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11-03-2011 SWC MINMinutes of the SherburnelWright County Cable Commission Thursday, November 3, 201 I, I:00 p.m. Delano City Hall Present: Chair Myles McGrath, Commissioners: Don Levens, Cathy Shuman, Nancy Carswell, Mext Auger, Linda I3ruby, Lori Kampa, Ph$ Kern, and Tina Allard Absent: Commissioner Luke Fischer Also present: Technology Consultant Bill Bruce, Attorney Bob V ose, Video Production Coordinator Mark Davis, and Charter Representative Tom Bordwell Call to Order Chair McGrath called the meeting to order at 1:00 p.m. 2. Approval of Minutes-August 4. 2011 MOVED BY COMMISSIONER KAMPA AND SECONDED BY COMMISIIONER LEVENS TO APPROVE THE AUGUST 4, 2011 MINUTES. MOTION CARRIED 9- 0. 3. Treasurer's Report a. Financial Statements Commissioner Auger presented the staff report. MOVED BY COMMISSIONER KERN AND SECONDED BY COMMISSIONER SHUMAN TO APPROVE THE FINANICAL STATEMENTS AS PRESENTED. MOTION CARRIED 9-0. Commissioner Auger suggested rebating 4~h quarter franchise Eces to the cities. It was noted that cities are struggling with budgets due to the economy and these Eees would help offset hidden program costs. MOVED BY COMMISSIONER SHUMAN AND SECONDED BY COMMISSIONER KERN TO APPROVE THE RETURN OF 4TH QUARTER FRANCHISE FEES TO THE CITIES. MOTION CARRIED 9- 0. b. Centralized Record Keenin Chair McGrath stated a central location fox official record-keeping hasn't been determined by the commission. Elk River volunteered this service utilizing Laserfiche. Commission consensus was for Elk River to be the official record-keeper of commission records. 4. Attorney's Report Attorney Vose noted the PCC is reviewing right-of--ways and could develop additional federal regulation regarding the use of them. 08031 I cable Page 1 0(4 Attomey Vose stated he'll start notifying Commissioner Auger annually to send a letter to the cable companies reminding them to pay PEG fees. 5. Equipment Report Mr. Bruce reviewed his staff report. He also discussed the work being done fox SWI'V Channel 19 and handed out a copy of the logo along with the Home page design for the commission website. Mr. Bruce reviewed quotes fox website design. MOVED BY COMMISSIONER KAMPA AND SECONDED BY COMMISSIONER LEVENS TO APPROVE THE QUOTE FROM SM WEBSITE SOLUTIONS IN THE AMOUNT OF $1,430. MOTION CARRIED 9-0. Tlolunleer Ure Commissioner Kexn questioned if the commission should purchase a volunteer rider due to liability concerns that come with unlizing volunteers. Attorney Vose stated the commission should create a waiver and it should clearly indicate to volunteers that they are working for the commission and not for a member city. MOVED BY COMMISSIONER SHUMAN AND SECONDED BY COMMISSIONER HRUBY TO APPROVE THE EQUIPMENT EXPENSES OUTLINED IN THE STAFF REPORT IN THE AMOUNT OF $26,901.25. MOTION CARRIED 9-0. MOVED BY COMMISSIONER ALLARD AND SECONDED BY COMMISSIONER KERN TO PURCHASE INSURANCE COVERAGE FOR COMMISSION VOLUNTEERS. MOTION CARRIED 9-0. Attorney Vose and iVlr. Bruce will be working on a volunteer waiver. Mr. Bruce stated he and Mr. Davis are working on creating n volunteer handbook. 6. Programming Report Mr. Davis presented a video highlighting some of his work over the past year. He noted 6e would be entering the Pink Steeet Party video fox some awards. Commission Business a. Charter Communications Representative Tom Bordwell Mr. Bordwell was introduced. Homeland Security Emer~evAlert Tert Mx. Bordwell explained the first new testing procedure from the FCC for homeland security, which will go out over TV channels. He noted the test will be on Wednesday, November 2, 2011. Ana lY/ide Channel Mr. Bordwell stated he needs to review all the agreements between Chaxtex and the Commission and noted he would like to put together a working group of Charter employees in order to get the channel activated. 08031 I cable Page 3 0(4 Mr. Bruce stated previous discussions led the Commission to believe that Channel 19 would be the area wide channel. Mx. Bordwell stated the technical engineers believed it was Channel 19 too but noted he needed to learn more about the technical aspects. Mr. Bordwell noted there should be a channel launch for customers and an education/marketing plan in order to build value into the channel and that Charter could help with this initiative. Mr. Bruce stated he was looking into a telethon type of opening Eox the channel with participation from viewers and volunteers. There was discussion on testing prior to going live. Commission consensus was for Mr. Bruce and Mr. Davis to move forward with the area wide channel project. b. Personnel Committee Report-Producer's Review Commissioner Carswell discussed Mr. Davis's review and the committee's recommendation fora 2% cost of living increase. MOVED BY COMMISSIONER KAMPA AND SECONDED BY COMMISSIONER LEVENS TO ACCEPT THE PERFORMANCE EVALUATION FOR MR. DAMS AND TO APPROVE A 2% COST OF LIVING INCREASE. MOTION CARRIED 9-0. Other Business Educational Channel Commissioner Kampa noted that the Buffalo School District has its own cable channel (channel 20) and questioned iE other cities could have a channel dedicated to their schools or if the channel could be utilized by all schools. Commissioner Auger stated the channel is not being used fox its original intenC but no one stepped up to take the channel over after the Wright Consortium dissolved. He stated someone from the Buffalo schools has been maintaining pages on it. Mr. Bordwell stated he would look into the matter and report back to the Commission Addatsonal Citze,r in Commission Mr. Bruce stated he was questioned again by Howard Lake as to whether they could join the Sherburne Wright Cable Commission. He noted their current franchise expires in 2014. He stated he did an inventory of their current equipment and they have similar equipment as the current commission cities and they have one part-time employee for the department. Commissioner Kern highlighted items he believed needed to be resolved prior to Howard Lake joining the commission such as catching up financially and establishing a similar franchise agreement. He expressed concern with their public access channels and would ask them to change to government access. CommissionerLevens suggested that Attorney Vose guide the commission through evaluating this process with pros and cons if Howard Lake were to meet our conditions. It was further stated that other cities may also want to join the commission. 08031 I cable Page 4 of 4 Attorney Vose stated there may be concern for city's with competitive providers Commissioner Shuman expressed concuns with having to take the joint powers' agreement back to each city's Council whenever a cin wants to join the commission. She further questioned if a limit should be put on the number of cities that can join the cotrvnission. It was questioned how adding additional cities could benefit the commission and why Howard Lake would want to join. Commissioner Kern stated, in talking with Howard Lake, they would want to be able to share the same knowledge base and resources. It was the consensus of the Commission that the previous subcommittee who originally met on this project meet with Howard Lake again to explore this project further. 8. Upcoming Meeting Dates The next commission meeting is scheduled Eor Thursday, February 2, 2011 in Monticello. 9. Ad ourn The Sherburne Wright Cable Commission meeting adjourned at 2:45 p.m. Minutes prep ed b Commission Secretary Tina Allard. i (/~/ Sec ter ary, Tina Allard lam, x, Myles McGrath