TOWN OF BEDFORD
BCTV BOARD MEETING MINUTES
(Monday) April 7, 2008
BEDFORD MEETING ROOM
Present were: Chairman Gene Mackie, Vice Chairman Mary Lou Wilson, Dick Rawlings, Mike Robinson, Bob Thomas, Bill Jennings, Coleen Richardson, Bill Dermody (TC Rep), Chris Bandazian (TC alt) arrived at 7:05 p.m. and Mike Sills at 7:10 p.m.
Chairman Mackie said welcome to the April 7, 2008 meeting of the BCTV Board. We have new members to welcome this evening with the changing in the board and that is from the Town Council, Bill Dermody and Chris Bandazian who will be the alternate.
We will start with our public session with the limited audience in the meeting room. I would first like to thank Councilors Mike Izbicki and Bill Jean who had participated on the board along with Terry Wolf who was our School District Representative and the new representative will be Bob Donovan.
OLD BUSINESS - Approval of the January 24, 2008 meeting minutes.
Ms. Wilson said I have a correction, it is Medal of Honor, not metal.
MOTION made by Bob Thomas to accept the minutes as amended. Seconded by Mike Robinson. Vote taken – all in favor. Minutes passed. 5-0-1 (Abstain Bill Dermody).
Chairman Mackie said the next item is our Strategic Goals, does anyone have an update? Ms. Wilson said I am not sure if Mike Sills has something since he is not here yet.
Chairman Mackie said I have a couple of notes and one of them is the out reach things that Mike Izbicki and I had worked on. We will continue with and for lack of any other name a monthly program that we will do from a local restaurant high traffic area with Russ Marcoux and I has co-host and then we will bring in someone else from Town Government, elected official we will have breakfast at Karen’s Kitchen or up at Target’s and we will try to put that together. We want to get up close with the public. We want to get BCTV out there and anything we can do for public relations. Russ likes the idea of going out and talking to people and I am sure the Town Council would be interested in that. That is what is in the works.
Mr. Rawlings asked if there is a time starting date? Chairman Mackie said not year as these restaurants and businesses are leery. Target for example in talking with them it took a lot of conversation to get an approval. What is interesting is we can videotape in Starbucks in Target, but we cannot do anything in the parking lot. We can mention Target, but they are very protective. They have agreed to it.
Ms. Wilson replied that she thought Karen’s Kitchen would be thrilled. Chairman Mackie said the prior owner said yes, but the new owner is a little leery. I am going to go back and talk to them. Ms. Wilson replied that Karen’s Kitchen is Bedford people, Target may be other people from other Towns, Manchester, Merrimack, etc.
Chairman Mackie said the other suggestion was Dunkin Donuts and the one on South River Rd has more space.
Ms. Wilson asked did you talk to Bedford Fields? They are very supportive and actually when and if we do get to Spring that is a lovely setting.
Chairman Mackie said I thought of Lowe’s and Target because of the heavy traffic as well as Dunkin Donuts.
Ms. Wilson said try Bedford Fields as they are not a chain with corporate issues. We filmed up there and there was no problem.
Ms. Wilson welcomed Mike Sills and said he may have something to add.
Mr. Sills said that they are in the final stages of editing the China series and that should be on in April if there is room.
Chairman Mackie said okay. One of the other things we did too which was to bring BCTV to the public eye in the very first live coverage of the election, as that was never done before. Mr. Jennings corrected Mr. Mackie stating we have done it live, but this was the first time from the high school.
Chairman Mackie said the gym area is massive it is beautiful and Bill and Coleen worked until the last minute to make sure everything worked well without the shaking of the electrical interference. Russ Marcoux and I did the coverage and it was fun. I wish we had more people to promote it, but a lot of people realized BCTV was there. We kept waiting for the results to come out and the change of the guard with Ryk Bullock. Thank you Coleen and Bill for the great job.
Mr. Jennings replied thank you and Russ for the 3 ½ hours of nonstop talking.
