Minutes of the Monday, August 15, 2005 LALAC Meeting
Members Present: Andy Dunn
Len Golder
Ross Perry
Ed Newman
Also Present: Ann VanTine - LALAC 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 Golder, second by Newman, the minutes for August 2nd, 2005 with revisions were approved with Golder, Dunn and Newman in favor, Perry abstaining.
The Local Access Channel Advisory Committee (The Committee) discussed the Warren room installation. Of concern was the quality of the audio. It is still not satisfactory. The airflow problem had been fixed with redirecting the vents for the air handler. Audio levels, however, remain too low. Halprin, VanTine and Dunn performed several tests and feel that Kevin Long will need to return to fix the problem.
VanTine sent Great Northern a letter letting them know that we have authorized payment for the equipment and that installation costs will be paid after Kevin has taken care of the audio.
The Committee discussed different alternatives for when to broadcast the meetings. While we would like to go live as soon as possible, until all the issues are worked out, Ross would like to see the meetings broadcast after the meeting adjourns. We were unsure whether broadcasting can happen during the meeting only (from call to order until adjournment) or if it was ok to broadcast room activity prior to the meeting and post adjournment. For now, we feel it best to limit our recording / broadcasting to official meeting times and will not record before call to order or after adjournment. All efforts will be made to air the Board of Selectmen meeting on September 23rd.
The BoS approved the governance document and copies were distributed to all members.
VanTine would like to get a second hand held camera similar to the one we already own, a Sony PDX10. She and Dunn will look into pricing.
After discussing the Facilities and Capabilities to be Developed document presented by Halprin, the following motions were made;
On motion by Golder, second by Dunn, the committee moves to authorize Lew Halprin to proceed with the cabling of Hale Auditorium as portrayed in the diagram entitled ‘Arrangement for Video Casting Events at the Hale Auditorium’ on page five of the document and we authorize the use of LACAC funds not to exceed $200. The motion passed unanimously.
On motion by Dunn with second by Perry, the committee authorizes the allocation of $500 for two microphones for the purpose of placing them as the hanging microphones over Hale Auditorium. Motion passed unanimously.
Questions were addressed regarding what policy should be made regarding recording the meetings, in particular, the BoS meetings. Should we make copies when asked? If so, who incurs the cost? Is our recording part of the official record, especially if the video is used to write accurate minutes? Are we therefore required to make copies and archive them in a place such as the library? With further discussion to follow in the future, we have decided that 1 copy of the meeting will be made and given to the Board of Selectmen Administrative Assistant or Chair. It will be the policy of the committee not to distribute the recordings however, the BoS will have their copy for any copies they wish to make. We could, at a later time decide to make copies, when requested, for a fee. Newman believes that the handbook states that we will keep our
recorded copy for 30 days.
Until more discussion is made on this topic, if a Selectman requests a copy, a copy will be made. The copy is made for quality and testing purposes only.
The next meeting is scheduled for September 29th, 2005 at 7:30pm.
On a motion from Golder and seconded by Dunn, unanimous vote, the committee adjourned at 9:30pm.
Prepared by: _________________________________
Andrew Dunn
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