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HomeMy WebLinkAbout08/19/03 Telecommunications TELECOMMUNICATIONS BOARD MEETING MINUTES August 19, 2003 The Regular Session of The Telecommunications Board of the City of The Colony, Texas, was called to order at 7:30 p.m. on the 19th day of August, 2003, at City Hall with the following members present: Board Members Present Staff Present Clark Switzer, Chairman Linda Camerlin - I.T. Manager Richard Kuether, Vice Chairman Rebecca Koo - Finance Director Walter Gillette Marcus Leatham Board Members Absent Wallace Gehrke Bill Curmingham-Vacation Guest Melvina Sparks-At work Michael Fogarty-At work Joe Clark, The Colony Chief of Police With five (5) board members present, a quorum was established and the following items were addressed: Rhonda Galm, who usually records the minutes of the meetings, is not here. Marcus Leatham volunteered to take minutes for this meeting. A document packet was given to all attendees. The packet included the meeting agenda, a financial statement for the telecommunications board (7/31/2003), a letter from Nancy Boykin (regarding a joint meeting between the Telecommunications Board and the Cultural Arts Board), and a Report on Telecom Board Two-Way Radios (written by Marcus and presented at the previous meeting, 7/15/2003). 1. Citizens Input a. Joe Clark / UHF communications system Joe Clark distributed two sets of papers to the board members. They are concerned with the planned UHF communications system for the city. The first set is entitled "Miscellaneous Bid Specification Requirements" and it briefly contains a description of the desired system and a preliminary parts list. The second set is a copy of Motorola equipment specifications. Joe informed the board that the city manager has asked him to come up with a finalized bid specification. It is still to be determined whether the city will procure this system using a "bid process" or using "QISV." Joe asked the board to review and give approval for the equipment list. The board should check the specifications and the parts count, so that the system will meet the constraints listed on the first page of the "Miscellaneous Bid Specification Requirements." Joe noted that the first five (5) items on this page are "absolute requirements" for the overall system. Walter commented that perhaps item #1 should say "... from the same manufacturer and vendor...' in order to increase the chances of the overall system working well together. Joe added further information: __ · The city presently owns a Motorola "Gold Elite" communications console. It is relatively new and one of Motorola's more sophisticated models. The city plans to keep this console, so the new equipment should work with this existing console. · Existing communications groups use trunking and all of the new radios should be able to talk with all the existing groups (in addition to working with talk groups on UHF via simplex or repeater). · Some officers have "Take-Home Cars" and these cars should have "Take-Home Radios" - especially battery chargers, so that the officer can report directly to his patrol without needing to stop at headquarters first. · The telecom board should check to be sure that the equipment list provides sufficient control stations for dispatchers (to remotely control the repeaters) and sufficient specifications for the repeater antennas. There will be three (3) repeaters on The Legends water tower and two (2) repeaters on the Clover Valley water tower. · Joe also mentioned that the two items at the bottom of the equipment list (on page t~vo (2) of the "Miscellaneous Bid Specification Requirements" package) might __ have been overlooked, so the telecom board should check these items carefully. Clark asked if the equipment list covers the new officers that Joe plans to hire in the near future. Joe replied, yes. The telecom board should be sure that battery backup is provided for the repeaters (similar to a PC UPS). The radios can talk simplex if the repeaters go dead. Joe asked the telecom board to return the results to him ASAP. Clark appointed a subcommittee of: Marcus (chair), Bill (presently out of town in North Carolina), and Wally. Clark asked for results on Friday (8/22). Marcus agreed, but asked to visit the PD (probably tomorrow 8/20) to examine the existing console for a better idea of how it will all fit together. Joe said a visit is fine. Clark said it would be OK to send the telecom board's report directly to the PD, there should be no need to have the board review it. Walter asked Marcus to send each board member a copy of the report. Marcus agreed. Joe gave related information: · PC communications do not use this (UHF) system. The plan is to get service with -- Sprint for mobile cellular data. Laptop PCs must add a Cell Card. PCs can use text messaging to stay in touch even when outside of the UHF range. 