Minutes of the Thursday, February 2, 2006 Local Access Channel Advisory Committee (“LACAC”) Meeting
Members Present: Andy Dunn
Jim Parr
Ross Perry
Ed Newman
Also Present: Anne VanTine, LACAC Coordinator
The meeting was called to order at 7:30 PM in the Warren Room, at the Stow Town Building
Those present discussed the following:
Invoices for VanTine’s services for the month of January and for the salary adjustment for the month of December were approved for payment.
VanTine distributed the Coordinator reports for the months of November, December and January.
VanTine distributed the package prepared for the discussion with the BoS on January 18, 2006, which included a draft of the committee’s 2005 annual report, summary of material cablecast on Channel 9, and budget details. Newman and VanTine represented the LACAC Committee and discussed the following:
1. LACAC funds available as of 1/10/06 are $62,214
2. An income projection for the remainder of FY2006 is $17,000 and for 2007 is $34,000.
3. An expense projection for the remainder of FY2006 is $26,502 and for FY2007 are 63,950.
4. Estimated funds at the end of FY2007, June 30.2007, is $25,000.
5. In FY2008, LACAC may require additional funding above Comcast fees to continue operations at the same level.
6. The objectives requested of LACAC when the committee was established have been completed. The BoS agreed.
7. A proposed set of new objectives were presented and approved by the BoS.
8. When LACAC was established, it was envisioned that a group of core volunteers would be available to assist with operations. LACAC has been unable to identify and train enough volunteers to date.
9. LACAC is evaluating adding an Assistant Program Coordinator to assist the current Program Coordinator, and to provide backup in the absence of the Program Coordinator.
10. LACAC has been able to produce a number of events using borrowed equipment, and long set-up time to prepare the facility for recording/cablecast. LACAC will add additional equipment to its inventory and prepare additional town facilities with more permanent infrastructure to simplify recording/cablecast of events.
11. LACAC could use additional workspace for its operations.
12. Newman asked the BoS to consider the role of Channel 9 over the long term. The role of Channel 9 in the community and the services offered should be reflected in the committee objectives, and the money required to fund operations.
13. Newman advised the BoS that he plans to resign from the LACAC.
Newman requested that VanTine forward a copy of the package of material provided to the BoS to the Finance Committee and offer to have LACAC available to meet to review its FY2007 budget.
On motion by Perry, seconded by Parr, the minutes of the January 5, 2006 meeting were approved, with a modification, with three votes in favor, and Dunn abstaining.
On motion by Dunn, seconded by Perry, the annual report of the LACAC committee for 2005 was approved, with a unanimous vote.
Newman requested that VanTine forward a softcopy of the annual report to the Administrative Assistant.
Newman advised the committee that he has spoken with Lynch, Chair, Capital Planning Committee, to determine if there is a requirement to meet with her committee to review FY2007 capital plans. Since there are no capital expenditures in excess of $10,000 planned for 2007, Lynch indicated there is no requirement to meet with her committee.
VanTine provided an update on equipment status:
1. VanTine recently recorded a concert in the Hale auditorium and was able to use the new microphones that Halprin had installed. VanTine indicated that the audio quality was good.
2. Four combination TV/VCR units have been purchased and received.
3. Two of the current VCRs that interface with the scheduling system are experiencing intermittent failures, which results in loss of audio and video to Channel 9. VanTine has tried cleaning the heads and time consuming workarounds on several occasions, without success. These current units are not well-suited to function correctly with the Leightronix scheduler. Dunn indicated that a signal cable for each VCR is required for interfacing to the scheduling system. This cable is relatively expensive because of its interface capabilities. VanTine recommended allocating funds to replace these two units, their signal cables, and to obtain installation services.
On motion by Dunn, seconded by Perry, that VanTine be authorized to spend up to $750 to purchase two commercial grade VCR or DVD recorders and 2 interface cables for the Leghtronics scheduling system was approved, with a unanimous vote.
The committee asked Perry to request that the Selectman include a new budget line item or special article to be used for expenses associated with annual/special town meetings. Examples of expenses to consider included audio engineer, shuttle service, police/fire details, warrant creation, permanent setup for overflow areas at the Hale School, etc.
The committee discussed having funds available for the program coordinator to use to repair/ replace failing equipment or acquire services without waiting for approval at the next LACAC committee meeting. When these funds are used, the program coordinator would advise the committee at its next meeting. The committee felt that these funds could also be used for installing the new VCR or DVD recorders approved at this meeting, if required.
On motion by Dunn, seconded by Perry, to authorize the LACAC coordinator to spend up to $500 per month for equipment repair, equipment replacement, or acquire support services for LACAC equipment with the requirement that the LACAC coordinator report these expenses at committee meetings was approved, with a unanimous vote.
VanTine expressed interest in acquiring additional music media from artists to use as background music. VanTine indicated that she would only acquire CDs from artists willing to provide a release which would allow their music to be cablecast without fee on Channel 9.
