Minutes of the Wednesday, July 20, 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
The meeting was called to order at 7:36 PM at the Stow Town Building
Those present discussed the following:
VanTine presented an invoice for her services for the month of June which was approved for payment.
On motion by Perry, seconded by Dunn, the minutes from the May 26, 2005 meeting were approved with modifications, with Golder abstaining.
On motion by Perry, seconded by Parr, the minutes from the February 17, 2005 meeting were approved, with Golder and Dunn abstaining.
VanTine reported that Kevin Long from Great Northern Video had completed the installation of cameras and microphones in the Warren Room, installation of equipment in the PEG control room and completed training on July 13, 2005. Long performed the installation, spending June 21 and June 22 installing the control room equipment and cameras, and July 13 installing the microphones. VanTine noted that the wiring diagrams had not been delivered. Based upon initial testing, all of the equipment and installation services have performed as required in the Agreement with Great Northern. However, we have not had an opportunity to record a meeting to test the functionality of the equipment and verify the overall quality of the recording.
The committee agreed to release payment for the equipment pending a satisfactory test, and that payment for installation services is withheld until the remaining documentation is delivered.
The committee requested that VanTine record the July 26, 2005 Selectmen’s meeting as a training exercise and to evaluate the quality of the audio and video of the recording.
On motion by Perry, seconded by Dunn, that VanTine is authorized to release payment for all equipment acquired from Great Northern Video provided that the control room equipment, cameras, and microphones work as stated, and that the audio and video recording is of high quality was approved, unanimously.
On motion by Perry, seconded by Parr, that VanTine is authorized to release payment for all installation services acquired from Great Northern Video upon receipt of the wiring diagram was approved, unanimously.
VanTine recommended that the committee approve acquiring and installing several items in support of the equipment used to record meetings and cablecast, based upon her discussion with Kevin Long, including:
1) one Leightronix interface to DV tape recorder (PRYS9P @ $113),
2) one DVD recorder (Panasonic DRES-10K @ $190),
3) one DVD player (Panasonic DVDs-29K @ $66) and Leightronix interface (PRPADVD @113),
4) two rack shelves (Atlantic U2 @$37/each), and
5) installation service and cables ($375)
On motion by Perry, seconded by Dunn, that up to $1000 is authorized to purchase and install the additional items recommended by VanTine to record meetings and cablecast was approved, unanimously
Perry reported that at the July 12th Selectmen’s meeting, which VanTine and Halprin recorded as a training exercise, he had the Selectmen, Town Administrator and Administrative Assistant seated all on one side of their table. Based upon this seating arrangement, the BoS requested that the Administrative Assistant investigate options for the purchase of a new, longer table.
VanTine reported that Rogoveen had adjusted the A/C fan in the control room to run continuously and cut a strip off the bottom of door. These two actions have significantly lowered the room temperature, now under 80 degrees. Rogoveen has provided an in-room air conditioner, and with the lowered temperature, installation may not be required. If the A/C unit is not installed, it is to be returned to Rogoveen.
Newman reported that the Town Administrator is working with attorney Bill August and is close to completing a draft governance document. He plans to share the document with the PEG committee for comments prior to distributing to the BoS.
Newman distributed a draft recap of the financial position of the PEG funds available as of July 1, 2005, and an estimate of income and projected expenses for the next twelve months. Newman was asked to revise the document and when complete, share with the Town Administrator and the committee.
VanTine asked for a clarification of the PEG invoice receipt and approval process. Perry reported that all invoices to be paid by PEG will be provided to the PEG Coordinator for review, verification, and filing. Perry volunteered to write a memo to the town administrator and treasurer confirming this procedure.
VanTine provided feedback on her conversations with Stow residents and receipt of five emails and nine /voice messages regarding the material cablecast over Channel 9. Comments were favorable.
VanTine distributed a draft of a letter to Carrie Sewell-Bancroft of Virtual Town Hall and Janet Wheeler of the BoS regarding ongoing issues with tables inserted into the Stow TV web page on the Stow web site. The committee requested that VanTine review the letter draft with Wheeler, the Town Clerk and Administrative Assistant, and then forward to Virtual Town Hall.
Halprin distributed a document with his recommendations and cost estimates associated with 1) preparing the Hale auditorium and Town Hall to record meetings, 2) provide portable camera equipment and tripods for “outside” events, 3) Video editing equipment, and 4) Establishing a video club at Hale.
The next PEG meeting is scheduled for Tuesday, August 2, 2005 at 7:30 at the Stow Town Building.
On a motion by Perry and seconded by Dunn, unanimous vote, the committee adjourned at 10:05PM.
Prepared by: _________________________________
Ed Newman
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