TOWN OF BEDFORD
BCTV BOARD MEETING MINUTES
July 24, 2008
BEDFORD MEETING ROOM
Present were: Coleen Richardson (Asst. Station Manager), Bill Jennings (Station Manager), Bill Dermody (Town Council Rep), Chairman Bob Thomas, Vice Chairman Mary Lou Wilson, Dick Rawlings, Mike Sills, Mike Robinson, Bob Donahue (School Board Rep) @7:10 p.m.) and Lauren Horton @ 7:11 p.m.
Chairman Thomas opened the meeting at 7 p.m.
OLD BUSINESS – Approval of Minutes from April 7, 2008
Chairman Thomas said only correction he sees is change Donavan to Donahue.
MOTION made by Mike Sills to accept as corrected. Seconded by Mr. Rawlings. Minutes passed (6-0)
Chairman Thomas said the next item is Sub-Committee meetings. As I went through some old minutes and as we had put together some subcommittees about 8 months ago, and some members have come and gone so I broke these subcommittees down to six basic committees and I have nominated a chair for lack of a better reason.
The first group would be the Awards Committee (Gene Chair) and I have Mary Lou and myself who were assigned to this committee, would anyone else want to be part of that group? Gene is out of Town, but he asked that as we are going to discuss this as an agenda item he feels that we need to come up with the criteria on how to select things now and in the future and we can discuss that further in a few minutes.
The second is the Viewership Committee (Mike Sills as Chair) Mike Robinson, Dick and Mary Lou. What I would like to have you do Mike, is Chair that committee and set-up meetings on the side. Your main task is to increase viewership and if someone wants to join this committee or any others, just let us know.
The next would be Webs and Surveys and this is a combination of 3 groups and (Bob Chair) and Bill with the web interaction stuff and Coleen. Part of that will be figuring out how to get people to watch more stuff so Mike Sills from your committee you may want to come up with a survey and we can help your committee conduct that.
The next would be Community Involvement (Mary Lou Chair) and that group will be getting involved with all the groups. I had Colleen give me a list of the organizations that we have worked with in the past and expand on that. On that list was Gene and Coleen, Mike Izbicki was on that, so Bill Dermody are you interested in being a part of that as Mike is no longer on the board? It was made up of a Town Council and School Bd member and that was Terry Wolf, but Bob as School Bd representative you may want to get involved with that.
The next would be Training and Workshops and we are looking at new software and new ideas and new concepts and Lauren I know you had agreed to be a part of that committee I do not know if you have any updates on that? Ms. Horton said no I have not done anything and you will have to refresh my memory.
Chairman Thomas said basically what has happened is the board has changed and some have left and other members have joined we will need to get them involved. Again looking back at the Strategic Planning Meeting and this is where we thought that these areas were things we need to look into and I am putting someone to spearhead these items.
Ms. Wilson suggested instead of having as many board members what if just one or two board members did this and solicited community members instead of having this just be board members? Chairman Thomas said okay trying to recruit more community involvement. Ms. Wilson said correct community involvement rather than having Bill, Bob and Coleen go to meetings maybe we would get others involved otherwise we just keep doing this among ourselves. One on one if you go up to somebody that is how I got involved. I was at home depot looking at plants and I got a phone call. You might have someone that has an interest.
Chairman Thomas said that is what we are trying to do is expand outside of this board. If I know a project and someone wants to get involved we can point them to a committee chair. We want to web off from this and we want to involve more community organizations i.e. PTG. I want to have our webs interlink to that.
Ms. Wilson said yes PTG, but we also want one or two people to learn to use the cameras from the outside organizations like PTG. Mr. Jennings said PTG is very active with using the station maybe we should use better target our selection. Chairman Thomas said we are going to try to have people volunteer for this ahead of time. If you have a project and need six people.
Mr. Jennings said we send out what the particular events are and you have to be certified to use our cameras. Chairman Thomas said we want to make sure they are trained and certified before their event. The concept was to get further out and bring everything back into the production plans and capability. The more people who get trained the more resources that will use the facility. The more people we can bring into BCTV and the more that get trained the more we can cover. Mr. Jennings said we are finding that most of the people that come in are attached to an organization. We could use more individual producers.
