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C-VIEW
C-View Television Advisory Task Force
Minutes
'Date
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C-VIEW TELEVISION ADVISORY TASK FORCE
CITY OF CLEARWATER
February.7, 1996
Present:
James Martin
Peter Caffentzis
David Campbell
Dan Hamsmith
Rich Whitaker
Jeffrey E. Harper
patricia O. Sullivan
Acting Chairrrask Force Member
Task Force Member
Task Force Member
Task Force Member - arrived 5:37 p.m.
Task Force Member
Information Management Director
Board Reporter
Absent:
Joseph Brown
Shawn Stafford
Task Force Member
Task Force Member
The Acting Chair called the meeting to order at 5: 16 p.m. at City Hall Annex.
To provide continuity for research, items are in agenda order although not necessarily
discussed In that order.
ITEM Ul - ADcroval of Minutes
Member Campbell moved to delay approval of the minutes of the regular meeting of
. January 19, 1996. The motion was duly seconded. Members Campbell and Whitaker
(:, voted "Aye"; Member Caffentzis and Acting Chair Martin voted t'Nay." Motion failed.
The January 19, 1996. minutes will be addressed at the next meeting.
ITEM #2 - Task Force Role and Direction
Information Management Director Jeff Harper reviewed the C-View TV Task force
role. The City Commission established a seven-person advisory task force in November
1995, to meet for 1 B months. The Task Force's purpose is help develop policies based on
input from Clearwater citizens and technical experts. C-View's mission is to televise
government meetings, inform citizens about the programs, services, and events provided
by the City, and to market the City as an attractive and unique community in which to live,
work, and do business.
Concern was expressed four-hour Task Force meetings are burdensome and
discourage member participation.
Acting Chair Martin suggested the Task Force draw-up recommendations at the end
of their meeting schedule. Mr. Harper said the Task Force will present a formal report with
their findings to the City Commission. The Commission receives copies of their minutes.
ITEM #3 - Task Force Member Reoorts
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Acting Chair Martin expressed concern C~View's equipment will be damaged if the
room remains too hot, as heat negatively affects components' life. Member Hamsmith
reported the City of St. Petersburg's television facilities set their thermostat at a maximum
of 72 degrees. Their facilities are cooled by the building's main system and a back up
system. It was agreed air around equipment racks should not be warmer than 72 degrees.
Member Hamsmith indicated some equipment in St. Petersburg had to be rebuilt twice a
year due to high temperatures. Acting Chair Martin said it is less expensive to cool a room
adequately than repair and replace equipment. High temperatures can invalidate
equipment warranties.
Acting Chair Martin reported a multi-channel audio board will be installed in C~
View's City Hall facility. Construction of a required fire escape will occupy ;Is's of that
room. Recording facilities will remain at City Hall but C-View's main facilities will relocate
to the new Municipal Services building. Concern was expressed current space is
inadequate.
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Acting Chair Martin could recommend little to change C-View's scope without
additional expense. The quality of staff productions is excellent. He noted the difficulty of
maintaining a regular schedule due to staWs inability to control meeting lengths. Member
Campbell recommended staff estimate meeting lengths on the high side. If meetings
adjourn early and time allows, they could be replayed immediately. He suggested the vaB
(video bulletin board) could fill the extra time. Preemption would be necessary only if
meeting lengths exceed estimates. He said instant replay permits those who miss the
beginning of a meeting to view it immediately after it ends. Majority support for this
suggestion was expressed. Member Campbell felt the schedule should be accurate.
Mr. Harper said City produced shows are plugged in during extra time blocks
because the City Commission has requested less time spent broadcasting the VBB. Many
citizens catch programming by channel surfing. Member Campbell felt non-scheduled
programming should not be broadcast so citizens know what is planned. Acting Chair
Martin said, based on the varying lengths of meetings, C-View must remain flexible and
consistent. Member Whitaker felt airing programming was preferable to running the VBS
excessively. It was noted programs cannot always be scheduled because staff does not
know in advance which time blocks will be available. Mr. Harper said preparing weekly
schedules for newspaper publication absorbs a great deal of staff time. Meeting schedules
do not change unless they are canceled.
Member Campbell felt viewer access to an accurate schedule is important. He
expressed concern the vas now is one hour long. Member Caffentzis recommended airing
a five-minute broadcasting schedule vas prior to each meeting.
Member CampbeWs concern regarding the inaccuracy of the broadcast time clock
was addressed. It was recommended that staff reset their PC's weekly by calling the
Bureau of Standards, the Naval Observatory, or MacDiII Air Force Base. The majority felt
purchasing clocks or a modem and program to set the correct time were not necessary.
