Minutes of the Thursday, January 5, 2006 Local Access Channel Advisory Committee (“LACAC”) Meeting
Members Present: Len Golder
Jim Parr
Ross Perry
Ed Newman
Also Present: Anne VanTine, LACAC Coordinator
Lew Halprin
Linda Hathaway, Town Clerk
The meeting was called to order at 7:30 PM at the Stow Town Building
Those present discussed the following:
Invoices for VanTine’s services for the months of November and December were approved for payment.
Perry reported that the he had recently reviewed an invoice for the purchase of a new table for the Warren Room. Delivery has been delayed following the table manufacturers discovery that they would be unable to deliver the table to the second floor without splitting the table into two pieces. The invoice for the table is in the amount or $639.65. Delivery is expected in the next few weeks.
Halprin reported that he has received delivery and installed the three additional microphones for the Hale auditorium. The microphones have not been tested yet, and he is still working to identify an appropriate power source for the microphones.
On motion by Perry, seconded by Parr, the minutes of the November 17, 2005 meeting were approved, with modifications, with three votes in favor, and Golder abstaining.
Halprin presented invoices for materials and described the charges associated with three separate installation projects:
1. Town Hall video wiring – Materials were purchased to provide a connection between the Town Hall sound system and the balcony where a video camera is placed. The connection is required when recording a meeting in which multiple microphones are used. Charges are $112.60.
2. Hale Auditorium stage wiring – Materials were purchased to provide a connection between two cameras and the projection booth, and for the installation of three microphones. The connection is required to support two cameras located on the stage for viewing speakers at town meeting. The overhead microphones are used to pick up audio that does not use the auditorium sound system. Charges are $240.18.
3. Overflow areas for the December special town meeting – Materials were purchased to provide a connection for audio and video between the Hale Auditorium, gymnasium, cafeteria, and any classroom that has a large TV. These connections are required to provide support in anticipation of a large voter turnout for this special town meeting. Charges are $316.84.
VanTine recommended that the LACAC approve reimbursing Halprin for expenses incurred for the Town Hall wiring and Hale Auditorium stage wiring projects. She suggested that the expenses incurred for connecting the overflow areas should be shared between the Town Clerk, BoS and the LACAC. Hathaway indicated that she was unable to cover the entire expenses, but would look into sharing a portion of the expenses. Perry indicated that he would discuss with the BoS. The LACAC was supportive of moving forward to reimburse Halprin for his expenses while the cost sharing plan is discussed.
On motion from Perry, seconded by Golder, that the LACAC reimburse Halprin for charges for materials in the amount of up to $316.84 required to prepare overflow areas for the December special town, and that VanTine work with the Town Clerk and the BoS to share these expenses, was approved, with a unanimous vote.
On motion from Perry, seconded by Golder, that the LACAC reimburse Halprin for charges for materials in the amount of up to $112.60 required to provide a connection capability into the Town Hall’s sound system, was approved, with a unanimous vote.
On motion from Perry, seconded by Golder, that the LACAC reimburse Halprin for charges for materials in the amount of up to $240.18 required to provide connection capability in the Hale Auditorium between stage cameras and the projection booth, and overhead microphones, was approved, with a unanimous vote.
Halprin provided a document / proposal called “Suggested Future tasks for PEG”, dated Jan. 2, 2006. This document provides the following suggestions for LACAC, with expenses estimated at approximately $17,000, if all recommendations are implemented:
1. Install an additional video camera and an intercom to improve the communications between the board/committee chairman and the control room for meetings held in the Warren Room.
2. Eliminate the dependency of using “borrowed” equipment when producing events away from the Warren Room.
3. Simplify the set-up and preparation procedures currently required when producing events away from the Warren Room.
4. Continue to improve the technology and simplify the operations of equipment located in the Control Room.
5. Expand the production capabilities and audio capabilities when recording events using portable video equipment.
6. Support the creation of a video club at the Hale Middle School.
7. Migrate to digital technology for storing and playing video content.
After reviewing the “Suggested Future tasks for PEG” document, VanTine worked with Halprin to develop a proposal for additional equipment and several short term projects, estimated at $5,220. These include:
1. $480 Purchase quantity 4 of 9” TV/VCRs for Hale, Town Hall and portable use.
2. $2,830 Establish a permanent setup at Hale auditorium, and eliminate use of borrowed cameras, video mixer, and microphone mixer equipment
3. $600 Solve sound system issues, install connections, install pan/tilt head, and build cabinet in the balcony at Town Hall.
4. $100 Install intercom between Warren Room and Control Room.
5. $810 Purchase 3 wireless microphones, 1 desktop conference microphone, and a microphone mixer.
6. $400 Install a flat screen 17” TV in the Town Building lobby.
The LACAC discussed the six items propose by VanTine, noting that these acquisitions could eliminate some of the dependencies on the use of borrowed equipment, simplify the set-up for events at Hale and the Town Hall, and improve the ability to produce events outside of the Warren Room. Although placing a TV monitor in the Town Building lobby would have potential benefits, LACAC choose not to pursue this item at this time.
