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Minutes Cable Teleprogram 11 1 05 MINUTES OF CABLE COMMUNITY TELEPROGRAMMING COMMISSION MEETING November 1, 2005 CITY HALL ANNEX - 2ND FLOOR BOARD ROOM MEMBERS PRESENT: Maria Araeipour. Sr. Carol Hoverman OSF, Jennifer Tigges, Pauline Maloney, George Herrig, Burton Everist MEMBERS ABSENT: One seat remains vacant on the Commission OTHERS PRESENT: Jim Barefoot, Mediacom Randy Gehl, City of Dubuque Public Information Officer Ms. Maloney called the meeting to order at 5:35 p.m. 1. Acceptance of the Agenda. Upon a motion by Sr. Hoverman, seconded by Ms. Tigges, the agenda was accepted as published. 2. Approval of the Minutes of the October 4, 2005 Meeting. Upon a motion by Sr. Hoverman, seconded by Ms. Tigges, the Minutes of the Oct. 4, 2005 Commission meeting were approved as distributed. 3. Public Comment. Mr. Herrig asked Mr. Barefoot about problems with audio. He said that occasionally, when the B cable is being worked on, there can be transmission problems with PEG channels. Ms. Tigges recommended that if any problems are noticed, to call Mediacom immediately so the problem can be identified. Mr. Barefoot summarized how audio and other transmission problems are tracked and identified. After a question on B cable from Ms. Maloney, Mr. Barefoot explained the current functions of B cable, which is currently being rebuilt as a fiber network. 4. Access Equipment Expenditures. Ms. Maloney asked about the funding of the PEG Access Equipment Fund. Mr. Barefoot confirmed his explanation from the previous meeting: it is based on the previous year's revenue and is then adjusted quarterly. He reported than an additional $3,654.36 for July-September was added recently. Ms. Tigges asked for a monthly report which details the deposits and withdrawals from the account. Mr. Gehl said he would begin to provide such a report every month. Mr. Barefoot asked about the possibility of the group receiving an Excel file on the account which could be e-mailed. He also explained how and why the control of the PEG Access Equipment Fund was transferred from Mediacom to the City. Mr. Barefoot said Kathy McMullen is in the process of getting the remaining $2,000 from the past franchise. Mr. Barefoot said that, on October 5, he submitted his equipment request for the field equipment, studio equipment, and education channel equipment to the vendor. Since that time, he has received the majority of the field equipment and some of the studio equipment. He said he was not aware of the status of the computer unit for the school district channel. Mr. Barefoot then described a "snag" they have encountered with the cabling for the new AnyCast station and the field cameras. The fire-wire being used requires the use of a repeater at the beginning and end of a 70-foot wire. For example, with one camera using a 200-foot run of fire-wire, four repeaters are needed. Thus, 12 repeaters are needed when all three cameras are in use. Mr. Barefoot said the issue is being worked on so they can stay in a true digital mode, but some applications may require a special coax cable with 500-700 capability in analog mode. He also explained some challenges with resulting from Loras College's new press box, which requires the use of a 160-foot conduit, preventing the use of a fire-wire with a repeater. Some venues, requiring all three cameras and 12 repeaters will present challenges with power supplies. Mr. Barefoot estimated that $50,000 remains from the first round of purchases, not included the $5,634 adjustment and the $2,000 from the previous franchise. Thus, approximately $55,000 remains until July 1. Ms. Maloney requested that the public access studio purchase a backwards-counting clock to replace the existing broken clock. Mr. Barefoot asked the commission to discuss, at some point in time, transportation for the new equipment. He said the van must now be jump-started to be moved and the production truck needs to be parked as soon as possible. Exhaust enters the cab area of the vehicle due to holes in the floor. He mentioned consideration of either a trailer (which would need to be pulled), a basic cargo van, or a customized van with equipment racks for decks and the AnyCast station. He said a vehicle could be purchased this year with the remaining funds and then be customized and converted into a production truck after July 1 with next year's funds. Ms. Tigges raised the question of vehicle maintenance. Mr. Barefoot said Mediacom currently maintains the access vehicle. Ms. Tigges also asked about security issues for such a vehicle. Mr. Barefoot said perhaps a storage garage could be rented for the vehicle. Insurance and exposure of the equipment to the extreme temperatures were also cited as issues for consideration. Also, the vehicle can only