Mr. Rawlings asked how often do you do the training sessions. Mr. Jennings said once a month and the return on the investment is okay. They address a project or event and then we lose them. The school is a phenomenal source of getting volunteers. Our school programming has picked up because of the theatrical clubs and we hired our first BHS student because of his involvement down there. Chairman Thomas said that is the perfect idea to get out there and we can get more involved.
Chairman Thomas said the last group is (Political Coverage) Mike Robinson I would like to have you head that up. Mr. Jennings said we will have 20 political interviews not only with the Town representatives, but we have Sununu and we have all of them coming in from the Congressional level.
Ms. Richardson said what we are doing is sending them to the Town organization either Democratic Party or Republican Party and the parties themselves are fine tuning things,
so I am not sure we need committees to head those up, like the political one the heads of each party are taking the role and trying to get the congressional candidates in here and the senators that is what the Democratic Chair and Republican Chair are doing this for us. The training we are doing as an ongoing thing so I am not sure of that one either.
Chairman Thomas said that is true that could be under Community Involvement. Ms. Wilson said you are giving me this huge umbrella. Ms. Richardson said I am trying to pool the resources. This is just a suggestion.
Chairman Thomas said I know they are running on their own, but maybe next year someone may leave and I want someone else other than you and Bill. Mr. Jennings said it is how much time do you want to put into it. Chairman Thomas said if someone on the Board here maintains that from this year to next year. Ms. Richardson said my suggestion is instead of being on two or three, just concentrate on one.
Chairman Thomas said the whole point is to communicate we have a problem, the Democratic Party and they are in and want to do their time and we do not have enough people. Then Mike can call in his resources and can find some help to expand you and give you some extra people. I want to get these ideas going. Mr. Robinson said at least another name being on the board and I have no problem.
Chairman Thomas said to update the rest of this board at our quarterly meetings, our hands are in there and being a little more involved. That brings me to New Business and I will bring it up at that time. Does that make sense to set this up with other people, Bob if you have something from the School Bd let Mary Lou know and you may not be as familiar as Mary Lou so you network. I know some great things have been going on at the High School so you are doing a great job. Any other discussion on those committees. We are all volunteers so they are as involved as you make them. If you see a great project and you do not have the resources can you help? I want Bill and Coleen to say these are great projects, but we do not have any producers.
Chairman Thomas said that brings us to the Awards Committee Membership, these are both new. Ms. Richardson said Gene nominated to start those. Chairman Thomas said the nomination for Rich Beyer Producer Award and Doug Pearson Volunteer Award. Gene, Mary Lou and I need to get criteria set up who is going to win and this will give future boards as well as a method of getting in nominations. We already have a few, but we want to make sure they get all reviewed. Does the Board want to set up the criteria or the committee? Mr. Dermody said I suggest the committee and bring it back to the Board.
Chairman Thomas said the problem is we do not meet until Oct. Ms. Richardson said we wanted to have a recognition night in November and recognize the people who are getting awards at the festival as well as these awards to tie into one recognition night. That is the deadline of the committee to have this done and get this done by Nov. Mr. Dermody said we can do this by e-mail. Ms. Wilson said is that an illegal meeting. Mr. Jennings said right now we know who is in here and I would say 95% of the people here on a consistent basis is a producer and volunteer.
Chairman Thomas said my first thought as I have looked at this for a week, we should take input from the Board. The committee should set-up the criteria. I do not want to release this name at the next Board meeting. Mr. Jennings said I look at a producer as a full functioning volunteer, comes in from A-Z. A volunteer may be in front of the camera, not necessarily behind the camera, but then relies on the staff to do the processing and post-production. We do have a number of people who are full function producers A-Z without or with minimal participation from staff. When you break that criteria down that would be what should be added. Chairman Thomas said if we just set that up it would be over there. Ms. Richardson said I was on that committee and you can add our name.