Chairman Mackie said with Russ it is easy. He has such a knowledge of the running of the government you have to give him credit and what he has learned about Bedford is great in such a short amount of time.
Chairman Mackie said okay, next item is New Business. Now as I have introduced the new board members with Bill Dermody the permanent member of TC and Chris as the alternate member it still congratulations to both of you and welcome aboard.
Chairman Mackie said one of the things Bill and Coleen have suggested is possibility of the board establishing two annual awards. One would be a producer award and the other would be a volunteer award. We have done this before and Doug Pearson was one of the recipients.
Mr. Jennings said yes we have had two winners in the past Doug and Tim. Chairman Mackie said what we would like to do is to have the annual producer award and name it the Rick Beyer Award.
Mr. Jennings said I have a presentation to show you regarding Rick Beyer’s and it is a show about all the shows he was involved with here at the station. Chairman Mackie asked Bill can you do a little intro on this first?
Mr. Jennings said while the equipment is warming up this is a piece and both Coleen and I are on the committee. This is being set-up to honor Rich because of his involvement in the Community as it relates to youth sports. The way that he promoted his love for the game and love for youth sports from the recreational leagues right up to college sports. He was a longstanding producer and anchor. We started out doing the “Bedford All Sports” venue, but the one consistent player through the 10 yrs that I have been involved with BCTV and that was Rich until last Aug when he passed away. I feel this is the best way we can have his name go on forever. Some of these clips are taking us back through 1983 and this is to show you just what kind of interest he had and how he
brought the best out of everyone and this is not just the young student athletes, Rich had a kind word for everyone. Really anyone who was coached by Rich should be feeling proud that they had an opportunity to have someone as professional as Rich who was able to represent the Best of Bedford. On the athletic side it was not only the points you scored it was getting into the heart of the individual. Rich saw the best in everyone and that there is life and he would bring those attributes out not only on the sports field, but he taught you how to walk through life which was a key to his success. We went through hours of footage and when we made the conversation we kept a lot on tape, I could have gone on for an hour. Fortunately we had photo’s and I have cut down hour shows to 5 seconds, 10 seconds clips and Coleen and I did hours of research and I hope if this promo gets the point across (Playing footage).
Mr. Jennings said it is timely he played a live role with BCTV. Chairman Mackie said a lot of people who have watched BCTV on a consistent basis knew of him with the sports as that was a commonality for Rich just like Doug Pearson.
Mr. Thomas said it was amazing how he made the kids comfortable. Chairman Mackie said if you can make your guest at ease.
Chairman Mackie said so what I am recommending and we need to make a motion on the Rich Beyer Producer Award and the second would be the annual Volunteer Award. I have talked to Doug Pearson and I cannot personally think of anyone who has been a greater volunteer. His interviewing of politicians and he has hosted our strategic planning sessions he has always been there. When I called him to talk about it he was taken back. I really enjoy and I would consider this an honor.
MOTION made by Mr. Mackie to set-up these two annual awards. The Producer Award Rich Beyer and the Volunteer Award. Seconded by Mr. Sills. Vote taken – all in favor.
Chairman Mackie asked should we tie this in with something like Bedford Men’s Club and make this something noteworthy in the Town. What ideas can be thrown out so we can make this a good event and a way of honoring people.
Mr. Thomas asked isn’t this already an annual award? I thought we were just changing the name. Mr. Jennings said it is not an annual award.
Ms. Wilson replied I have a question Gene, you mentioned tying this in with the Men’s Club or some organization that gives a lot of publicity to the Men’s Club. I would really like to give the publicity to BCTV and make it a big deal with BCTV. Do a little bit of a show for that one thing and give out the two awards and presentation from BCTV and be a stand-alone organization.
Mr. Thomas asked is there any financial involvement? Ms. Richardson said we have the money in our budget. Mr. Thomas said because otherwise we would have to get a sponsor. Mr. Jennings said we do not have to go there it is a small stipends and we can cover it along those lines.
