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HomeMy WebLinkAbout01/21/03 Telecommunications " TELECOMMUNICATION . MEETING MINUTES January 21, 2003 The Regular Session of The Telecommunication Board of the City of The Colony, Texas was called to order at 7:02 p.m. on the 21 st day of January 2003 at City Hall with the following members present: Board Members Staff present: Clark Switzer, Chairman Tony Johnston - Assistant City Manager Richard Kuether, Vice Chairman Rebecca Koo, Finance Director Melvina Sparks, Secretary Linda Camerlin - 1. T. Manager Walter Gillett Jonathan Alzamora - LT. Specialist Bill Cunningham Rhonda Gann - Finance Secretary Michael Fogarty Wallace Gehrke, Alternate Guest Present: Absent were: Bernetta Henville-Shannon - Mayor Marcus Leatham - Board Member Brian McNuelty - Staff . With seven (7) board members present, a quorum was established and the following items were addressed: This is the first meeting held for the Telecommunication Board and there are no previous minutes to approve. 1. Citizens Input None in attendance 2. Introductions Mr. Tony Johnston asked the board members and staff to introduce themselves since this is the first board meeting that has been held in a while. 3. Receive Information from the mayor regarding proposed upcoming cable broadcast of "Mayor's Insight". The mayor discussed her new project "Mayor's Insight". 1. The first taping of the "Mayor's Insight" will be February 6,2003. 2. This will be a 28-minute talk show segment. 3. The purpose of the talk show is to highlight different events that are going on in our . City. For example: 1 .,-,- ,,_.. , a. The roads. How we are proceeding with that issue. Are we answering the . needs of the citizens? b. Parks & Recreation Department. c. Police Department. 4. The Telecommunication Board will be responsible for taking shots for different visual aids for the program. Mr. Switzer said that Channel 8 will be in the City on Thursday, January 23, 2003 and he is going to shoot each area in the City and then break that down to a 5-minute spot for the Mayors program. The Mayor wants to add PSA's on the website. The Telecommunications Board is responsible for implementing it. The Mayor asked Mr. Alzamora to research and collect figures on monthly charges for the airtime we have now and if it would cost more to add airtime. Ms. Camerlin asked the Mayor if she could be put in the loop since she is the staff liaison. Mr. Johnston told the Mayor when she contacts Mr. Cheatham, Mr. Cheatham will work with staff to get the information to Ms. Camerlin since she is the staff liaison. Linda then will make sure that any information that goes out into the public will get to Diane Baxter who is the . Public Information Officer. 4. Election of Officers Ms. Camerlín opened the floor for nominations for Chairperson. Mr. Richard Kuether made a nomination for Clark Switzer as Chairman. Ms. Camerlin asked for any other nominations. None were given. Those in favor: All approved Those oppose: None Ms. Camerlin announced Clark Switzer as the Chairman. Mr. Switzer opened the floor for nominations for Vice Chairman. Ms. Melvina Sparks nominated Richard Kuether as Vice Chairman. Mr. Switzer asked ifthere were any other nominations. None were given. Those in favor: All approved Those oppose: None Mr. Switzer opened the floor for nominations for the Secretary. Mr. Bill Cunningham nominated Ms. Melvina Sparks. . Ms. Sparks declined. Mr. Switzer went on to explain what the duties were ofthe Secretary. 2 ."--"".".,,,,-- Mr. Switzer said that the Secretary position is a very important position. The Secretary will be . keeping all the minutes on special paper to be filed in the records department of the City Secretary's office. Mr. Switzer then addressed Mr. Johnston and said that in the past, the secretary was not able to get to the special paper that needed to be used and the minutes were not being typed in a timely manner. Mr. Johnston said if the board wants staff to take the minutes, staff will e-mail it to the board, give the board 24 hours to respond with any corrections, process it and have it ready for the next board meeting for approval. Once it is approved at the next board meeting, it will be given to City Secretary's office for record keeping. Mr. Johnston suggested that a three ring binder is kept for all the minutes. Ms. Sparks stated that taking notes is not her expertise. Mr. Gillett stated that one of their major problems in the past was that they did not have anyone good at taking notes. Ms. Spark recommended using the recorder for taking notes. Mr. Johnston told Ms. Sparks if she took the secretary position, the City would offer the . support of the Finance Secretary. Ms. Sparks asked if the Finance Secretary recorded the minutes, would the City be using a recorder. Mr. Johnston said the Finance Secretary would record the minutes at each meeting. The Finance Secretary would type the minutes, e-mail them to Ms. Sparks. Once Ms. Sparks approves them, they will be e-mailed to everyone on the committee. Ms. Spark then un-declined and accepted the Secretary position. Mr. Switzer asked for any other nominations. None were forthcoming. Those in favor: All approved Those oppose: None 5. DISCUSSION OF ROLES, DUTIES AND GOALS OF THE BOARD Mr. Switzer said that the board must follow the rules and policies. There must be a licensed person on the board and he is licensed. Mr. Switzer said the roll of the Telecommunications board is to be an advisory board. The . Board goes out and researches, and tells the staff what information the Board finds, and advices them as to what is needed. The board's chief duty is the production of T.V. for the City. 3 "" ..