Public, Education & Government Access Oversight Board

PEG Access TV Oversight Board meeting Dec. 10, 2020 Via Zoom Board members present: Mary Rozak (chair), Donald Hyman (vice chair), Dale Getto (treasurer), Ron Lesko (secretary), Aprecia Cabey (joined the meeting in progress at 5:58 p.m.), Scott Jarzombek, Mary Alice Molgard, Zachary Simpson, Cathy Taylor, Jessica Wilcox Also present: Kirk Daniels (studio coordinator), Laura Gulfo (counsel) Board members absent: Jim Matteo Called to order at 5:32 p.m. Review of November minutes  Jarzombek moved approval  Taylor second  Approved unanimously Public comment  None Chair’s report  Rozak noted the challenges that 2020 has brought for everyone. She noted work in 2020 for MOUs in place for the library, health and safety guidelines for the studio, planning for Community Media Day. The studio and our channels never went dark during the pandemic, and we have continued to do the best we could throughout this crisis.  She discussed the draft report to the Common Council, asking board members for any review or changes prior to the end of the calendar year. Studio coordinator’s report  Daniels noted that he has uploaded 16 Common Council meetings since the last meeting. He reviewed the long amount of time it takes to upload each program.  He also has been producing and editing two programs that require a producer to record and send the program to him, which he uploads.  No local programming has been produced due to COVID-19 studio restrictions. o Rozak asked, other than Internet speed, which we are working on, what could help make the uploading speed faster?  Daniels noted that they are large files (6-10GB), and other than improving the Internet speed there is not much that can be done to expedite the process from a technical point of view.   Rozak noted that at $168 a month that we are paying for the service already, we would need to know how much additional cost would be involved with upgrading the Internet speed.  Getto asked about additional items needed in the studio.  Daniels noted that there is some additional equipment and software that would assist his work in the studio. Also lavaliers with wind screens, and other items.  Getto noted the conversation they had about how to make the studio “21st century” once it reopens.  Rozak noted that the board needs a list of equipment items from Daniels and we can move forward. The chair can approve any expenditures under $5,000. Getto noted that she has a list that she has worked on with Daniels that she will forward to Rozak.  Simpson noted that he thought other items had been ordered. Daniels noted a list of items from March. Getto indicated she would address this topic in the Treasurer’s Report. Treasurer’s report  Getto noted that the report is separated into two portions – salary and equipment.  She is reviewing all previous equipment purchases. She noted that the monthly Charter Communication payment comes out of that line.  She received an amended budget from the city and will continue working with the city to review. Funds are available for current equipment requests, although Rozak noted that the requested amount is above $5,000. She requested that Daniels and Getto pare the list to items of most urgent need that total less than $5,000 for immediate action.  Counsel requested to be included in the process to be sure that items are purchased at the best possible price.  Getto noted that she feels comfortable about the salary portion of the budget, but needs to do continued work to reconcile the equipment portion of the budget.  Rozak noted that the documents appear to show a balance, but that Getto noted she is not confident that the figure is entirely accurate. Getto agreed with that assessment and is continuing to work with the city to reconcile that information.  Rozak asked counsel if the board could accept the report with just the salary portion and not accept the equipment portion as part of the Treasurer’s Report. Counsel said that would be acceptable. o Taylor asked if we have received any equipment since March. Daniels said we have not.  Simpson moved to approve with description and salary budget only o Wilcox second o Approved unanimously Common Council equipment update  Counsel noted that she has a quote for equipment that is good through the end of the year. She noted it is approximately $27,000. She said she would send an email with the quote to the subcommittee to make sure that all items they requested were included.  Rozak indicated she would send it to the entire board for review.  Counsel noted that a request for bids went out for all equipment necessary, also identifying installation and training as a separate need. She worked with the city clerk’s office for two RFPs – one for the equipment, and one for installation. The city clerk is awaiting additional comment from the Common Council as the funds will need to come from that area. She noted there is also an historic preservation issue that must be resolved before any equipment can be installed.  Simpson noted in review of the equipment list that he is seeing potential errors in the number of items listed, which would indicate why counsel perceived that the bid was low.  Molgard asked to confirm that we are not allowed to have installation in the same bid as equipment. Rozak noted that our equipment budget can pay for equipment only. The Common Council would have to pay for installation and training. o Molgard followed up to ask if the bids themselves have to be separate. She said it might make the process easier if the bids can be combined. o Counsel noted that they were separated to make it easier when going through the purchasing process for the equipment. o Counsel noted that she can pursue having the Common Council make the entire purchase, with PEG reimbursing for the equipment up to a predetermined maximum amount. Jarzombek also noted we would want Daniels to review the equipment specs before the order went through under those circumstances. Counsel noted she would report back to Rozak following further discussion with the city clerk. Albany Public Library subcommittee  Rozak noted that our current MOU expires at the end of March and a follow-up agreement is under discussion. Counsel noted that she has forwarded a draft with comments to the library; Jarzombek noted he has forwarded that on to their counsel and they will be following up with our counsel.  Rozak asked if Jarzombek wanted to provide an update on the library’s status at this time due to COVID-19. Jarzombek noted that he has a newsletter for stakeholders and partners that he will be glad to share. He provided an overview of the library’s planning for reopening certain functions at the Washington Avenue branch. However, he noted that the way COVID-19 cases are expanding it may be leading to shutting all library buildings down completely. Announcements  Cabey noted that she hopes that everyone is being safe and has someone to reach out to for support if needed. New business  Getto thanked Rozak for her leadership throughout 2020.  Rozak noted that she has been the only person updating the Channel Albany digital communication platforms – website and Facebook. She asked if any other board members would be interested in taking that over. Next meeting  Rozak noted that she would not be able to meet during the second week of January.  Rozak suggested Tuesday, Jan. 19, 5:30 p.m., via Zoom. Counsel said she would check to make sure the city’s Zoom account is available that day.  Alternate date – Rozak suggested Thursday, Jan. 28 as a backup date. Motion to adjourn  Wilcox moved  Cabey second  Approved at 6:28 p.m.