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2.A. SWCSR 09-20-2018 Minutes of the Sherburne/Wright County Cable Commission Thursday, February I, 2018, 1:00 p.m. Dassel History Center Present: Vice Chair Phil Kern (Delano),Commissioners Gina Wolbeck(Big Lake),Mert Auger (Buffalo), Andrew Carlson (Cokato), Terri Boese (Dassel), LeeAnn Yager (Maple Lake), and Rachel Leonard (Monticello). Chair Tina Allard (Elk River), Commissioners Shane Fineran (Watertown), and Dan Madsen (Rockford) were absent.Also present Paula Bauman from the City of Delano. Also present: Technology Consultant Bill Bruce, Attorney Bob Vose, and Video Production Coordinator Mark Davis. 1. Call to Order—Vice Chair Phil Kern called the meeting to order at 1:00 p.m. 2. Approval of Minutes—April 6,2017 Commissioner Auger motioned to approve the April 6, 2017 Sherburne Wright Cable Commission Meeting Minutes as presented. Seconded by Commissioner Leonard, unanimous ayes, motion carried. 3. Treasurer's Report a. Financial Statements - Mert Auger presented the financial statements as outlined in the staff report. Commissioner Boese motioned to accept the February 2018 Treasurer's Report as presented. Seconded by Commissioner Wolbeck,unanimous ayes,motion carried. b. Return of Franchise Fees -Auger discussed that the return of the November 2017 and the upcoming Franchise Fee payments to each member city to help defray some cable related expenses would be appropriate at this time. Commissioner Boese motioned to approve a return of all provider's December 2017 and February 2018 franchise fees to each member city. Seconded by Commissioner Wolbeck,unanimous ayes,motion carried. 4. Attorney's Report a. Standstill Agreement Update—Vose reviewed the status of the Charter Franchise renewal. Vose presented a draft Standstill Agreement which allows the Commission and Charter Communications to pursue an informal franchise renewal process. Vose noted that the agreement will allow for the formal process to be set aside and to open up discussions between both parties. Charter has reviewed and is in agreement to the terms of the Standstill Agreement. Vose discussed negotiations for HD Channels, and converter box fee resolutions, and indicated that he feels confident negotiations will continue to move forward.Discussion was held on the possible terms for the renewal moving forward.Vose expects that the renewal could potentially be for a 10 year term based on pending regulatory changes. Commissioner Yager motioned to approve a Standstill Agreement to Pursue Informal Franchise Renewal with CC VIII Operating, LLC 1/k/a Charter Communications. Seconded by Commissioner Boese, unanimous ayes, motion carried. Sherburne Wright Cable Commission Meeting Minutes from 02-01-18 Page 2 of 3 5. Equipment Report-Bill Bruce a. Report — Bill Bruce provided the February 2018 equipment report. Bruce discussed needed sympodium monitor replacements, and wireless microphone upgrades needed due to frequencies being sold by the FCC. Discussion was also held on the need to update tablets for Commissioners. These mobile devices are needed to interact with member city's video equipment. The Commission directed to add the cost of one new tablet for each Member City to the equipment purchase request. b. Equipment Purchase Requests — Bruce reviewed equipment purchase needs which included 1) wireless microphone replacements at a cost of $9,400, City of Elk River Council Chamber overflow meeting room upgrades totaling $8,042.34, City of Monticello's VieBit Live Streaming equipment totaling $3,995 for equipment and an annual cost of $2,388, replacement of the City of Cokato's Council Chamber monitor replacement at a cost of $1,475, and replacement of the City of Maple Lake's audio recorder totaling$538.46.Bruce noted that the total cost of purchases totals $34,338.80. Commissioner Wolbeck motioned to approve equipment purchase requests as presented at an amount not to exceed$34,338.80 plus the cost to purchase one new tablet for each Member City. Seconded by Commissioner Auger, unanimous ayes, motion carried. 