-., .""".'.".-.'..'- r Mr. Switzer said the goals of the board are to go to staff and ask for what is needed. . Mr. Johnston told the board they need to take a líst to Council that identifies what the board's goals are. Ms. Koo asked the board to look at their handout on Article II. Boards and Commissions, Division 1. Telecommunications Advisory Board. Section 2-201, Telecommunications advisory board membership, first paragraph. "There is hereby created the telecommunications advisory board (the "board"). The board shall consist of seven (7) members appointed by the city council Four (4) of the members shall serve an initial term of two (2) years, and three (3) of the members shall serve an initial term of one (1) year. Thereafter each term will be two (2) years." After reading the above paragraph, Mrs. Koo asked the board how they want to appoint the members to serve the 2-year and I-year terms. Mr. Switzer recommended that for now, all board members serve 2-year terms. Mr. Cunningham said that the channel information on the Ordinance is incorrect and not updated. . Mr. Johnston asked Mr. Cunningham to look over the Ordinance and bring it to the next meeting with any updates needed to be updated. 6. STAFF LIAISON REPORT Ms. Camerlin, staffliaison, introduced the City Staff Members. Ms. Camerlin said the board has to approve all expenditures before making any purchases. Purchases over $25,000 must go through purchasing, Mr. Bob Sparkman, for bids. Mr. Sparkman has to go before Council for approval. Mr. Johnston asked that Ms. Camerlin add to the next agenda the purchasing procedure. The board needs to decide how they want to purchase small items without having to meet for that purpose. Mr. Johnston told the board if anything goes out on tape or T.V. to make sure Ms. Camerlin is aware of it. Ms. Camerlin can let Ms. Baxter know in the event customers call to complain or make comments. Ms. Baxter will need to know what is going on to be able to answer the customer's questions. Mr. Johnston asked the board to remember the chain of command. The chain of command is . the board communicates to Mr. Switzer, Mr. Switzer then communicates to Ms. Camerlin. If needed, Ms. Camerlin will communicate to Ms. Baxter. 4 " "..-- .-- , Mr. Gehrke said being an alternate, he tries to attend all meetings but does not vote in the . meeting unless one of the other seven members is absent. Mr. Switzer said that Mr. Gehrke could vote according to his wishes and did not have to vote in the direction of the absentee board member. Ms. Sparks asked Ms Camerlín if she could make a presentation on her department. Ms. Camerlin offered a tour for Ms. Sparks when she is available. Mr. Switzer asked if the board and staff would give him a background on themselves so that they will know how to help each other. Ms. Camerlin will e-mail some question to the board member and type up a bio for the next meeting. 7. DISCUSSION OF MEETING SCHEDULE Mr. Switzer would like to meet on the 1 st and 3rd Tuesday of each month. Mr. Johnston told Mr. Switzer they should meet two times for the month of February, and go to once a month after that. Mr. Johnston said we would meet on February 4th and 18th at 7:00 p.m. and make a decision on the 18th as to whether we will meet once a month after that. . Mr. Cunningham said on the City T.V. spot, it shows Compast Cable T.V. in place of A.T.& T. Mr. Cunningham said that unless he is incorrect, that has not been official. Mr. Johnston asked Ms. Camerlin to get with Ms. Baxter to research this issue and get back with him. Mr. Switzer asked Mr. Johnston how much is in the budget. Mr. Johnston told Mr. Switzer that there is $10,000.00 available in the budget. Mr. Cunningham asked Ms. Camerlin if she would call Ms. Ella Sizemore with AT&T to see if they have a name change yet, and get the number of residence that subscribe to AT&T cable now. Ms. Sparks suggested that Ms. Camerlin create a "Parking Lot" agenda for each meeting. A parking lot agenda is items on the back burner but would not be brought up until necessary. This way, items will not be forgotten. Mr. Johnston asked Ms. Camerlin to add the following items to the next agenda: 1. Board Goals 2. Presentation of LT. Department . 3. Citizens Input 4. Small bio 5. Purchases Procedure 6. Review Ordinances 7. Copy of Channel 17 Policy 5 . . Mr. Johnston asked Ms. Camerlin to add the following to the Parking Lot líst: . 1. Wireless Fees 2. Channel 6 to Channel 17 on Telecommunication Ordinance 3. Marketing Promotion 4. S.W. Bell DSL - Are connection all complete in The Colony The meeting was adjourned at 8:35 p.m. ATTEST: Rhonda Gann, Recording Secretary Melvina Sparks, Secretary APPROVED: Clark Switzer, Chairman . . 6