Chairman Mackie said just for clarification the Rich Beyer Athletic Scholarship is totally separate. Mr. Jennings said correct that would be a scholarship given to a Bedford senior student athlete $1000. Ms. Wilson said can that be tied in? Mr. Sills asked who is giving the scholarship, is it BCTV? Mr. Jennings said it is totally separate. Ms. Wilson said I was confused. Mr. Jennings said right now the Bedford Friends Of Recreation are acting as a depository until it is managed as a separate 501C.
Mr. Sills asked is BFOR going to give that out? Mr. Jennings said the scholarship? Our scholarship committee is not incorporated right now, the Bedford Friends of Recreation will manage it until the committee becomes incorporated. Mr. Sills asked is this award something along with the Men’s Club, Lion’s Club, Rotary. Mr. Jennings said I would recommend like in the past that it is strictly a BCTV award. We are trying to draw volume, but at the same time we can do this effectively and honor the individual.
Chairman Mackie said that is why I said to tie it in with another organization and make the event as big as we can. Ms. Wilson said to spread the word involve the other groups, I understand that part of it, but we can build that event up as a BCTV event and make that our own Oscar night. Mr. Thomas said if we build that with Men’s Club they would ask what about our club.
Mr. Sills suggested we have an award dinner, but name it Oscar night it would have to be more than just these two awards. Ms. Richardson said we can do it a separate night or do it like Council does when they give a proclamation as part of the regular meeting so we can do it as part of a regular BCTV board meeting, but it would be whatever the committee decides. Mr. Thomas asked when did you do this before? Ms. Richardson said in the fall. The video festival is in the fall too, but it was coincidental. Mr. Thomas asked could you combine those two. Ms. Richardson said you could do both together that would be a nice idea. Mr. Thomas said that would tie all the events together. Chairman Mackie said that would work. The other alternative is? Mr. Jennings said the
last time, which was 2 plus years we grabbed anyone that ever walked in the door whether they produced something or if they were behind the scenes we went live with it and Rich and Doug got their award and we had refreshments. Everyone was here and they all received a certificate so it didn’t just single out anyone.
Chairman Mackie said put a group together to make this happen. Mr. Jennings said we can give you a list of all those who produce videos here. This is not an inexpensive process we do budget for that for the video festival it is $25/show and we take the financial burden off them and we cover that cost and we cover up to $1000 we have also done video festivals all over New England so you do not know if you were second or third. I do not mind getting a plaque a lot of them are for 2nd and 3rd place and they are going to go back to that. We can tie it in shortly after those awards late November, early December. Mr. Thomas said that sounds great and you guys work with everyone and then you can make the recommendations to the Board and we could have a regular discussion, but
the problem is that this is public so you want to keep it as a surprise. Mr. Jennings said we can go out live or have it separate.
Mr. Thomas said we can vote and then go on live with the announcement it is an award that will be out in the public.
Mr. Robinson said I liked the appreciation night we still have volunteers and producers that work at the station and it is great to recognize those people. I remember 2 years ago when we did this and it was well deserved for the producers that you recognized.
Chairman Mackie said then let’s put together a group. What is the award going to look like?
Ms. Richardson agreed if you would like a committee to help organize. Chairman Mackie said okay it will be Gene, Mary Lou, Bob, who will work with Coleen and Bill. When do the festival awards come out? Mr. Jennings replied they are not announced until the fall or it could go as late as November. Chairman Mackie said that is good because during the summer people go away.
Chairman Mackie said the next item is a discussion on the revisions of policies.
Mr. Jennings said it is nice having the two Councilors here so they can advise us. This section gets revised every single year which is great as we try to tighten things up it makes it more efficient. Certainly in our policies and procedure there are certain things the staff can do with working with candidates and things we cannot do. In the effort of fairness we are limited and that is spelled out in the ground rules. It has worked out really well and if you are not dealing with the staff after 30 minutes you can produce as many shows as you want independently. The point in question is all the rules that are laid out and established are for those non-elected positions. We ran into a situation this year were we did have a show that was representative of the opinion of the Council and
then there was a minority program as well and we found ourselves referring back to the policies and there was a gray area not from our perspective, but when there is a gray area we may need to go back and look at this again. Again this is spelled out in detail and one that you would think everyone would understand as it relates to the Town media policy. Basically we are re-iterating again what the Boards, Commission and Council members can do and how we can get involved. Again referring back to the rest of the policies.
