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Windsor Community Television, Inc (WIN-TV)
Minutes of the Board of Directors Meeting
November 27, 2007
The meeting was called to order at 7:00 by President Garibay. Present were:
Executive Committee:
Jane Garibay, President
Bill Stephenson, Secretary
Lenford Lawes, Treasurer
Lorenzo Elliott, Member-at-Large
Board Members:
John Berky
Lucinda Canty
Carol Hartman
Lori Hartmann
Lawrence Jaggon
Elliot Sirota
Barry Tuttle
Ann Walsh
Excused absence:
Steve Hodges
Errol Richardson
Unexcused absence:
Clark Pickens
The agenda was approved by consensus, and President Garibay moved to:
2. Public Communications:
None
3. Approval of Minutes:
Mrs. C. Hartman moved, seconded by Mr. Berky, to approve the minutes of the October 23rd 2007 meeting. The motion carried unanimously.
4. Treasurer's Report:
Presentation of the Treasurer's report will be delayed until the next meeting, due to a computer problem. Mr. Lawes reported that $10,000 had been moved from the checking account to a 10-month C.D.
5. President's Report:
No report
6. Staff Report:
Mr. Wynter reported that:
we have received two stationary video cameras, some TV's, large computer monitors, cables, an equalizer, amplifiers and speakers, all donated by ING. The Rec. Dept. has loaned us a closet for storage.
staff and volunteers are working on archiving old tapes to DVD
studio cleanup and reorganization is continuing
the list of mobile equipment is being updated for insurance purposes
7. Standing Committee Reports:
Fund Raising - Mrs. Walsh reported that:
12 larger boxes have been sent to the troops for November; several thank-you emails have been received
thanks were due to numerous organizations and individuals for baking and packaging cookies, cakes, and breads, and to another group of volunteers for packing boxes and transporting them to the Post Office
Mr. Giza's 5th-year program has earned and donated another $100 to the Troops project
letters to the troops have been written by students at several elementary schools
St. Gertrude's CCD students have run a fundraiser for the troops
the Windsor Historical Society has collected over 100 letters written by visitors to the WWI exhibit
over 150 letters have gone out to businesses inviting them to support us via our Business Directory; response so far is light, but everything helps.
Finance - Mr. Richardson:
No report due to Mr. Richardson's absence
Public Relations - Mr. Berky:
reported that the application for Board membership has been revised and is now available on the website
Nominating Mr. Elliott reported that:
the committee, consisting of Mr. Berky, Mrs. Walsh, Ms. Canty, Mr. Hodges, and Mr. Elliott, looked at all applications on file, and considered those individuals along with those current members who had replied to Mr. Elliott's verbal announcements and individual emails that they wished to continue
after deliberation, the committee unanimously recommends a slate consisting of: Lawrence Jaggon, Lenford Lawes, and Elliot Sirota, all current members, along with Steve Washer and Paul Vagnini
Mrs. Walsh moved to accept the slate; Mrs. L. Hartmann seconded; the motion carried unanimously.
A discussion of election procedures led to agreement to use a paper ballot with the five names of the accepted slate printed on it, along with blank lines for other candidates who may be nominated from the floor.
[At t his point, Mr. Elliott and Mr. Lawes left the meeting, citing other commitments.]
Programming Mrs. C. Hartman:
Thanked Steve Washer and Lori Hartmann for their help with committee work
noted that Sunday programming has been rescheduled by Mr. Wynter to free Sunday evenings for regular (non-religious) programming
referred to two documents sent with the agenda for this meeting, and which are appended to these minutes: "ProCom report" and "Proposed Catalog System"
Based on the "ProCom report", Mr. Stephenson moved to establish "TBA"* time slots on Tuesdays and Wednesdays at 9:00 pm for new, time-sensitive programming. Mr. Berky seconded, the motion carried unanimously. (*TBA = To Be Announced)
Based on the "Proposed Catalog System", Mrs. Walsh moved and Mr. Berky seconded that we spend up to $300 for two DVD storage racks. The motion carried unanimously.
Technology - Mr. Hodges:
No report due to Mr. Hodges' absence
Policy Review Mr. Stephenson:
Nothing to report at this time
9. Old Business:
Employee search: one candidate has been interviewed for a new part-time technical person for the staff, and newspaper ads will be placed to make the search process fully open.
Comcast phone and internet service no progress to report
Studio upgrade Mac system: the Mac has been delivered (to the Chamber of Commerce for safe delivery) and will be transferred to the station tomorrow; it will be set up in the studio, outside the control room door
Mrs. L. Hartmann attended a meeting of the 375th Anniversary Committee and expressed our interest in becoming involved beyond simply covering events
The Hayden Station Almanac will be dedicated to the 375th Anniversary; Mrs. L. Hartmann suggested to them that they include a statement that WIN-TV will be covering events and should be kept informed
it was suggested that WIN consider participating in the 375th parade as we did in the Shad Derby parade
10. New Business:
the Executive Committee recommended buying folding tables and chairs for our use, both for meetings and for set use
Mrs. Walsh moved, seconded by Mr. Berky, that we purchase 4 tables and 16 folding or stack chairs, not to exceed $400 total; the motion carried unanimously.