Mr. Sills asked how many full packaged producers? Mr. Jennings said six. Mr. Sills said that makes it easier as everyone else is a volunteer. Mr. Jennings said that was just my recommendation. Mr. Sills said I am between C and G-. Ms. Richardson said input from the board they could e-mail what they think producer criteria and volunteer criteria and the committee could come up with the list. Chairman Thomas said post it on the website and the public can see it and I can make sure we post the criteria on the website and then we can agree on the criteria. See we are incorporating the website and that would be a good way of doing that. Coleen will make sure everyone see this and asks for feedback. Mr. Robinson said you have the lists so you can give that to us. Ms. Richardson said does the board want to bring back three nominees or producer and volunteer and then come back. Chairman Thomas said we need to sit down with
you and we need to look at everyone and see if they fit into the criteria, maybe not this year, but next year so that every volunteer has a chance to win this in some fashion. We are working with you and adjusting the criteria. We can post it on the website this is the criteria for this award and that award and get everyone’s feedback.
Chairman Thomas said at that point we will have to discuss whether we want to bring a slate or have actual votes. It may turn out with the criteria we have one person who qualifies. Whether we are going to vote or you are going to vote we would be premature.
Mr. Robinson said most likely I fall into one of those categories, so I would back away. I would like to help with the criteria if you want me to, but otherwise I will back away. Ms. Richardson said Mary Lou and Mike Sills are both volunteers in the same position. Mr. Jennings said this is an excellent idea and we have thrown it out to some people here and they think it is a great idea.
Chairman Thomas said I would like to discuss what would be an appropriate award. Gene’s idea was two plaques one for the individual and one for the hallway. Mr. Rawlings said an award with brass plates to add a new plate every year.
Ms. Wilson said I was thinking of something with calligraphy in a frame for the participant. Mr. Rawlings said the list of winners over the years would be a good idea. Chairman Thomas said that would be nice to see over the years. Do you want the committee to decide? Do you want an award dinner around the video fest time is that something we need to discuss. Ms. Richardson said that would be nice to discuss and then pick a date. Ms. Wilson asked the date? Ms. Richardson said November 15. Mr. Jennings said in the past we actually had our volunteers in here at least 3 years and everyone was here they brought their families and we provided refreshments and we sent it out live. Ms. Richardson said we had a recognition night and we gave out certificates to everyone involved
and then two main awards. That way everyone is getting recognized. I don’t know if Thursday following the festival is a good date or not? Ms. Wilson said that would be the 27th. Chairman Thomas said I think that would be a good idea. Ms. Wilson said what it did also it took BCTV away from us and gave it to the whole community and when they see someone they know and it may open a door to some other involvement. Mr. Robinson said November 20 and that is the week before Thanksgiving. Ms. Richardson said it would be nice to get the room reserved. Chairman Thomas said if the date is not available you will let us know.
Ms. Richardson said it is in Methuen, MA and hopefully BCTV will win something this y ear they added 2nd and 3rd place and we stressed with our representative to bring back the 2nd and 3rd place and they did vote on it and they have brought it back. So I think that will help more entries and more people get recognized.
Mr. Robinson asked what the deadline for submitting is. Ms. Richardson said we are waiting for the paperwork, but I think it is Sept. It goes for anything that was worked on from July to July. As soon as we get everything we will get you on the list.
Mr. Jennings said they are looking for judging stations also?
Chairman Thomas said let me explain it is the Northeast Region and in the past we have looked at videos and all the Community TV stations and if you submit you should judge it. Ms. Richardson said they will give you a category that you are not submitted in. Chairman Thomas said it took 2 hrs to go you put comments in and then you are done. It took us 2 hrs to go through 8-10 videos. Some you knew right away you liked it or didn’t like it. I would recommend we do get some volunteers as it is terrific. I learned so much and I got a greater appreciation of what goes out from other stations. Coleen just notify the board when it is available. Ms. Richardson said I will forward it on to the board and we will pick a date to do a judging committee. Chairman Thomas said
we can do this at the house. Mr. Jennings said you can do it here. Once you start a category and if there are three people you have to stay together as you get closer to the deadline, so we can use some help. This is for New England including New York State.
Chairman Thomas said on to New Business. The first thing is to offer congratulations to Coleen as being elected on the board and we would like to give you this (presented with a plant). We appreciate your work and congratulations on that. Ms. Richardson said thank you. Mr. Jennings said she does an excellent job on the board.