Mr. Thomas asked are you asking us to come up with a suggestion? Mr. Jennings said we do not want someone coming into the office and say what do you think, we would like it spelled out. As a Dept head here, if I am giving permission to talk to someone I can, I do not speak for the Council and I do not speak to the Town. That is in the Town policy. Maybe the Council has to look deeper into the media policy to make a policy that says what individuals can do on boards and commissions or to refer to our policies.
Ms. Wilson said can I ask a question in regards to your suggestion B you have to the degree that they may be incorporated, is the word they, I guess I like suggestion A.
Ms. Richardson read the suggestions utilizing BCTV facilities to the degree. Ms. Wilson said and you want to change it to what? Ms. Richardson said what is in red.
Mr. Jennings said suggestion A) nothing in this section shall prevent any Town governing body, the BCTV facilities air time maybe deemed appropriate as long as the majority opinion of their respective governing body. The BCTV staff cannot assist officials who are in the minority and train volunteers to assist them. The only reason we got into detail is let us cover all the bases. Mr. Thomas said you copied this and this one has A and this one doesn’t. Ms. Richardson said it was re-worded. Mr. Jennings said it depends on what detail. Mr. Thomas said do you want to read B.
Mr. Jennings said suggestion b) nothing in this section is superseded official capacity representing the group or the Board, Commission or committee. Mr. Thomas said B sounds more vague and it seems to me that you need a more clearly written.
Chairman Mackie said B says representing the group someone could say I am representing vs. the majority. A seems to me to be clearer.
Councilor Bandazian said I like the clarification of the two. When we are dealing with a general public and if the facilities are available and you have a producer you would run it. Mr. Jennings said yes. Councilor Bandazian said consenting opinion equal on airtime, and use of facility. Mr. Jennings said that is the biggest cavity here, and that is dealing with political campaign videos. The air time that they want to come in and do a particular show on a warrant or a candidate it is a call for action because it is person for them outside an official organization that is recommending, like the bond that is the official stance to support the 8 million dollar bond we cannot afford the same kind of services that would have to be an independent production, that is why we want to get that cleared on
what we can get involved in. Nothing said they cannot use the facilities, but this is why this whole area is sensitive right now because of fair and equitable who is and who isn’t eligible.
Mr. Rawlings asked, if it is a Town Council situation they would have had to voted on a particular item and majority on that side of the can in order for the BCTV system and staff to be used. Mr. Jennings said not using the facility just the staff. Mr. Rawlings said so you are saying they could use the facilities, but not the staff. Mr. Jennings said yes the Board helped the staff when it gets to warrants it is a gray area, we cannot. The only person I can sit down with a warrant to discuss is when the Town Manager this is what the warrants are all about and if the majority opinion of what the Town Council or School Bd, but if one individual comes in and says this is why I don’t like it, then we cannot participate.
Mr. Thomas said it doesn’t say you cannot participate. Mr. Jennings said it does state we cannot participate. Is it more of a challenge, but also it is a great way to get in additional producers. For those that want to come in and get the other viewpoint they can come in.
Mr. Robinson said if you win you get your support and if you don’t win you don’t get the support? Mr. Thomas said so the School Board wants to do this Tim Mays can work with the staff the ones against it cannot work with the staff. It does not change the policy it just makes it clear.
Ms. Richardson said it is not winners or losers you are representing that board as a spokesperson so whether I am on the School Bd, Town Council or Planning Board I am representing the view that is the majority. Mr. Robinson said it could be 6-5. Mr. Thomas said I am confused the School Board has a policy if it is 4-3 the three have to go along with what the 4 said. I thought Town Council is the same way?
