available on Channel 9 at 8:35 PM.
The committee reviewed the recording of two evenings of the annual town meeting for the first time, noting the following:
1. The committee thanked Sam DeLuca, Ms. Deluca, Lew Halprin, Jerry Horne, and Anne VanTine for their hard work in recording the meeting
2. There were a number of last minute activities required to complete the setup of the audio system. Access to the auditorium on Sunday for setup (or day before the meeting) should be investigated to complete the installation and testing of the audio and video systems in advance of the meeting. Perry suggested that the school be contacted to discuss options for future town meetings.
3. There is a need to train other volunteers to assist with audio & video setup and operations during the town meetings.
4. The operator of the Eagle Scout PowerPoint presentation advanced slides quickly causing flickering on the recording.
5. Lighting for those seated closest to the outside walls at the Selectmen and Fincom tables was poor, unless house lights were turned up. The overhead stage lights can be physically lowered and adjusted to provide improved lighting for those seated in front of the stage. The lighting can be lowered; however, this adjustment is done by an outside contractor, for a fee.
6. Speakers should not stand in the PC Projector lighting.
7. When counting votes by tellers, the camera was focused on the Moderator, as requested, who kept moving. Newman suggested that he would develop a PowerPoint slide stating that voting is in progress and the meeting will resume when votes have been recorded.
8. Halprin installed two wireless cameras, one on each side of the stage to record voters at the two microphones in front of the stage. Lighting for voters at the microphones was poor on Monday night. Further, the cameras failed to record on Tuesday evening, perhaps due to some wireless frequency interference. This wireless technology will not be used in the future.
9. Halprin indicated that he was working at the Hale school to install wiring into the library. He plans to position wires at each side of the stage qnd run them to the projection booth as part of this project. The committee cautioned Halprin not to place/install the wiring without the authorization of the Hale school administration.
10. PEG should be made aware if presenters or “singers” will be in any location other than where microphones are placed.
11. There were several examples of people standing on the stage and only having their legs recorded. Perry suggested that the moderator use the STOWS meeting to provide instructions related to recording for cablecast, i.e., where to stand, not in the light, etc.
VanTine reported that Kevin Long has resigned from Great Northern Video. Ed Lombardi has replaced Kevin. After several discussions with Lombardi, VanTine confirmed that Long has been retained by Great Northern to do Stow’s installation work. VanTine has forwarded the contract with attachments for equipment acquisition and installation. When signed by Great Northern and returned, VanTine will have the purchase order sent to Great Northern.
Newman reported meeting with Building Inspector Richard Rogoveen regarding any issues associated with installing this cameras/microphones equipment in the Warren Room. Separately, VanTine and Mong met with Rogoveen to discuss similar installation plans. VanTine requested that the installation take place on a weekday rather than on a Saturday as initially planned. The committee requested that VanTine pick a day that fits the schedule of all parties. Rogoveen requested that Mong be on-site during the installation. Mong will be unavailable 6/24 – 7/8.
Perry requested that Halprin, acting with the Cable Committee, keep the Selectmen advised of any progress related to Verizon installing cable services in Stow. Perry requested that Halprin draft a letter for the Selectmen to send to Verizon.
VanTine advised the committee of a meeting with Ed Sterling from the Bolton PEG Committee. The Bolton PEG committee is not considering building its studio in the Nashoba Regional High School.
Halprin described a document that he had created which suggests an organization structure for PEG, including several sub-committees and proposed future projects with related costs. The committee thanked Halprin for his input and will consider the document as input for organization structure in the future. Related to a video club at Hale, Perry requested that Halprin discuss funding this program with the NRSD Committee. Perry also suggested that the committee continue to identify volunteers rather than hiring additional staff. Halprin and Dunn will meet to review / revise the document for discussion at the next meeting. The PEG committee plans to schedule time at the next several meetings to complete its organization structure and to select future projects.
Newman indicated that he has spoken with Wrigley regarding his working with Bill August to develop Stow’s governance document. Wrigley expects to receive two sample governance documents soon. After reviewing these documents, he will then schedule time with August.
On motion by Parr, seconded by Perry, the minutes from the May 3, 2005 meeting were approved, unanimously.
VanTine reported that Mong inquired if PEG would like to purchase science education video material from the Lawrence School Department at $2.00 - $3.00 per video tape. A motion by Newman for up to $70 for the purchase of twenty-eight video tapes containing science educational video material crated by the Lawrence School Department, seconded by Perry, was approved, unanimously.
Newman reported on his meeting with Roggeveen regarding options to cool the PEG control room. Roggeveen has suggested that an in room air-conditioner similar to that installed in the COA room is an option that would cost approximately $2200. Following Newman’s meeting, VanTine reported another option of installing an in-room A/C at approximately $200. Newman volunteered to speak with Wrigley regarding funding this $200 expense. VanTine reported that the printer in the PEG office would be relocated into the hallway to make additional workspace available in the office.
VanTine advised the committee that the PEG web page on the Virtual Town Hall has too many tables and the software does not support this capability. Perry requested that Selectman Wheeler be advised of this issue.
VanTine advised the committee that Magicbox had approached her about becoming a beta site for future software releases. The committee advised VanTine that she should make the decision based upon her level of comfort of working with the company.
Dunn suggested that petty cash be provided to those who are recording activities for PEG, to be used to purchase supplies, as required, during a recording, as well as snacks and beverages for volunteers recording events such as town meeting. Perry indicated that this has not been a practice used for other town volunteers.
VanTine indicated that she is using quite a number of video tapes to make backups of recordings. Also video quality degrades after ten or more cablecasts and need to be replaced. VanTine expects the volume of tapes consumed to continue to increase.
A motion by Dunn to authorize VanTine to spend up to $200 per month for office supplies and media, as required, was seconded by Perry, and approved, unanimously.
Halprin requested that he be authorized to use the PEG camera to record the Memorial Day parade activities. Permission was granted.
The next PEG meeting is scheduled for Wednesday, July 13, 2005 at 7:30 at the Stow Town Building.
On a motion by Parr and seconded by Dunn, unanimous vote, the committee adjourned at 9:45PM.
Prepared by: _________________________________
Ed Newman
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