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Home My WebLink About06/03/03 Telecommunications TELECOMMUNICATION MEETING MINUTES June 3, 2003 The Regular Session of The Telecommunication Board of the City of The Colony, Texas was called to order at 7:05 p.m. on the 3rd day of June 2003 at City Hall with the following members present: Board Members Present Staff present Clark Switzer, Chairman Linda CamerYm - I.T. Manager Richard Kuetber, Vice Chairman Rhonda Gann - Recording Secretary Bill Cunningham Rebecca Koo - Finance Director Walter Gillett Michael Fogarty HI Marcus Leatham Guest None With six (6) board members present, a quorum was established and the following items were addressed: 1. Citizens Input None 2. Consideration of approval of the minutes of the Telecommunications Board meeting held on May 20, 2003. Marcus Leatham made a motion to approve the minutes as amended for the board meeting held on May 20, 2003. Bill Cunningham seconded the motion. Those in favor: All Those oppose: None Clark Switzer suggested errors in minutes be corrected before he sign,~ the minutes. After recording secretary corrects errors, send him an e-mail informing him the minutes are in his mailbox for his signature. 3. Report from Sub-Committees. a. Richard Kuether reported to the board the 4~u of July event would take place mainly at Stewart Creek Park. b. Richard informed the board if anyone would like to bring a program to be broadcasted on Cable T.V., they would need to go to one of the Governmental Departments like Parks & Recreations, Senior Center or the Arts Board. This would prevent the board fi'om deciding whether or not to broadcast programs on Cable T.V. Rebecca Koo asked Richard Kuether to come up with a written guideline that could be adopted by the board. Rebecca asked the board if they need to look into revising the policy and bring it back to the board at the next meeting. Clark Switzer said that the board did not need to revise the policy. Mr. Switzer suggested the board make a motion at this meeting recommending any new programming will have to be brought through one of the authorized beards of the City or Departments oftbe City. Linda Camerlin informed the board the Cable Policy already states what the board wants to make a motion on. Rebecca Koo informed the board that staff will review the Cable Policy and if changes are needed, she will bring it back to the board. e. Bill Cunningham distributed a copy of the e-mall he received from Chief Clark on his proposal for the purchase of radios. The proposal has facts and figures on the radios he wants to purchase. This is for information purposes only. Chief Clark informed Bill Cunningham they will be invited to future meetings and he would like them to be there when the equipment is being installed and tested. 4. Equipment to be purchased. a. Clark Switzer distributed a list of equipment to be purchased, that was handed out at a previous board meeting. The list Clark handed out included an item that was not on the original list. On item #9, of the new fist, Clark included 12 - 6' Belton Cables, RCA Male to RCA Male, at $14.95 each, with a total of $176.40. Clark asked Linda to give this item to Bob Sparkman to order. b. Clark Switzer requested 5 Motorola, professional two-way radios, series #XV2600, to be purchased for events such as the 4th of July, football games, and the parade. The price for the radios with headsets, belt cases and rack mounted muffin fan, totals $2,251.20. 2 Bill Cunningham told the board his only concern is whether the radios require FCC license. Clark Switzer told Bill according to the packing list, they do not need to be licensed. There is a model bigger than this model that needs a license, but not this one. Clark said they used these radios at his church all the time, they have had the radios for two years and they did not require a license. Bill Cunnlngham informed the beard that he is cautioning the board that if these radios require FCC license, and we do not licensc them as required, the City could be fined by the FCC for using them without a license. Marcus Leatham agreed to go on the Internet to see what frequency the radios are on and if that frequency requires a license. Marcus will e-mail the board, L'mda Camerlin and Rebecca Koo with his findings. Marcus Leatham made a motion to approve the purchase of the radio equipment as listed on the list that was handed out by Clark Switzer, with the possible addition of FCC licensing fees if it is so determined, two members on the board will research the radio and gather information about the licensing in the next couple of days, send in a repor~ to board and staff; otherwise approve the purchase of the radios with FCC license, if required. Walter Gillette seconded the motion. Those in favor: All Those oppose: None Richard Kuether requested to purchase a radio clock for the control room. The purchase should be under $50.00. Richard Kuether made a motion to purchase an LCD radio clock. Bill Cunningham seconded the motion. All in favor: All All oppose: None 5. Staff Liaison Report a. Delivery of used tapes: Linda delivered several boxes of used tapes from the City Seci¢~u'y's ofl~ce. Linda informed the board, legally the tapes must be stored for 90 days, but the Record Departments policy is to hold them for 6 months. b. Purchase of new tapes requested at May 20, 2003 board meeting: Linda Camerlin informed the board she gave the tape list to Bob Sparkman to purchase the tapes requested at the last board meeting; the total price on the tapes is $1,070.70. Bob was not shle to find 15 minute tapes. e. Telecommunication Fund Balance: Linda Camerlin reported to the board the balance prior to recent purchases was $4,589.30. The balance as of this meeting, minus recent purchases of $2,251.20, leaving a balance of $2,338.10. This balance does not include any purchase that the liaison is not aware of at this time. d. Clark reported to the board he found a tape eraser for $699.00. He suggests the board shonid defer this purchase until a true balance is available. e. Clark said the tape unit that was sent off to be repaired has been returned. It is not recording color or video and the sound goes in and out on it. The board will be taking this equipment back to Rainey Electronics to be repaired correctly. 6. Discuss the Budget and Capital Items: Rebecca Koo reported to the board the City Manager has requested the Telecommunication Fund Budget be set at $8,500.00 for Expenditures for budget year 2003-2004. Rebecca told the board she would report the balance of the Telecommunication Fund to them at our next meeting. Clark Switzer passed out a sheet to the board that he had researched for information needed to enhance the control room for Telecommunications, and submitted a Capital Equipment list to be considered as a Capital Expenditure Item.. a. Graphics Unit: $11,285.33 Digital Recording Unit (actual hard-drive with a mount for the camera)(purchase 2) { 1,719.25 each {1,719.25 Fire Wire (need to purchase 2) 70.00 Total: $14,793.83 b. Apple Laptop Computer: $ 4,727.00 with editing package called final cut pro e. IBM Standard Laptop with $ 4,605.00 editing package 4 d. Large Recorder $ 350.00 Records Super VI-IS recorder/player deck e. Player/Storer $11,359.00 Total with IBM Laptop: Total with Apple Laptop: 7. Vice Chairman Report: Richard Kuether requested for ail final minutes to be e-mailed to him, past and future. 8. Chairman Report: Clark Switzer told the board he would like to set up a work session with the Council to see what the Council wants for the future. Richard Kuether suggested the board to compose a letter to Council first, to give Council time to think about what they would like to see happen within the Telecommunication Board. Rebecca Koo asked the board if they want staff to set up a work session with them and the Council, after staff checked with the City Manager. Clark asked Rebecca to proceed with setting up the meeting with City Council. b. Walter Gillett distributed a diagram to the board that he created. The diagram illustrates how to re-wire the control room, items needed to complete this project and cost of each item needed for this project. Mr. Gillett told the board that the price of $4,250.00 on the diagram, were quoted in 2000 and has probably changed but he did not have current prices. Ms. Koo asked Mr. Gillett if he would reconstruct the diagram so that she could present it to the City Manager. Clark Switzer concluded the meeting at 8:34p.m. APPROVED: Rhonda Gann, Recording Secretary 5