Councilor Bandazian said it is similar because you do get into a gray area talking about majority. Our Chairman is the spokesman from Town Council so if someone in the newspapers wants to talk he speaks. At the same count I should not come to BCTV until that was okayed by the Chairman.
Councilor Dermody said it did happen last year. The losing majority approached the Council and asked to have the use of the facility and BCTV crew and I think that is what brings this whole thing about they are trying to clarify the situation.
Chairman Mackie said there was a gentleman’s agreement within the Council that said the majority, if the majority vote is a decision on an article everyone is to support that, it was a gentleman’s agreement.
Councilor Dermody said it is not stated. Councilor Bandazian said if you are in the majority you still support Town Council and as a majority you get your own producer.
Mr. Jennings said for history we would love to help everybody, but I thank you for the policy because we were going crazy and we reached a point if someone did have their last show after 2 or 3 the unfair points of fingers, organizations going back and forth and we were exposed to that and we were cleaning that up. We are trying to do housekeeping and what you want to do is fine with us.
Mr. Rawlings said Mike commented on the word “they”. Does that mean BCTV meaning you and Coleen? Ms. Richardson said they governing board or commission. Ms. Wilson said that A is a little tighter.
Councilor Dermody said A is more restrictive and shows both sides of the issue. Councilor Bandazian said my suggestion is A and then superseded by Town and our media policy would prevent me from putting on a show because I am in the majority. Councilor Dermody where would you interject that. Councilor Bandazian said at the end, this section is superseded by any Town media policy.
Chairman Mackie said this policy or this section? Councilor Bandazian replied this section is superseded by Town Media policy.
Councilor Bandazian said I will read the last sentence they may however use BCTV facility and trained volunteers to assist them. This section is superseded by any Town media policy. That way if there is a conflict between the rule and the Town media policy, then Town media policy controls.
Councilor Dermody said the Town media policy does not specify if the staff is available. Councilor Bandazian said it does not, but on behalf. Councilor Dermody said putting that statement at the end of state A, what are you preventing by that new addition? I think the whole idea, correct me if I am wrong is the protection of BCTV and where they can use their staff in support. Councilor Bandazian said true, but BCTV doesn’t want me to say I want to produce a show when that is in conflict when it says that is up to the Chairman of the Town Council to do that and I do not want BCTV to be caught in the middle simply because I voted with the majority.
Ms. Richardson said I think the Town needs to review the media policy? Councilor Bandazian said that would be something to bring up under New Business on Wednesday.
Councilor Dermody said is there a better place to put that in whether you are in the majority or minority as far as access to BCTV staff.
Councilor Dermody said I do not disagree putting it in, but where and what is the part of the policy. Councilor Bandazian said at the beginning or at the end of the paragraph. Mr. Stills suggested at the end. Mr. Jennings said what Chris just said and I didn’t think about it minority, I did not think of majority. If it is 5-2 and the Chair does his show, the way it is written I could get 5 (30 minute) shows. I do like it is in the Town Media policy where a Chairman or a designee.
Chairman Mackie asked any other comments, seeing none can I get a motion.
MOTION made by Mr. Thomas as amended by Councilor Bandazian for section A. Seconded by Mr. Mackie. Vote taken – all in favor. Motion passed.
Ms. Richardson said that she would update the policy.
Mr. Jennings said everyone got the Station Manager report there are a few things that I want to spend some time on briefly. This is an update on what has been going on with our streaming video server and it is available now, we have not formally announced it we tested it Friday and today it ran well. We want to show live programming on the laptop as well as Video on demand so if you missed that favorite episode you can go on BCTV website go to our schedule click on the show and it will say watch now and you can watch it. Mr. Sill said you don’t have to watch Comcast.