be operated by a Mediacom employee. Mr. Barefoot said he expects increased demand for the new equipment, which will create transportation and staffing issues. After questions by Ms. Tigges and Mr. Everist about users transporting the equipment in personal vehicles, Mr. Barefoot said that, due to the cost of the new equipment ($45-$50,000), he would be going with the equipment on remote shoots. He said outdoor projects in inclement weather would benefit from a vehicle. Ms. Tigges commented that, due to technological advances, a full production van should not be necessary. Additionally, she said, as a producer, it may be too much of a hassle and be too cumbersome. Mr. Everist said that his impression was that the new equipment would not require as much oversight. He acknowledged concerns over equipment theft/loss, but thought the new system would be more flexible. Ms. Tigges said she spoke with Craig Schaeffer at Loras who said the new equipment will not help with productions there, which she said, contradicted her expectations regarding Loras productions and the new equipment. Mr. Barefoot explained the difference between public access projects and classroom applications and Mr. Schaeffer's student staffing needs. Ms. Tigges asked what other groups utilize the van. Mr. Barefoot said the ballet's needs will be met with the new equipment. Following a question from Ms. Araeipour regarding other sports and games, Mr. Barefoot added it is his intention to not use this for other Mediacom projects and said he has submitted a separate budget for their local origination (L.O.) projects. He said the truck originally was owned by the provider, as was the equipment, and they were loaned out to public access. As things aged and were not replaced, access equipment was placed in the truck. He said it his intention to keep the two separate. Ms. Tigges asked why Mediacom couldn't purchase a vehicle which could be rented for public access use. Mr. Barefoot said that was not an option. Mr. Barefoot concluded that over the next few months, something is needed to transport the field equipment. Mr. Everist asked when the commission could meet at the studio to view the new equipment and perhaps cablecast the meeting. Mr. Herrig asked if that might set a precedent for other commissions. Mr. Barefoot said that the commission could meet at the studio, but he is also working with Gary Olsen on scheduling a ribbon-cutting ceremony with the Chamber of Commerce for the new equipment. Following additional discussion of the existing van and equipment, Mr. Everist expressed concerns over the availability of the new equipment being tied to availability of staff if it is housed in a vehicle. Mr. Barefoot said that hours of operation for public access should be discussed as part of the access rule book discussion. He would like to hear the group's interpretation of the franchise guidelines. Ms. Maloney suggested that the meeting proceed to the next agenda item so that discussion could be held. In closing regarding access equipment expenditures, Mr. Barefoot asked that the commission ponder the discussion and come back and discuss it at future meetings. 5. Access Programming. Sr. Hoverman asked about the status of the server for weekend programming. Mr. Barefoot said another device is needed to sync the equipment for playback and he would provide an update at the next meeting. 6. Continuing Education Opportunities for Commission Members Ms. Maloney asked if there was anything new to report. Ms. Tigges said she received a copy of the magazine from the Alliance for Community Media. Mr. Gehl said that he spoke with Merrill Crawford regarding subscriptions and he said that commissioners subscriptions are paid for through the City. He said the current budget contains $2,900 for subscriptions, but that budget must also pay for cable television staff subscriptions. Only $97 has been spent so far this fiscal year and no subscriptions have been renewed. He recommended that commission members bring suggestions for possible subscriptions to the next meeting and they can be discussed and decided upon. Regarding memberships, Mr. Gehl said the budget is $504 which covers the cable television coordinator's NATOA membership. Mr. Everist recommended that the group definitely get the Alliance for Community Media subscription. Mr. Gehl said he would investigate membership/subscription rates and report at the next meeting. He also said the subscriptions for MultiChannel News would not be renewed, based on previous feedback from the commission. Ms. Tigges shared information on several free publications. 