6. Programming Report-Mark Davis a. Report—Mark Davis presented the February 2018 programming report. Davis discussed special shoots,volunteer staff, summer concert recordings,parades/coronations,Movie in the Park events, and various sporting events throughout the commission area in 2017. Davis also discussed outreach efforts with area schools providing AV club education, trailer production tours, and providing information on live shoots. Davis noted that these efforts have paid off in securing volunteers for video shoots. b. Upcoming Production Schedule—Davis discussed upcoming video shoots, sporting event shoots, Music in the Park and Movie in the Park event dates, and preparations for the upcoming summer schedule. 7. Employee Committee Report a. City Works Video Update — Gina Wolbeck reviewed the completion of the elections, budget, sanitary sewer and public safety City Works videos, and noted that Mark Davis is currently working on the fire department video. Discussion was held on the schedule for remaining City Works videos. Commissioners were asked to bring City Works video ideas back to the next meeting. b. Comp Time Policy — Gina Wolbeck noted that the video producer will be required to track daily hours and projects using the Apple Note Application. Tracking daily activities will help the Commission adhere to franchise agreement requirements and to itemize what projects are being completed for each member city. Moving forward, the video producer will be required to submit a bi-weekly report with his payroll submittal to the City of Buffalo. It was also noted that the bi-weekly report will be provided to members on the Employee Committee in place of receiving a monthly report from the video producer.Bill Bruce discussed Comp Time procedures followed by the commission employee, and Mert Auger noted that the City of Buffalo follows the Fair Labor Standards Act when calculating comp time hours for their employees. The Employee Committee will monitor Davis'bi-weekly project tracking reports and will report back to the Commission with any recommendations on establishing a comp time policy for Mark Davis. Sherburne Wright Cable Commission Meeting Minutes from 02-01-18 Page 3 of 3 c. Employee Committee Recommendation — The employee committee submitted the following recommendations for approval from the Commission: 1) Submittal of an itemized daily Production Activity Report using the Apple Note Application to be required along with the Video Producers bi-weekly timesheet to the City of Buffalo and to members of the Employee Committee,2) Finalization of the the Fire Department City Works video by May 1,2018,and start the process for the next City Works video, 3) Continue with live shoots in each community on a regular basis, including sporting events, and 4) The committee proposed a 2% increase effective January 1,2018. Commissioner Auger motioned to accept the February 1, 2018 recommendations submitted by the Employee Committee and approve a 2% salary increase for Mark Davis effective January 1, 2018. Seconded by Commissioner Boese, unanimous ayes,motion carried. 7. Commission Business a. Election of Officers — Phil Kern discussed the current Executive Board that consists of Chair Tina Allard, Vice Chair Phil Kern, Treasurer Mert Auger, and Secretary Gina Wolbeck. Commissioners discussed appointments for each of the seats which will take effect after adjournment of the February 1,2018 SWCC meeting. a. Chair Commissioner Wolbeck motioned to appoint Commissioner Tina Allard as Chair. Seconded by Commissioner Yager,unanimous ayes,motion carried. b. Vice Chair Commissioner Auger motioned to appointed Commissioner Wolbeck as Vice Chair. Seconded by Commissioner Boese, unanimous ayes, motion carried. c. Treasurer—it had been earlier approved that since the City of Buffalo acts as the fiscal agent for the commission, Commissioner Auger maintains the status as treasurer. No action needed. d. Secretary Commissioner Auger motioned to appointed Commissioner Rachel Leonard as Secretary. Seconded by Commissioner Boese, unanimous ayes, motion carried. b. Movie Schedule—Mark Davis reviewed the summer Movie schedule. Discussion was also held on licensing requirements for each movie showing and that each City is responsible to obtain property movie licensing and ASCAP licensing. The Commission asked Bill Bruce to inventory which City's have ASCAP licensing agreements in place. 8. Upcoming Meeting Date - The next Commission meeting is scheduled for Thursday, May 3, 2018 to be held in Delano. 9. Adjourn-Meeting adjourned at 2:07 p.m. Vice Chair,Phil Kern Secretary, Gina Wolbeck