Chairman Mackie said what about older programs? Mr. Jennings said there is coding and transcoding. I am learning to wire the system and I just told them give me what I need. It has been a four-day challenge and today we had a minor problem and it gets down to coding were someone forgot to put a backslash in. As our own Information System Dept said expect those minor things to happen, but at the end of the tunnel there is a light. We are hoping to have it up tomorrow or Wednesday and we will send a note out. Video demand and streaming. They are two different things, streaming is if Bill wants to catch the TC meeting all he has to do is go to the BCTV website click on program schedule. If you want live streaming click on Channel 22, it will come right up. At the same
time it is going on a hard drive which means if you happen to be someone where and later on you can download it and watch it at the same time. If you only want one piece or part of that meeting you download and pick that up.
Mr. Sills asked on demand is both channels? Mr. Jennings said yes on both channels. Streaming we addressed the most important and I am not down playing our other channel, this is from the school and government side. A second server is in our plans and may happen in the next couple of months. I think we have the installation down path. By next year I know we will need it for the BHS basketball games etc. We are going to put something together. We have had one newspaper who wants to do a write up. I wanted to have it on tonight, but we were so close. Mr. Thomas said it does change and I recommend that Bill and Chris talk to Town Council if you missed the meeting you can watch it live, but not participate it. If you watch it out of Town and you come back and vote on the minutes. If you are not physically there, but your watching it can you text message the Chairman. You will have to think of the technology changes. Mr. Sills said Sheriffs do 99% of their work and they are
trying to get the arraignments from a cell, so he doesn’t have to go but what things the legal profession so this will open a hornet’s nest right now.
Mr. Jennings said just to speak to what Bob is saying the technology is changing so much you can get us on the road, Bob Young was an active participant while he was in Florida. There is a lag, but what we have is we have FIOS and we had to look at making our commitment to this technology and sending out via the internet because with Comcast we had limitation of upstreaming. Down streaming was okay, but up streaming is faster. Instead of the network clogging if 4-5 people are down loading the video on demand and everyone wants to come into the Town Council meeting then it would slow down. We are really excited. Bedford is one of the few communities in the State of NH that is full fiber.
Mr. Sills asked is there any limitations to the on demand part? Mr. Jennings said no. the only limitations are when it gets coded. So if it is in coding and then there is trans coding.
Mr. Thomas said when it codes it, it plays it live and then it will go to the server. Mr. Sills said there is no real limit if 100 people demand it. Mr. Jennings said I would love to have 100 people demand it. It was a step up in terms of an expense. If I look at our customers who are looking at Channel 16 and 22, but we were given guarantees that we should not have a clogged network.
Chairman Mackie asked about financials? Ms. Richardson asked is there any questions?
Chairman Mackie said okay the next item is officer nominations.
Ms. Wilson said I would like to nominate Bob Thomas for Chairman.. Gene you have done a great job and I think it is always good to rotate different visions and excitements and passions. Seconded by Mr. Mackie.
Mr. Thomas said it is open for discussion. I am interested in doing more and I want to make sure that you are comfortable with this. I would like to see you to continue with your programs. Chairman Mackie said whatever we agree to on the Strategic Planning we need to get more people involved. That is going out to nonprofits and clubs. Mr. Thomas said to continue that work, yes, I think we all agree with that.
MOTION made by Councilor Dermody to close the nominations. Seconded by Mr. Sills. Vote taken – all in favor.
MOTION made by Ms. Wilson to approve the slate. Seconded by Mr. Sills. Vote taken - all in favor.
Ms. Wilson said I would like to thank Gene for the last couple of years as he has put his heart and passion into this Board and every time I see BCTV I see you out there. I love watching you at Bedford Olde Town Day.
Chairman Mackie said Volunteerism is what makes Bedford or any community what it should be. We always need volunteers here. I will recommend a couple of things here, I think it would be for those on the Board to go through the camera training Coleen and Bill are wonderful. Coleen is a lot better than Bill. Mr. Thomas said she more patient. Ms. Wilson said she is clearer.
Chairman Mackie said thank you for your cooperation on the Board over the past couple of years.
Chairman Mackie the next meeting is scheduled for July 17th at 7 p.m.
MOTION made by Mr. Thomas to adjourn.
Meeting adjourned at 8:30 p.m.
Submitted by Jane O’Brien
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