On motion by Parr, seconded by Newman, to authorize the program coordinator to spend up to $100 for the purchase of music CD/DVDs to play as background music, provided that the artist provides written consent for this purpose, was approved, with a unanimous vote.
VanTine provided an update on the responses to the town board/committee questionnaire “Survey of Interest in Televising Board Meetings” distributed in January.
1. School Committee would be interested in having their meeting cablecast
2. Finance Committee and Board of Health would be interested in having their “special meetings” cablecast, rather than their regular meetings.
3. The Fire Department and Board of Assessors are not interested in having their meetings cablecast,
VanTine reported receiving a request from the town administrator for all departments to conduct an employee performance review for their employees. The Program Coordinator is a contract position, and is not considered a “regular” town employee. Both the committee and VanTine felt that the discussion when reviewing VanTine’s contract at the January 5, 2006 meeting satisfied the performance evaluation requirement. Perry will provide a written response to the town administrator to confirm that LACAC believes that the formal performance review is not required for the Program Coordinator position.
VanTine requested that the committee reconsider the fee schedule for creating VCR copies of public meetings. Currently, the fee is $20 for up to the first two hours of content and $15 for each additional two hours of the same meeting. VanTine suggested that it is sometimes desirable to provide copies to promote community good-will. She stated that a $10 charge would be adequate. VanTine noted that all funds received for creating the recorded material would go into the town’s general fund, rather than into the LACAC fund. Dunn expressed concern about VanTine spending her limited time satisfying requests for recorded material, rather than working on other LACAC projects. Perry indicated that if the committee reduced the charge, and the program coordinator was spending too much time preparing
copies, the fee schedule could be reviewed in the future.
On motion by Perry, seconded by Parr, to revise the fee schedule for preparing a copy of a recording to $10 for up to two hours of recorded meeting time and $5 for each additional two hours of the same public meeting was approved, with three votes in favor, and Dunn opposed.
VanTine reported that she and Halprin were able to produce a live cablecast of a BoS meeting in January from the town hall, using two portable cameras, with a borrowed video mixer, and interfacing with the building audio system. VanTine indicated that there should be changes made to make this a faster set-up process in the future. VanTine also plans to document the set-up processes.
VanTine advised the committee that she is unable to assume responsibility for the audio system at the May town meeting. Long-time volunteer Horne is not available to assist at this year’s meeting. He has indicated that he is available to provide training of another volunteer. VanTine indicated she has spoken to a volunteer who may be available to assist. The potential volunteer has never worked in the Hale auditorium and may not be available until after his workday. Perry will contact the volunteer to confirm his availability.
Vantine distributed a document with correspondence with Stephanie Coulombe, MIAA Member Services addressing liability coverage available to LACAC volunteers under the town’s MIAA insurance coverage. VanTine suggested that program producers who use Stow TV equipment or resources should not be covered by the Town liability insurance, since the Handbook emphasizes that program producers are responsible for their actions and program content. VanTine felt that LACAC should be careful not to undermine the protections to the Town that Bill August recommended including in the Handbook. Volunteers working directly for Stow TV, in contrast should be covered under the town’s liability policy. VanTine requested authorization to contact attorney August to discuss volunteer liability coverage.
VanTine indicated that attorney August has advised the committee in the past and provided recommendations in the area of liability that were included in the Handbook Newman summarized his conversation with the town administrator where he recommended that volunteers sign a document acknowledging that they have received training and their willingness to work under the direction of the program coordinator, and further to have been appointed by the a formal vote of the LACAC committee. Perry requested that VanTine continue to research this matter and plan to review at the next committee meeting.
VanTine identified a need to establish a policy to allow equipment to be loaned. The proposed policy would address liability and equipment damage issues. The committee requested that VanTine prepare a draft document of the proposed policy for the next committee meeting.
VanTine distributed a job description for an Assistant Program Coordinator. The job description covers a wide range of administrative and operational tasks. While having backup for all of these tasks is important, the committee agreed that identifying additional volunteers or staff to assist with recording/cablecast meetings is of higher priority.
The committee discussed options available to identify and train volunteers or other resources to assist the program coordinator with recording meetings and a portion of the operations responsibilities. Newman summarized his conversation with a reporter from the Beacon and her willingness to create a news article to describe the need for additional volunteers. The committee requested that VanTine select dates (day and evening) to host a “training open house” for potential volunteers to learn how to use the equipment in the control room to record/cablecast meetings. The training seminar should be scheduled prior to the next committee meeting.
Newman advised the committee that he will be resigning from the committee prior to the next LACAC meeting.
The next LACAC meeting is scheduled for Thursday, March 16, 2006 at 7:30 at the Stow Town Building.
On a motion by Perry, seconded by Dunn, unanimous vote, the committee adjourned at 9:37 PM
Note: The draft version of these meeting minutes was prepared by Ed Newman.
Approved by: _________________________________
Ross Perry
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