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HomeMy WebLinkAbout02/04/03 Telecommunications -- " . \- ,~ cx~ t ......~..,_._- TELECOMMUNICATION <S~ . MEETING MINUTES February 04, 2003 The Regular Session of The Telecommunication Board of the City of The Colony, Texas was called to order at 7:00 p.m. on the 4th day of February 2003 at City Hall with the following members present: Board Members Present Staff present: Clark Switzer, Chairman Rebecca Koo, Finance Director Richard Kuether, Vice Chairman Linda Camerlin - LT. Manager Melvina Sparks, Secretary Rhonda Gann - Recording Secretary Marcus Leatham Bill Cunningham Michael Fogarty Wallace Gehrke, Alternate Absent were: Walter Gillett With seven (7) board members present, a quorum was established and the following items were addressed: . 1. Citizens Input None in attendance 2. Consideration of approval of the minutes of the Telecommunications Board meeting held on February 4, 2003. Those in favor: All Those oppose: None 3. Board Goals Mr. Switzer distributed the "TCGTV Board Goals". Mr. Switzer would like this list to go before council for approval. Board members are to review goals for comments or suggestions. Request was made for Mrs. Carnerlin to research which search engine the City has. Mrs. Koo reminded board, budget for equipment would have to go before the council. . Mrs. Sparks told board she would like to prepare the budget that will go before council for the Telecommunication Board. 1 ""'.---- . , Programs to be implemented by the board will be suggestions ftom staff and citizens. . Need to implement a way to promote channel 17. 4. Staff liaison report Memo ftom City Secretary distributed to board in reference to City LD. Cards. Telecommunication Board Activity Report distributed. Board must log working hours. Board meeting hours are not to be included. Activity Reports need to be submitted monthly. Time is entered in 15-minute increments. Staff will research if time is the only thing the board needs to log or if the board needs to log activity. Mrs. Camerlin will e-mail question to board before next meeting for bio. The question will be, "What do you want the board to know about you". 5. Purchasing procedures Procedure #415, Purchasing Policy, was distributed to board members. Tax-exempt forms are to be used for City purchases and not for personal purchases. Board has to pre-approve all purchases. The board should follow the City's purchasing procedures as defined by Procedure #415. Board members can make purchases under . $50.00 with City Staffs approval in the event that the board has not given prior approval. The board member will contact Clark Switzer and he will contact staff, Rebecca Koo, Linda Camerlin or Jonathan Alzamora, for staff approval of purchases under $50.00. Staff involved with the Telecommunication Board, will provide cell phone numbers, pagers and e-mail address to board members to contact in the event of emergency purchases by the member. Mrs. Camerlin reminded board if any City owned property was taken out of City Hall, all property must be returned to City Hall as soon as possible. 6. Review and propose changes to the Telecommunications Ordinances a. Memo ftom City Secretary, item number 8, take out the word (the) and have it read as follows: "The board will review the proposed Telecommunications Fund budget and make.. .." Melvina Sparks made a motion to update ordinance to read as above. Richard Kuether seconded the motion. . All in favor: All All opposed: None 2 . "- b. Melvina Sparks made a motion to eliminate Secretary position for the board in . Sec. 2-201, #5, in the Telecommunications Advisory Board ordinance. Richard Kuether seconded the motion. All in favor: All Opposed: None c. Melvina Sparks motioned to change Section 2-201 of the Telecommunications advisory board; membership to show: "All board members will serve a two year term" Richard Kuether seconded the motion. All in favor: All Opposed: None d. Melvina Sparks made a motion to insert #6, the wording on Section 2-201, telecommunications advisory board; membership. "The council shall appoint an alternate member who shall serve as a voting member in the absence of a regular member. The alternate member shall vote . according to his/her wishes and does not have to vote in the direction of the absentee member. Change the wording ftom #6 to #7, "The vacancy shall be filled by the current alternate member and the City Council shall appoint a new alternate member". Bill Cunningham seconded the motion. All approved - All All opposed - None e. Bill Cunningham motioned to insert the wording on Section 2-202, Powers and duties #6: "The board, through its chairman, shall make both an oral and written report requested by the City Council and/or as needed. Richard Kuether seconded the motion. All approved - All All opposed - All . 3 ,. -, _._,_.,,-- . '~ f. Melvina Sparks motioned to change on Section 2-202. Powers and duties, #1, #2 . &#3 Change all three ftom, use of Channel 6 or other PEG to use of all PEG channels. Richard Kuether seconded the motion. All in favor: All All oppose: None g. Melvina Sparks motioned to change on Section 12-202. Powers and duties, #5 & #7: Change both ftom, division to ordinance. Bill Cunningham seconded the motion. All in favor: All All oppose: None 7. Review Channell7 policy . a. Melvina Sparks motioned to table the item. Board members need to review the policy and write any comments or recommendation for the next appointed meeting. Bill Cunningham seconded the motion All in favor: All All oppose: None 8. Discussion of procedures on submission of agenda items Discussion for items to be put on the next agenda cannot be discussed in the current meeting. These meetings are held for items that are on the agenda only. Items to be included in the agenda should be submitted to the Chairman of the board. The Chairman of the board will contact the City liaison, and the City liaison will add the items to the agenda for the next appointed meeting. Marcus Latham motioned board members to contact the Chairman by 12:00 noon on the Friday after each board meeting to include items on the next agenda. The Chairman will then e-mail the items selected by the board for the next agenda, to the City Liaison. If City Staff has any items to add to the agenda, they will need to contact the City Liaison. The Liaison will prepare the agenda and e-mail it back to the Chairman by 5 :00 that same evening. The Chairman then has an option to approve or revise the agenda before the final agenda is sent to board and staff. The final agenda with any backup paperwork will be e-mailed to the board and to staff no later than the Friday . prior to the next meeting, by 5:00p.m. 4 . " Wallace Gehrke seconded the motion. . All in favor: All All oppose: None Clark Switzer made a motion for dismissal at 8:43p.m. Bill Cunningham seconded the motion. All approved - All All opposed - None APPROVED: Clark Switzer, Chairman . Rhonda Gann, Recording Secretary . 5