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Home My WebLink AboutMN-CABLE-2013-05-06C Access Oversight Committee (AOC) minutes MONDAY, MAY 6,2013,4:30 PM Meeting Room, PEGASYS Access Center, 612 West Green Street, Ithaca, NY (As approved June 3, 2013) Present: AOC members Wayles Browne, chair Rich DePaolo, liaison from Common Council (City of Ithaca) J.R. Clairbome, Wies van Leuken; studio manager Lauren Stefanelli. 01. Call to Order by DePaolo at 4:35. 02. Agenda Additions and/or Deletions: none. 03. Public Comments: none. 04. Approval of Minutes of the April 1, 2013 meeting: approved, with slight changes. 05. 2014 Budget a. TWC's Recommendations for the 2014 Budget - Report. L. Stefanelli submitted TWC's recommendations for a placeholder 2014 budget. This budget has to be approved by the City of Ithaca, the Town of Ithaca, and Cayuga Heights before the end of June, so that it can go to Time Warner Cable's first budget meeting (July 2013) at which appropriations are discussed for the coming year 2014. b. ADC's Recommendations for the 2014 Budget - Resolution. W. Browne moved and W. van Leuken seconded a resolution with recommendations for the 2014 budget. Approved 3 -0. Approval of FY 2014 Budget Recommendations WHEREAS, Section 15.12 of the Franchise Agreement between the City of Ithaca and Time Warner Entertainment- Advance/Newhouse Partnership (TWC) of January 2003 requires the participating municipalities (City of Ithaca, Town of Ithaca, Village of Cayuga Heights) to provide TWC with an annual budget for public, educational and governmental access operations by June 30 of each calendar year, and WHEREAS, the City of Ithaca's Ordinance #2003 -17, Par 18 -4 -G, requires the Access Oversight Committee (AOC) to provide the participating municipalities with a recommended annual budget by May 31 of each calendar year; now therefore be it RESOLVED, that the AOC accepted the attached capital budget for Fiscal Year 2014 in the amount of $30,000.00 at their regular meeting of May 6, 2013, and BE IT FURTHER RESOLVED, that the AOC forwards its recommendations for approval by the Common Council of the City of Ithaca, the Town of Ithaca Board and the Village of Cayuga Heights Board of Trustees, so that they may meet their obligation to provide TWC with an annual budget for public, educational and governmental access operation, which budget is due June 30 of each calendar year. 2014 PEGASYS Capital Budget Contingency Fund $30,000.00 Description: The PEGASYS studio has a great deal of equipment that is 9 -16 years old and will need replacement as it fails. This includes studio cameras [$10,000 each], camera cabling [$2,000 each] and the studio special effects generator /video switcher [$30,000). TOTAL $30,000.00 C 2 06. Access Studio Coordinator Report. Attached. a. Annual Subscriber Fee Report (I 0.15 /subscriber /mo revenues "). Stefanelli: The report on Access Fund Collections and Spending (= Annual Subscriber Fee Report) for 2004 -2012 was received just today. Attached. AOC accepted the report. It replaces the report by TWC submitted on 5/11/10 that contained incorrect data. b. Maintenance and Repair Report. In attached Access Studio Coordinator Report. c. Semi - Annual Usage Fees Report due 1/2013 (paid by producers from non- participating communities). Stefanelli: We have finally got a report on payments out of the usage - fee fund to Michael Cederstrom when he was Stefanelli's vacation replacement. A full report will be submitted next month. Tabled till next meeting. d. Funding proposals from educational institutions — final update. Stefanelli: no requests for equipment have been received from educational institutions. e. Review of PEGASYS' Policies and Procedures. Stefanelli presented a proposed update of policies and procedures, entitled Time Warner Cable Syracuse Division Public Access Television Policies, also containing Ithaca Public Access General Information and Cablecast Requirements, a Cablecast Agreement, a Producer Statement of Compliance, and a Programmer Statement of Compliance. She explained that TWC wishes to unify PEG procedures throughout western New York State. She therefore took manuals from other PEG centers (such as Cortland and Syracuse) that mainly play back tapes that are brought in, as well as the existing policies for the Ithaca center, and created a simplified text. DePaolo asked Stefanelli to include on p. 5 -6 a mention of AOC and the possibility of programmers or producers appealing to AOC. Discussion of this text will be on the agenda for the June AOC meeting. f. Stefanelli submitted a revised budget for 2013 as requested at the April meeting. Attached. In her comments on it in her report, SEG means "special effects generator" (and video switcher). The AOC accepted the revised budget. 