2.A. SWCSR 11-05-2015 Minutes of the Sherburne/Wright County Cable Commission
Thursday, August 6, 2015, 1:00 p.m.
Buffalo City Hall
Present: Chair Tina Allard, Commissioners Mert Auger, Rachel Leonard, Jim Bart, Terri
Boese,Andrew Carlson,Phil Kern, Gina Wolbeck, and Lee Ann Yager.
Absent: Commissioner Shane Fineran.
Also present: Technology Consultant Bill Bruce, Attorney Bob Vose, and Video Production
Coordinator Mark Davis.
1. Call to Order- Chair Tina Allard called the meeting to order at 1:00 p.m.
2. Approval of Minutes—February 5,2015
Commissioner Kern motioned to approve the February 5,2015 Sherburne Wright Cable
Commission Meeting Minutes as presented. Seconded by Commissioner Yager,
unanimous ayes,motion carried.
3. Treasurer's Report
a. Financial Statements - Mert Auger presented the financial statements as outlined in the
staff report.
Commissioner Bart motioned to accept the Financial Statements through
July 2015 as presented. Seconded by Commissioner Carlson, unanimous ayes,
motion carried.
b. Return of Franchise Fees -Auger also discussed that the return of Franchise Fees to each
member city would be appropriate at this time. Commissioners also discussed keeping an
eye on the fund balance levels and consider another return at the next Commission
meeting.Auger noted that cities should expect to see the return by the end of August.
Commissioner Auger motioned to approve a return of the next Franchise Fee
payment to each member city. Seconded by Commissioner Kern, unanimous ayes,
motion carried.
4. Attorney's Report
a. Charter Restructure Update - Commission Attorney Bob Vose reviewed the FCC Form
394 filing regarding the proposed restructuring of Charter Communications, Inc. Vose
discussed requirements of a cable company when they restructure or sell. Charter has
announced that they plan to purchase Time/Warner and Vose has submitted a letter
requesting information on the formal and current sale, and has asked for clarification on
charges for converter boxes, and invoicing issues. Commissioners also discussed the need
for a Commission HD Channel. Commissioners also directed staff to focus on smaller,
local commission issues pertaining to this proposed merger.
5. Equipment Report - Bill Bruce presented the equipment report. Bruce discussed issues with
securing announcers and the opportunity to use former volunteer Dan Popp at a
recommended rate of $100 to $125 per game when needed. It was noted that this person
would only be utilized when there are no volunteers available. Commissioners discussed their
support for having this type of person on standby, but strongly noted that they are not in
favor of this becoming a full-time position and clarified that communities are expected to find
volunteers for their events.
Sherburne Wright Cable Commission
Meeting Minutes from 08-06-15
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Commissioner Kern motioned to direct Attorney Vose to draft a Contract to use an
Independent Contractor for announcing services on an as needed basis only, and
to revisit this item if the annual costs exceed $1,000. Seconded by Commissioner
Kern,unanimous ayes,motion carried.
Bill Bruce also discussed the possibility of hiring a journalism student intern from the U of M
Journalism School. The Employee Committee is working on a job description and will bring a
finalized draft to the next Commission Meeting. Bruce also informed the Commission that
Charter has agreed to allow Commission staff to contact their service department directly
either by phone or email, discussed trailer usage during the summer and at Expo events,
discussed the 2nd phase of the city HD Upgrade installs which has been lower in costs than
expected,and reviewed equipment repairs and needed upgrades.
Commissioner Kern motioned to approve the list of Summer 2015 Equipment
Upgrades with the exception of the purchase of a truck. Seconded by Commissioner
Boese,unanimous ayes,motion carried.
Discussion was held on the need to purchase a vehicle to pull the movie and production
trailers. Mark Davis has been using his personal van which is nearing the end of its lifespan.
Bill Bruce discussed trailer weights and vehicle and equipment needs to pull these types of
trailers. Commissioners discussed developing a usage policy and branding needs for a
Commission owned vehicle.
Commissioner Kern motioned to authorize staff to obtain three quotes for the
purchase of a truck to be used to haul Commission trailers and equipment, and to
authorize the Chair and Treasurer to finalize purchase documents once a suitable
vehicle is found, along with the purchase of necessary accessories and branding.
6. Programming Report - Mark Davis presented the programming report. Davis discussed
programming projects during the spring and summer months for member cities including
expos, parades, festivals, coronations, and Music and Movie in the Park events. Davis also
assisted Big Lake,Buffalo, and Delano with Cable Cast services as needed, assisted Monticello
with televising their High School Graduation, and assisted Maple Lake with producing a video
for their 125th Anniversary. Davis also discussed the status of the City Works videos. Davis
informed the Commission that he has 11 events scheduled in the next 10 days, noting that
production projects are very busy during this time of the year.
7. Commission Business
a. Employee Committee Update — Gina Wolbeck provided an employee committee update.
Committee Members met prior to the August 6th Commission Meeting and conducted a
follow up employee review for Mark Davis. The Committee discussed the status of the
items identified in the six-month development plan set at the February 5, 2015 committee
meeting. The new Committee recommendations included: 1) no pay increase at this time
due to the delay in the City Works Video Project, 2) requested weekly contact with the
Commission Chair to discuss pending projects and schedules, 3) a continued employee
review on November 5th prior to the SWCC Meeting, 4) established a deadline of
September 1, 2015 for completion of the Budget City Works Video of September 1, 2015
with assistance from Bill Bruce, 5) established a completion date for the Sanitary Sewer
City Works Video of November 1,2015 and required Mark to check in with Jake from the
City of Elk River on a weekly basis to use as a resource for the completion of the Sanitary
Sewer City Works Video, and 6) requested that Mark search for creative writing/script
writing classes to further his skills in this area.
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Meeting Minutes from 08-06-I S
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b. Discussion was held on the need to hire a production intern who has creative writing skills
and a possible background in government. The employee committee will work on
developing a job description that can be presented at the next Commission meeting.
8. Upcoming Meeting Date - The next Commission meeting is scheduled for Thursday,
November 5,2015,tentatively to be held in Big Lake.
9. Adjourn-Meeting adjourned at 2:44 p.m.
Chair,Tina Allard Secretary,Gina Wolbeck