Chairman Thomas said we are going to be doing less and less here and do more and more out there and come back and just report what we are doing. This board has changed a lot and the board needs to change in a different direction we want to report what we have done over the past three months. We are all volunteers and we are looking forward to getting updated on a quarterly basis. If we need to have another meeting we can always have another meeting.
Chairman Thomas said my committee is poling and surveying and Brian Davis said we can do it the next week or two. Pole is one question, Survey is multi question. We decided survey is the thing to go. This survey we will be able to do graphics on any show if you have questions we would post it to the website and people can go there. The idea is to get the information from people what they like, what they don’t like, what our viewership is and also to get a data base together here are our shows and that data base should grow as the community grows. I can see all these different committees to get people to see the website and when we produce the shows they can go to that link ahead of time. I think it would be kind of novel. Mr. Jennings said it is a great marketing tool and it
does give additional visibility. You may want to explain it a little bit more.
Chairman Thomas said we are not going to say do you think the Rt 101 should be expanded. Some of the rules discussed with Town Mgr the chair should determine that if TC or School Bd wants to do a survey through this you could have a crawl go across and look at this survey. Anything the School Bd wants to get out it is another way to do this. The survey would be controlled by the Chair. Our thought was we would only accept questions from the Chair only. We are not sure exactly what kind of questions, Bill and Coleen and I will come up with that next week. You guys can be the first on the hit list. The idea is that we will continue to use this as we produce shows and as we have regular Town meetings. This is a nice tool of expanding our marketing. I know a couple of surveys
will come up on this
Mr. Robinson asked website based? Chairman Thomas said yes. We would put a link for your show and I will work with Coleen and how we will update it. We will come up with a criteria about how long it will run. The shows you may see only on Tuesday at 8 p.m., but two weeks later they may want to hit the survey.
Mr. Robinson suggested the newspapers help us promote this. Chairman Thomas said once we get this working we want the newspapers to do a story on this. We want to test this out. Ms. Richardson said that is okay when we sent out our schedule we can add a blurb please check out our survey. Chairman Thomas said we can have a monthly winner and put the names in a hat and we can give a $25 gift certificate. We want to give some incentive to go to the website.
Chairman Thomas said one of Gene’s ideas in the past, developing and recruitment of production teams and looking for people and that is what we talked about in our committee we want to link the resources together. Each subcommittee might say this needs to be covered and as Mary Lou said networking outside of this room and we can get them in and trained before their event. We are trying to expand our base.
Chairman Thomas said and the last new business is the studio improvements and this made the newspaper and it is interesting. We are trying to improve our looks and our equipment. When this room designed we had single chipped cameras and we had limitations and the electrical box is gone so it has been part of our goal and strategy to upgrade the quality of the program it is a meeting room, but it is also the studio. Russ has some ideas and several ideas came out in the paper which I did not know about. Again that is PEG access money. I will have to apologize to Bill and the rest of Town Council as we did not put it in the budget last year.
Mr. Robinson said I do have some questions are there any plans in place, I know they are not going to make the room bigger, are they making it smaller, are they changing the structure of the building, like moving walls. Mr. Jennings said there are several ideas being explored and Russ is taking the lead. He is trying to be creative and coming up with the most economical way.
Chairman Thomas said better lighting, better sound system. Mr. Jennings said audio is not what they are doing, they are trying to do the visual and by changing the definition in here it will change the broadcast that is what we are concentrating on and Russ has made some suggestions and we will meet again on Monday so it is an evolving design discussion.
Mr. Robinson asked where the money is coming from. Mr. Jennings said the fund balance. Chairman Thomas said it is PEG access money. Mr. Jennings said at the end of this year, because in this business cost changes and the money we put in a reserve fund, BCTV surplus fund in case we need it.
Chairman Thomas said when we do the budget we do it on how many people sign up for cable so there is always extra money so we can do improvements over the years. Mr. Jennings said aside from what we ar3e saving and investments in the studio. Comcast has gone up 3% and that is not something we plan for it is a positive for BCTV as we did not plan to spend out that money it is sitting a surplus and we move it to our capital fund balance.