07. Member Reports a. Review AOC's Handout for Producers. Van Leuken presented a revised draft of a handout for producers, informing them about the AOC, inviting them to contact us or come to meetings, and asking them about their good experiences and obstacles they meet in producing programs. AOC members made some suggestions and van Leuken will revise it further. b. Quarterly Franchise Fee Report from City, Town and Village. Reports for all 4 quarters of 2012 are overdue from the City. From the Town, DePaolo has now received the 4th quarter report and will get it to us. The Village is current with its reporting. Van Leuken wants to revise the ADC's Schedule so that reports are requested 2 months from the close of each quarter. AOC agreed. c. Franchise Agreement: Re planning the next franchise agreement. DePaolo: TCCOG has done what it can on a template and will seek expertise from a consultant. Clairborne wishes to update Common Council on planning for the next franchise; he should consult City Attorney Ari Lavine. DePaolo has discussed most of AOC's wishlist with Ari, who finds it reasonable. d. Public Visibility of PEG (update) and Review PEGASYS PR handout: Stefanelli will mark up a draft for next meeting. e. Report on interviews with producers — follow -up. Will be presented at next meeting. f. Equipment Recipients' reports: what are they doing with items from PEG studio? Cooperative Extension uses a rack of equipment for continuous programming on channel 15: a bulletin board, NYS Attorney General consumer announcements, short items. They gave PEG back some units they weren't using. C The Ithaca City School District is using some equipment from PEG and has purchased other items for cablecasting and recording School Board meetings. Lehman Alternative Community School got a lot of equipment. It has not provided programming lately but we expect it to produce a Middle East Debate for cablecasting. DePaolo will invite video teacher Mike Levy to an AOC meeting. The City of Ithaca uses some equipment for cablecasting meetings. Ithaca High School and Boynton Middle School got some equipment longer ago in the past. g. Status of Equipment and Facilities: removed from agenda. h. Current use of equipment and program production: tabled till next meeting. i. Producer's costs to produce programs: should be as low as possible. If new TV cameras need cards to record video on, PEG will provide the cards, but not for the producers to keep. Further discussion tabled till next meeting. 08. Old Business a. Use of staff time for Production and Transmission Services. Keep this on the agenda: it'll be important for the new franchise. b. Loss of Channels 13, 15 and 16 to some subscribers. Clairborne: GIAC director Marcia Fort has asked the Mayor what has been done about subscribers not receiving all the channels. DePaolo: we'll try to have language in the new franchise to address this issue. c. DePaolo: investigated the idea of the Town hosting a PEG website. But the Town doesn't have its own server, so this is not feasible. 09. New Business. A communication has been received from TWC manager Thomas Doheny stating that he has to cut hours of the studio from 24 to 23. Tabled to next meeting. 10. Next meeting: 4:30 Monday, June 3. 11. Adjournment at 6:40 PM. Notes by W. Browne as AOC secretary. Contact information for AOC members: City of Ithaca: Wayles Browne, secretary <ewb2 @comell.edu> City of Ithaca: Michael Brutvan <mbrutvan @me.com> City of Ithaca: J. R. Clairborne, Common Council liaison 2013 - <jclairbo @cityofithaca.org> Town of Ithaca: Rich DePaolo, chair <rd @richdepaolo.com> Village of Cayuga Heights: Wies van Leuken, vice chair <pmv4 @cornell.edu> Web site for the PEGASYS studio, with program schedules: http:// pegasys.webstarts.com/index.html studio location: 612 West Green Street, Ithaca, New York mailing address: 519 West State Street, Ithaca, NY 14850 phone (607) 272 -7272 fax (607) 277 -5404 PEGASYS staff. studio manager Lauren Stefanelli <lauren.stefanelli @twcable.com> C 4 To: AOC May 2013 Access Studio Coordinator Report - Reports The PEG Access Equipment Fund