7. Revision of Public Access Handbook Mr. Gehl distributed hardcopies of the handbook and asked how commission members would like to proceed. Ms. Tigges asked Mr. Barefoot about the staffing issue he raised earlier. Mr. Barefoot said he wanted to raise the issue as "food for thought." Under the "Hours of Operation" section of the current handbook, it states "Mediacom shall post regular operating hours during which residents may obtain access to facilities, equipment, training and other assistance, subject to the approval of the Cable Community Teleprogramming Commission." Mr. Barefoot said he is seeking clarification for what the new franchise states so that public access is customer-friendly and franchise-compliant. He read the franchise agreement wording which requires at least 57 hours per week. He said their current hours are 9 a.m. to 9 p.m., Monday- Thursday, 9 a.m. to 9 p.m. on Friday, and by appointment on Saturday. Mr. Barefoot asked the commission to clarify what their interpretation is when a production outside the studio requires staffing - should the studio remain open? Or, because a production is underway, does that constitute being "in operation?" Does that count toward the 57 hours? Mr. Everist asked if one staff person could be in the studio and another on the remote production. Mr. Barefoot said the problem is that they currently do that, but, now during Loras College's basketball season, they have 2-3 van remotes per week, in addition to keeping the studio open. He said the current arrangement is taxing the system. He asked if remotes should be limited per week. Mr. Barefoot said the federal regulation is that a city can only tell the cable provider to provide money for equipment purchases, not operational costs (i.e. staff costs). He said he has requested an additional employee, it is not guaranteed that it will be granted. He would like to come up with some guidelines on this issue. Mr. Everist asked if it would be appropriate to limit usage of the equipment by a single organization, or not. Ms. Tigges suggested that the organization be required to compensate for the additional staff time needed. Discussion regarding access equipment availability and frequent usage by certain organizations, particularly Loras College, continued. Mr. Everist suggested a priority level be established with provisional agreements for schedule conflicts. Mr. Barefoot asked if they would be penalize if they are doing more hours with van remotes, but the studio is not open as much. He added that both he and Tim McClain have lost vacation time the last two years because they were unable to take vacation time. He said the 57 hours per week requirement does take holiday time into consideration but not van remotes or flex time for him and Tim, so what happens, for example, if they have three van remotes in a week (exceeding the 57 hours) - are they still required to keep the studio open? Sr. Hoverman suggested that when a remote is scheduled in advance, the studio be closed with advance notice. Mr. Barefoot said there are schedule conflicts when both he and Mr. McClain cannot be in two places at once. He added that some remotes require two staff members to produce. Mr. Everist suggested that Mr. Barefoot examine studio usage records, particularly morning hours, to determine if the studio hours might be modified. Mr. Everist asked about the use of interns and Mr. Barefoot said a staff member would still be required. 8. Access Equipment Grant Process Mr. Gehl shared a sample of the Arts and Cultural Affairs Commission grant application, which is 13 pages long. He also described a sample application used by the Village of Westmont, Illinois, for community programming grants. Ms. Maloney suggested Mr. Gehl use it as a template and modify it for the commission's review. He said he would do so and provide them at the next meeting. Mr. Everist asked for a list of other sources for grant funding for programming. Mr. Barefoot mentioned the Mediacom Arts and Cultural Affairs grant program and explained its purpose. 9. Mediacom Cable Report Mr. Barefoot had nothing additional to report. 10. Cable Television Division Report Mr. Gehl reported that the government channel equipment has been ordered, but has not yet been received. He also said that the search for the cable television coordinator vacancy is ongoing. 11. Future Agenda Items. Mr. Barefoot suggested that a December meeting at the studio would require a lot of time to see the equipment. Ms. Tigges pointed out that the commission has a lot to do over the next month. After additional discussion, it was determined that an "open house" style event be held, with both cable commissions attending, perhaps in January. Mr. Everist asked if a tape describing the new equipment and the studio abilities be developed. Discussion followed and it was suggested that it be available for City Expo in April. 12. Adjournment. Upon a motion by Ms. Tigges, seconded by Ms. Araeipour, the meeting was adjourned at 7:15 p.m. RG