Mr. Robinson said a couple of thoughts with the economy and times over the next couple of years I would caution spending the money if it is needed for improvements in the studio I would be all for that. I will leave it up to Coleen and Bill on what would be needed to improve. Everyone should take a hard look at the money they are proposing to spend and on that note would the Bd get a chance to look at this and do we vote on this or is that not our call. Mr. Jennings said I do not believe anyone would mind taking a look at what is proposed. You can provide the input, but it is the town that makes the final decision on this.
Chairman Thomas said I will call Russ on Monday and talk to him. What happens right now we cannot use the funds unless Town Council approves them because it was not budgeted? Anything we want to do in this room needs Town Council approval. Again you said fiscal times this is something that we have been stashing away for some time and this would be to improve BCTV. This room is tough one as a meeting room, but more important it is our studio. If we are doing things to change the walls, the lighting or like I mentioned storage when you are doing the wall changes you could add a molding to it for $10 it is not like we are putting in a wall for cosmetics. Mr. Robinson said if this is just for storage I would look into that. Chairman Thomas said we have storage needs. Mr.
Robinson said I am all for it if it improves the BCTV studio whether it is ceiling tiles, I would hope they would come to the board and bring us up to speed on improvements here. Chairman Thomas said I am not up to speed.
Mr. Jennings said I cannot emphasize this enough, it was I who went to Russ and pushed using our funds which I felt comfortable with, at another time it could have been done differently, putting it under a Capital Improvement Plan, but because of the need to have this take place, it had to go to Council to get the money out of the fund balance so we can use it. We will not be hurt by this at all and this is to be used for BCTV purposes. I twill change the entire image of our broadcasting and it will change our Government broadcasting. We are talking about a lot of meetings that take place here and as a TV guy image is important to keep people tuned into this station. Some of the plans down the line is putting studio lighting in here. I know some people may find it hard, but it is just
upgrading our studio. Mr. Robinson said that is great as long as we are part of that process. Mr. Jennings said again Bob will meet with Russ and they can talk about designs.
Mr. Donahue asked how much of the fund balance a portion of it? Mr. Jennings said just a small part of it. We had $102,000? Mr. Donahue said and the proposed usage is? Mr. Jennings said $15,000. Mr. Rawlings said people need to understand this is not tax dollars and it clearly is not, it comes from the Cable Company. Mr. Jennings said that is correct. Mr. Rawlings said it is not tied to a tax bill and most people do not understand that.
Mr. Donahue said maybe do a letter to the editor and get that information out there. The article in the newspaper is misleading. Chairman Thomas said it was all sensationalized. Mr. Jennings said I know Russ is spending time explaining to the reporters it is not sensational. Anything that causes a little controversy. The Union Leader, Steven Beals takes it the way they want it to be read.
Mr. Jennings said Bob you are going to call Russ? Chairman Thomas said yes as the new chair. Mr. Robinson said just keep the board up to date.
Chairman Thomas asked if there was any questions on the Managers Report. Mr. Jennings said Bill asked a question I have a TV and cable coming into the box and now I hear that was the Boston Catholic TV Station not BCTV. I saw that on Sat in the Union Leader and I was on the phone with Comcast. It does bring up one thing that there was channel movement off the basic tiers channel 3 and channel 27. If you have cable coming in a digital TV or analog you now have to get a digital box. That means you will get it for a year, but after that $3.95 per month. Comcast is stating there are a lot of positives. Councilor Roy said particularly the nursing home every nickel counts. I have discussed it with Comcast as positive marketing moving channels into high resolution, but that is
something we are discussing ongoing. It does not affect the tiers price until next year when you have to pay $3.95. They are within their rights with the franchise agreement with proper notification.
Mr. Jennings said the only ones that are impacted right off the back, Feb 17, 2009 transition to digital world, rabbit ears and antenna it is for those that have analog TV. You can get two coupons from the Federal Government up to $40 each to buy a converter box and they run $40-$70. Chairman Thomas asked is there a simple way to cover this or do a show. Mr. Jennings said there are several ways to get information Comcast website, WMUR or channel 4 they have a linkage to what you should be doing. We are going to do a show, Russ Marcoux our Comcast Rep and you will see public service announcements and if you have questions call BCTV.
Chairman Thomas said Coleen and Bill will demonstrate in a moment our website.