and Spending Report for 2004 through 2012 is attached. It shows that by the end of 2012, we have almost $50,000 more in collections than we have spent. The 2013 Capital Spending Draft, updated with additions requested by members last month, is also attached. am requesting $30,000 be approved for capital spending in 2014. This is a safe number to cover us in case a large item like studio cameras [$10,000 each], camera cabling [$2,000 each] or the studio SEG [$30,000 and up], need replacement. - Governmental & Educational Access The City of Ithaca has determined that its live- streaming of common council meetings is consistently good enough to announce to the public, according to clerk Julie Holcomb. As usual, both Cornell and IC will have their commencement exercises live on channel 16. Cornell also plans to do a live telecast of its convocation. - Equipment Repair A laptop computer was damaged by users [case cracked and c drive broken]. This has been repaired with a new c drive and the unit is back in service. An X10 camcorder had recording and play problems not correctable by cleaning. This camera has been sent out for repair. - PEGASYS Awards Our 2 public access entries to the national Hometown Awards both won in their categories! This is the first time we have had both public access entries win. As there are 30 -60 entrants per category from all over the country, this reflects very well on our producers. - Outreach "PEGASYS Presents" is a staff production outreach project featuring local organizations. Recent programs have featured "Acting Up" kids' theatre group, Readers' Theatre, Tanglewood Nature Center and the CO Ornithology Lab. In May we will be producing the New Roots Students doing an Original Reading about WWII, and in June the Lifelong Senior Theatre Troupe. C 5 total $ 30,818.71 Note: approved draft allows for $31,000 for 2013. We have received no official requests for institutional funding. 2013 Ithaca Equipment Fund - April 2013 Draft Cost Vendero Quantity0 each total New fleet tapeless camcorders [5 units] JVC GY- HM150U Compact Handheld 3 -CCD 5 Camcorder $ 1,995.00 $ 9,975.00 15 JVC BN- VF823USP Lithium -Ion Data Battery $ 69.00 $ 1,035.00 6 Magnus VT -4000 Tripod System with Fluid Head $ 149.95 $ 899.70 6 Pearstone Digital Video Camcorder Bag $ 74.95 $ 449.70 16GB SDHC Memory Card Extreme Class 10 UHS -I - 2- 8 Pack $ 39.50 $ 316.00 2 32GB SDHC Sandisk Memory Cards $ 45.95 $ 91.90 JVC HZ- HM150VZR Remote Lens Control For GY- 5 HM150U Camcorder $ 279.00 $ 1,395.00 1 JVC Wide -angle conversion lens $ 299.95 $ 299.95 Xtreme Cables Mini 3.5mm Metallic Audio 5 Transfer Auxiliary Cable - 6' $ 5.50 $ 27.50 Sony HXR -NXSU NXCam Professional 2 Camcorder $ 3,999.00 $ 7,998.00 4 Sony NPN70 Batteries $ 109.90 $ 439.60 2 GoPro HERO3: Silver Edition Camera $ 299.99 $ 599.98 2 GoPro - Rechargeable Battery for HERO3 $ 19.99 $ 39.98 2 Pearstone - shoulder bag for GoPro $ 14.95 $ 29.90 SanDisk - 16GB microSDHC Card Ultra C110 4 UHS -I w /microSD Adapter $ 18.95 $ 75.80 2 Samson BL3 Ultra -light Mike Stand $ 22.00 $ 44.00 6 XLR Cables Audio Technica 20' $ 16.95 $ 101.70 Institutional Access End equipment for County INET hookup $ 7,000.00 $ 7,000.00 subtotal $ 30,818.71 total $ 30,818.71 Note: approved draft allows for $31,000 for 2013. We have received no official requests for institutional funding. PEGGlccess (Equipment07und (and (Spending:(2004G(2012C 2004(C C 2004C C PEGGlccessC Collectionsq$.15)C $22,768.04 PEGGlccess (EquipmentC Spendin C $19,372.15 2005C 2005C PEGGlccessC Collectionsq$.15)C $20,144.93 PEGGlccess (EquipmentC Spendin C $14,814.73 2006C 2006C PEGaccessC Collectionsq$.15)C $19,616.00 PEGGlccess (EquipmentC Spendin C $0.00 2007C 2007C PEG(AccessC Collectionsq$.15)C $18,807.00 PEGGlccessflEquipmentC Spendin C $19,338.81 2008C 2008C PEGGlccessC Collectionsq$.15)C $18,347.25 PEGGlccess (EquipmentC S endin C $11,749.14 2009C 2009C PEGGlccessC Collectionsq$.15)C $17,509.95 PEGGlccess (EquipmentC S endin C $17,954.00 C PEGGlccess (EquipmentC S endin C $3,148.13 2010C 2010C PEGGlccessC Collectionsq$.15)C $16,593.60 PEGGlccess (EquipmentC S endin C $17,433.96 2011C 2011C PEGGAccessC Collectionsq$.15)C $15,088.35 PEGGlccess (EquipmentC S endin C $9,589.92 2012C 2012C PEGGlccessC Collectionsq$.15)C $14,032.50 PEGGlccess (EquipmentC S endin C $4,254.78 TotalC $162,907.62 C $117.655.62 Note: (Peg(AccessCcollections Crepr.($. 15/ mo.( fromCthe (City, Crown CofQthaca,(CayugaC Heights.0