On motion from Golder to approve $4,820 for the purchase of equipment, supplies and materials identified as items 1 to 5 from the list of activities recommended by VanTine and Halprin, seconded by Perry, was approved, with a unanimous vote.
The LACAC directed VanTine and Halprin to review the proposed equipment specifications and plans with Dunn before procuring any products, supplies or materials.
VanTine provided am equipment procurement status:
1. Kevin Long installed the Symetric 421M AGC compressor / limiter on January 4, 2006 with an improvement in sound quality.
2. Long has delivered the three additional microphones.
3. Long repaired a microphone in the Warren Room.
4. Long created a wiring diagram for the equipment racks and hardware.
5. Long spent time providing training for equipment capabilities and reviewing new functions / technology for LACAC to consider in the future.
VanTine presented a draft LACAC fiscal year (FY) 2007 budge. After review of the proposed budget, the LACAC increased the repairs and maintenance line item from $400 to $2500. This revision was based an estimate for repair / replacement at 10% of the equipment expense as an annual maintenance estimate. The expense to equip the Warren Room and Control Room is in excess of $25,000. The 10% figure was based upon the experience and recommendation from the town of Lincoln PEG committee. Additionally, the approval of $4,820 for the purchase of equipment, supplies and materials, which would have been reviewed for approval in FY 2007, results in a budget reduction. The FY 2007 budget to be presented to the BoS will be $63,940.
On motion by Golder to approve the LACAC FY 2007 proposed budget with modifications, seconded by Perry, was approved, with a unanimous vote.
VanTine was directed to enter the approved budget into the forms requested by the Town Administrator and forward the information to the Administrative Assistant.
Vantine provided a draft contract for services beginning December 1, 2005. The hourly services contract calls for fifty weeks of service at an average of twenty hours per week at $18.00 per hour, or $18,000 per year. This represents an increase of $3.00 per hour. The LACAC noted the following results as examples of VanTine’s performance and expanded responsibilities in the past year:
1. Expanded the use of the bulletin board with an increased number of announcements, including posting of election and town meeting results.
2. Managed the successful installation of audio and video technology into the Control Room and the Warren Room.
3. Conducted recording and delayed cablecast of BoS meetings in August, and began live cablecast of BoS meetings in October.
4. Recorded three town meetings for cablecast.
5. Grew weekly local programming of cablecast material from zero hours per week to approximately thirty-five hours per week at year end 2005.
On motion by Golder to modify the existing service agreement for the Stow TV Program Coordinator to a) increase the hourly service rate to $18.00 per hour, effective December 1, 2005, for twenty hours per week, fifty weeks per year, or $18.00 per year and b) to eliminate the provision for a one year term from the agreement, seconded by Parr, was approved, with a unanimous vote.
VanTine was directed to meet with the Town Administrator to execute the new agreement.
VanTine provided a draft of a questionnaire “Survey of Interest in Televising Board Meetings.” This questionnaire will be sent to all own boards and committees to confirm the level of interest in having their meetings cablecast. The LACAC suggested several revisions to the questionnaire and asked VanTine to work with the Administrative Assistant to distribute the questionnaire. The LACAC will request feedback responses by February 15, 2006.
VanTine advised the LACAC that she has scheduled time to meet with the BoS on Tuesday January 24, 2006 at 8:00 to discuss the fiscal year 2007 budget. Newman invited all LACAC members to participate in the discussion.
Newman presented a draft of the 2005 LACAC Annual Report for inclusion in the Town of Stow 2005 Report. VanTine provided suggested revisions and supporting documentation listing a) proposed FY 2007 goals, b)thirty locally produced programs cablecast from March to December 2005, c) programs acquired from other stations, d) programs containing information for Stow decision-making, e) bulletin board photo displays, and f) a summary of town government meetings cablecast. Newman is to revise the Annual Report based upon LACAC input, and provide the draft document to the administrative assistant for delivery to the BoS for review at their January 24th meeting.
Halprin described his discussions with Bolton TV regarding the recording of regional school district committee meetings. He inquired about the level of interest of LACAC participating in this initiative. With limited staff resources, LACAC members were not in favor of participating at this time, and suggested that Bolton TV take the lead on this project.
VanTine provided a draft document “Stow TV Policy for Copies of Recordings” which will be incorporated into the Stow TV Handbook and be placed on the town of Stow web page. The document states the policy for obtaining copies of public meetings. The document also contains the fee schedule for duplication services. The fee schedule will be published on the web.
On motion by Golder to approve the “Stow TV Policy for Copies of Recordings” with the related fee schedule, seconded by Parr, was approved with a unanimous vote.
The next LACAC meeting is scheduled for Thursday, February 2, 2006 at 7:30 at the Stow Town Building.
On a motion by Perry, seconded by Parr, unanimous vote, the committee adjourned at 10:06 PM
Prepared by: _________________________________
Ed Newman
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