2 · The UHF vendor we have been working with is from Waxahachie. He did not loan us samples of any equipment. 2. Consideration of approval of the minutes of the Telecommunications Board meeting held on July 15, 2003. Rhonda is not here to present the revised minutes. By unanimous vocal agreement, this item is tabled until the next meeting. 3. Discussion and action of new equipment purchases: a. List of new equipment ready for purchase: Clark distributed a list of equipment, entitled "Telecommunications Board Equipment Needs 8/18,' to all attendees. 1. Camera Rain Slickers (RS5) - Need one for each camera. One camera is a JVC DV500 and the other camera is a JVC DV550. The rain problem became evident when we had a downpour while taping the Fourth of July activities. $209 each, $418 total. 2. (a) XLR male to ¼" Phone male - Belden Cables (6'). Need six (6). $18.95 each, $113.70 total. (b) XLR female to ¼" Phone male - Belden Cables (6'). Need six (6). $18.95 each, $113.70 total. These cables are needed to interface equipment in the control room and in the field. They will reduce the number of adaptors required. 3. Winsted Power Outlet #98708 (8 Plugs). Need three (3). $69 each, $207 total. These power outlets will allow for our increased equipment. Richard asked if they have enough spacing to allow for transformer type plugs. Clark replied, yes.' Clark also stated these outlets are better quality and have protective circuitry and they are preferred rather than less expensive models. The grand total is $852.40 (probably less with the city's purchasing procedure). Wally made a motion to approve the equipment list and to present the list to the city's purchasing agent for purchase. Richard seconded the motion. The motion carried unanimously. Linda asked to confirm if we wanted to turn the list over to Bob. Clark replied, yes. b. Future equipment plans: Clark mentioned getting a 42-CD package of music that includes a license to use on channel 17 or whatever tapes the board might produce. Clark commented on budget problems and the $4600 cost of a desired editing system. He mentioned that we could still obtain the system if the budget is handled creatively. He hopes to have the plans for buying the system ready by next month's meeting. Rebecca said she will e-mail the city manager to tell him how the funding will be arranged. 3 Clark said the lack of this editing system has been delaying the final production of the Fourth of July program (produced by Clark & Richard), the National Night Out program (produced by Clark & Richard), and the system will help with programs desired for the _ _ Cultural Arts Board. 4. Subcommittee Report a. MURS Radios Marcus reported that the power supplies for the telecom board's "mobile" units have been provided. One po~ver supply is wired to plug into the wall outlet only. The other two supplies are provided with cigarette lighter plugs/sockets so they can plug into the ~vall or be used in a vehicle. Marcus is still searching for two "Laptop PC" pouches from the pawn shops to be used as carry cases for the two mobile (/portable) units. Marcus said that he had asked Ken Leverich if we could obtain any spare coax cable or a base antenna from him. Ken said he didn't have any and we ought to go shopping to get our own. Marcus mentioned a concern about putting a vertical antenna on the roof and bringing the lead-in down to the control room, with all the sensitive equipment it has. This is a real lightning hazard. More research will be done. -- 5. StaffLiaison Report Linda reported that a box of equipment has come in. It includes Velcro cable ties and cables. Linda gave the box to Clark. a. National Night Out broadcast: Linda read a letter of appreciation she received from Joe Hammond concerning the NNO. She also mentioned that the telecom board needs to deliver a copy of the unedited footage so that it can be entered in time with the NNO organizers. Clark replied the program is still being edited. He agreed to supply the raw footage as requested. b. Status of July 4m broadcast: Linda asked about the status of this program. Clark replied the program is still being edited. c. Update of software/program for cable channel: 4 Linda reported the RushWorks software ibr channel 17 is now installed and running. It replaces the old PowerPoint slide presentations. Comments included: · Walter: Too much information presented too fast. · Clark: Need to slow down council member information. · Linda: Too many postings, it took 10 minutes to see the election results scroll around again. d. PSAvideo