Mr. Stephenson reminded the Board that, according to the Bylaws, Mr. Elliott, as Nominating Committee Chair, will chair the elections next month
a Winter Celebration was suggested, similar to last year's, only earlier in the year, and at the station. From 5:30 to 7:30 on March 4th was chosen; Mrs. Walsh will chair the committee, along with Ms. Canty, Mrs. L. Hartmann, and others.
Mrs. Greco and Mr. Wynter have begun meeting weekly with President Garibay, Mondays at 12:30; these meetings are open to any Board member
Mrs. C. Hartman noted that there was a good article about Steve Hodges in the Windsor Journal, and that WIN received mention
Mr. Berky noted the importance of obtaining written releases from individual appearing in our shows, citing the difficulty the Historical Society had experienced in publishing its recent book. Mrs. C. Hartman concurred, and noted that forms for producers and talent are available at the station.
Mr. Stephenson noted that we have a new series on the Education channel, "The Reading Lady", where a professional reading educator reads a variety of children's books. This came to us as a result of the website.
Mrs. Walsh moved to adjourn, seconded by Mr. Jaggon. The motion carried unanimously and the meeting was adjourned at 8:10.
Respectfully submitted,
William Stephenson,
Secretary
- PROGRAMMING COMMITTEE ATTACHMENTS FOLLOW
A: Programming Committee Report
To: WIN-TV Board of Directors
From: Programming Committee
Date: Nov 7, 2007
The programming committee met on November 6th and makes the following recommendations.
1. The approval and adoption of the following proposal with explanation.
Proposed TBA Policy:
WIN-TV recognizes the need of its viewers to have advanced knowledge of programs and is striving to publish the schedule in advance via the web site. Yet there are times when new programming can be viewed in a more timely manner. For that to happen, on Monday and Wednesday evenings, at 9:00 pm, the program schedule will be labeled TBA.
New programs shown as a TBA will then have a regularly scheduled time slot for broadcast the following week. If there are no new programs for the TBA spot, use of that time block is at the discretion of the program scheduler
2. The committee also recommends that, once a TBA policy is adopted, it be added to the Web site as a FAQ
3. The committee recommends the adoption of the proposed new catalog system. It was reviewed with and approved by the technical director.
3. The program database must be backed up on a regular basis and will include both the old and the new catalog numbers.
4. Conversion of old programs to DVD will not start until all the DVDs in the studio are cataloged under the new system. This will give the program committee a place to start while staff, in conjunction with the equipment committee, makes the necessary arrangements for conversion.
5. The committee recommends the purchase of two wire framed DVD shelving units. Wire framed units are less apt to be dust collectors, and the shelves can be easily browsed. Models we have looked at have adjustable shelves that will accommodate two sizes of DVD covers. Most units have a capacity of about 450 DVDs and cost in the $130 range. Advertised free shipping.
B: Proposed New Catalog Numbering System
The current catalog systems of the many programs in the studio are based on two different systems one by tape length, and one loosely based on the program type or the channel that the station technical director deems most suitable. The goal of the committee was to have one system that incorporated the best of both systems, was as simple as possible, and allowed for infinite expansion, while, at the same time, have meaning. The proposed catalog numbering system has 5 distinct parts to it.
First is a two-letter identifier very similar to the one currently in use for most S-VHS tapes and DVD's.
AO Access One time (replacing "AR", Access Regular)
AS Access Series (to include Windsor on the Go, "WG", and On the Beat, "TB")
E0 Education One time (Replacing "ER", Educational Regular)
ES Education Series
SE School Event
PD Public Domain
PS Public Service
TE Town Event
A "Unique Identifier," two additional letters, follows the two-letter identifier.
Example: TE (Town Event) followed by the unique identifier CC (Chili Challenge)
Other unique identifiers might be EL (Ellsworth School), BR (Bands on the Run), SD (Shad Derby), WG (Windsor on the Go) CG (Concerts on the Green) and SP (Sage Park.) Unique identifiers are most suitable for series programs, so if nothing fits, then XX will be used.
The third part is the year the program was produced - 07 (two spaces)
Then comes the length of the program in minutes, using three spaces - 024
The final part is again a 3 number code. For a single program, it is the order received and entered into the database, 001, 002, 003 etc. For a program series, it is the number in the series that would be used. A series consists of 3 or more programs.
This system will allow series and similar events to be grouped together and allow a person to visually look for a program. Some examples:
ASBR04.120.003 Access Series, Bands on the Run, 2004, 120 minutes, 3rd in the series
EOEL07.045.002 Education Onetime, Ellsworth, 2007, 45 minutes, 2nd program this year
ESKN07.060.003 Education Series, Kind News, 2007, 60 minutes, program number 3
AOXX07.090.005 Access Onetime, Misc., 2007, 90 minutes, 5th new program in 07
AOXX07.048.026 Access Onetime, Misc., 2007, 48 minutes, 26th program in 07
The last two examples do not have unique identifiers, but they could be easily found in the program database with minimal information. The database allows for finding programs or catalogue numbers via many searchable characteristics, such as seasonal timing, producer, designation of field or studio production, etc. Hard copy lists could be made for any criteria. An accurate database will help with DPUC reports, and answer frequently asked questions, like, "How many new programs did WIN-TV generate this month?"
It is proposed that this system begin immediately with the DVDs and carry forward with all new programs. Older media will be entered in the database for informational purposes, and given a new number when converted to digital format. Both old and new catalogue numbers will be retained in the database.
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