Chairman Thomas said I will summarize our Station Mgr Report. We will be installing new 3-chipped cameras to the SAU; we will donate the old ones to use for hallway security. Bill Hendrick did a piece on the Fisher Cats and that is part of their promotional material. Mr. Jennings said we were given full access to the field and we got the call saying you were the only crew that followed from A-Z and they are looking to distribute it. It will have BCTV all over it.
Chairman Thomas said we have 80% of the households in Bedford as Comcast subscribers which are 6,828 it is great to have that retention that is where the extra revenue comes from. Mr. Jennings said with the economical times there are high level digital tiers that Bedford people subscribe to.
Chairman Thomas said go ahead and demonstrate.
Mr. Jennings said I have my assistant and this is the website (up on the screen) and the simplicity is our move right now. We are doing this demonstration not only for the Board, but also for the guests at home. We have added video streaming on channel 22 and video on demand on Channel 16 and channel 22. Anything you want to know about BCTV, board members, mission statement, policies and procedures. I want to thank this board and the previous board and we could not have done it without our community volunteers and board members. When you click on the highlighted areas the body of the schedule we are going to start with Channel 22 and you come up to a schedule with the calendar and you will see the titles on the left hand side as well as in the middle. You will see if you look at all the
programming it says view. Let’s go up into the calendar it is the 24th, but we can go to any date and click on and it will tell you when the programming is run. We change the schedule around to accommodate people’s schedule. We are going to go to the 23rd and we are going to click on the School Bd and click on view. Notice how quickly it came up on the screen. We have the audio. Again to review it one more time. Go into the schedule, go down to the meeting you want to see, this time go to the Town Council mtg, click on view and audio. It is that quickly you can bring it up and down. Chairman Thomas said just like watching TV.
Mr. Jennings said we are going to go to streaming and Coleen is going to go to watch live. Chairman Thomas said maybe too may people are watching. Mr. Jennings said we put in fiber optics so a number of people can watch it at the same time.
Mr. Jennings said let’s go to Channel 16 and program schedule and take a look. Ms. Richardson said you could go to an achieve show like Party Like A Pro. Mr. Jennings said you have to hit go and then view. We are still trying to convert our programs and we have to click on our software.
Mr. Jennings said again type in the name, show search and do Warrior’s and click on go. Not all of them have view, but click on view.
Mr. Jennings said because channel 22 is a popular station goes to Channel 22 and we will show you what we have. Type in Town Council and hit go. There are a lot of meetings and if you take a look when anyone is inquiring about a meeting the Town Council meeting we keep them for about a year and then we delete them, so this is as a courtesy.
Mr. Robinson said after a year you have a hard copy in house. Mr. Jennings said as far as storing we keep it for a year and then discard them, do we keep it yes, but we do not have to because the minutes are the approved record. Mr. Robinson said if you have it and throw it out you will never have it again. Mr. Jennings said I have been here 10 years and some inquiries were 3-4 years and that has happened once. If someone has a legal issue and someone wants something officially in the RSA the minutes are the official record.
Chairman Thomas asked Coleen can we move onto the financials. Ms. Richardson asked any questions. Mr. Jennings said all the department heads are working on 2009 budget and we have to have our budgets in and completed to Russ by Aug 4th. Seems like we just got it approved and we are already working on 2009.
Chairman Thomas said the next meeting is October 2nd at 7 p.m. if you would like something on the agenda just let me know. We will be updating you on the awards and I will send you some information. Are there any other items to discuss tonight?
Ms. Richardson said I just wanted to add that Bedford Olde Towne Day is Sept 20th. Bill and I have discussed it and we are intending on going around and visiting the different organizations and doing a show. We were going to ask Gene Mackie to emcee it again if Jane would like him to? Ms. O’Brien stated yes.
Chairman Thomas said Gene is our expert. Ms. Richardson said it is not a venue for a booth they are more interested in games and food. We thought stroll around and get interviews and be a roaming BCTV for the day and we are volunteering. I do not think there is a need to have a booth unless the Bd wants one and wants to man it. Mr. Robinson said you get around roaming. Chairman Thomas said we can talk to the groups who are attending.
MOTION made by Mr. Dermody to adjourn. Seconded by Ms. Wilson.
Meeting adjourned at 8:30 p.m.
Submitted by: Jane O’Brien
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