request: Linda distributed and read a letter from Jack Thompson requesting a PSA for code enforcement. She said it is important to show an example of the code violation without identifying who the violator is, perhaps accomplishing this by filming in another city. Clark volunteered to film the PSA. e. Report regarding "Coaches' Corner" Clark reported that he had talked with the people who are no~v making this program. They agreed that Clark can preview the tapes before they go on Ch. 17. Walter asked who are the makers of the show? Clark replied, Calvin Ne~vsome, Tommy Jackson (using a "Video Toaster" like the board wants), and Bruce Stewart (using Apple Final Cut). Clark continued saying the new name of the show is "Inside Cougar Sports." Linda said it airs Thursday from 6:30 to 7:00 PM. The County Commissioners meeting runs from 7:00 PM until it finishes after the sports program. Linda then asked Clark if the board could edit the football games we tape. Clark replied that Bruce plans to create a "header" and a "closer" for our football tapes. These segments will run about 1 minute each. Clark, Marcus, Walter, and Richard had a technical discussion about how to put the header on the blank tape before taping the game, then adding the closer afterwards. f. Miscellaneous Linda told the board that the new city attorney, Mr. Hager, is updating the city code book, including the amendments we made earlier concerning the Telecom Board. Hopefully, the changes will be finished in 30 days. Linda discussed the letter from the Cultural Arts Board. The CAB still wants to have a joint meeting with the Telecom Board. She said they have been having trouble maintaining a quorum, but she feels they are very interested in having our meeting together. After some discussion, a meeting on 9/16 was suggested. Clark said the 9/2 meeting will not be held. Linda said she will respond to the CAB and try to set up a meeting on 9/16. Clark said Marcus will be the acting chairman for that meeting. 6. Chairman's Report a. Football games Clark distributed a football schedule for The Colony High School. He said we will only be taping the varsity games. The first game is Friday 8/29 at home against JJ Pearce. We need to meet about 5 PM at city hall for all home games. We will run two cameras for home games, possibly only one camera for away games. Please purchase your earpiece for the MURS radios if you haven't already. For the first game, Wally and Marcus will work cameras, Walter will handle audio and the announcers, Clark will direct one half and Richard will direct the other half. Marcus volunteered to take the handheld radios home the day before and charge their batteries. Linda said to start using the equipment sign out clipboard. Clark said someone needs to provide the clipboard. Linda said the clipboard will magically appear. Clark continued, we will need to meet at 3:30 or 4:00 for away games. Announcers should be at the game one hour ahead of time. Linda asked if we are using school transportation for the away games? Clark replied, no. Linda asked if we plan to charge mileage for travel to the away games? Clark replied, no, however we might need some help with the Wichita Falls game. Linda said be sure to mention mileage on our labor report sheets, even if we aren't getting reimbursed. Clark pointed out that the second half of the schedule is all "Conference" games which are close and should be easy to cover. Walter mentioned Hebron High will be 5A next year. Clark added that all LISD high schools will be 5A next year in fact. b. Miscellaneous Clark asked if the intemet link PC really belongs to us because we might want to get a graphics pack for it. Linda replied she will find out if that PC is needed for the intemet broadcast or if we can get it back. Clark mentioned a problem he has seen with the Comcast signal while televising live from the control booth. He has seen the signal go blank for a second and then start up again with a title screen. This happens every few minutes. Linda says she thinks it is local to the control room because she has never seen it when she is watching the broadcast from home. 6 Richard added that he has seen a video overload light in the control room. Walter added that maybe our Vector Scope should be able to find the problem, unless it is out of adjustment, too. After some discussion, we decided to ask Linda to have Comcast come out to the control room and check over their equipment. Clark said they are supposed to do that on a yearly basis and it has surely been longer than that. Linda agreed to deal with Comcast, and notify both Clark and Richard about the results. Clark concluded the meeting at 8:42 p.m. APPROVED: M~cus Leatham, Acting Recording ~ecret~ 7