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Member Hamsmith said he serves the Task Force as a technical advisor and felt C-
View staff are meeting their goals. In Exhibit A, he addressed several technical concerns:
1) chambers' audio quality. Acting Chair Martin noted a problem with Time Warner's audio
return feed and recommended the cable company monitor and improve it.; 2) chambers'
video quality. Member Campbell did not think video quality needs to be addressed. It was
suggested C-View broadcast color bars and tone monitor weekly to correct tones and
allow citizens to do so also; 3) chamber remote control for cameras; 4) programming
scheduling and automation problems. St. Petersburg completes their schedules on Friday
for the following week and runs a hotline bulletin board through their phone system; 5)
audio music library. Member Campbell suggested the City may be able to use other music
sources at no cost. The majority recommended maintaining the current music library,
citing concerns regarding royalty costs; and 6) the operating budget. Member Hamsmith
recommended a supplemental budget for new equipment and additional staff. Expenses
will expand as broadcasting needs increase.
Member Hamsmith was impressed by the way C-View is run. He recommended the
Task Force not micromanage the operation. He expressed major concerns regarding areas
that are Time Warner's responsibility. such as the quality of chamber cameras donated by
Vision Cable. He suggested addressing these issues via the franchise agreement.
The meeting recessed from 7:00 to 7:04 p.m.
Member Caffentzis reviewed his budget concerns. He would like C-View to
broadcast to homes without cable but felt that option may be too expensive. He
recommended contracting services, when possible, to lower costs. He suggested
establishing a five-year budget that includes a spending cap so C-View expenditures do not
expand, He said broadcasting meetings is a valuable service and allows citizens to
experience meetings' dynamics. In answer to a question, Mr. Harper said many VCR tapes
of City meetings are checked out from the library. Member Caffentzis suggested C-View
use Time Warner facilities as often as possible. He recommended C-View report on topics
of interest to citizens such as reclaimed water. Mr. Harper reported GTE wants to
establish a franchise in April 1996, and has offered some access support. The TV
production staff member being recruited will replace an accounting position. C-View staff
are salaried and not paid overtime.
Member Campbell expressed concern regarding Time Warner's rate increase. Mr.
Harper said the City has received many complaints regarding that issue. The City has little
control over cable pricing and regulates only the basic tier, channels 1 - 22. The City can
act only if Time Warner raises rates above the FCC established benchmark. He said staff
will be able to record the broadcasting schedule for telephone access once the new
telephone system is installed.
It was noted the skill levels of volunteers varies greatly. Mr. Harper said a previous
volunteer inadvertently caused some software errors. Member Caffentzis suggested
recruiting Clearwater college students of mass communication or TV production and use
City money to help Clearwater residents. Mr. Harper said the City has one paid intern and
continues to solicit students at local colleges.
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Member Campbell agreed a budget cap should be instituted and requested his
concerns be included as part of the minutes as Exhibit B. He recommended initiating
quality control and reviewed C-View errors outlined in his notes. He felt deviation from
programming causes apathy and suggested trivia panels should focus exclusively on the
City. Member Martin recommended presenting historical facts of local interest to viewers.
Concern was expressed member interference with C-View business causes
confusion. The mnjority agreed members should funnel all recommendations though the
Task Force Advisory committee.
Member Caffentzis suggested C~View information be presented in a more friendly
manner by using staff spokespersons who are enthusiastic about their programs or parks.
It was noted using amateur talent may have drawbacks. Mr. Harper hoped more staff will
participate once the Municipal Services building studio is completed. Member Caffentzis
felt information presented by live people is more effective and interesting than the VBB.
Member Whitaker said public access, government access, and educational access
are parts of a three-legged stool that will fall over if any leg is removed. He praised C-
View for meeting objectives and winning national and local awards.
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Member Campbell felt C-View should not broadcast shows that do not focus on the
City such as Air Force News and Navy News. Member Whitaker said C-View should
address the interests of the large local veteran population and continue to broadcast
defense news and information programs, which are of high quality and encourage
viewership. He suggested localizing the broadcasts by providing introductions by local
veteran (s). Acting Chair Martin noted good Quality armed forces programming is available.
Member Whitaker said residents are attracted to and watch professionally produced,
quality productions.
Concern was expressed that C-View not be used for public access. Member
Whitaker felt C-View should promote City groups. It was suggested problems may occur if
C-View promotes a community business or one specific neighborhood and not others.
Member Caffentzis said C-View should promote Clearwater and feature local achievements
such as the chess club that produced three national champions. He suggested developing
a talent pool to promote the City and attract new businesses.
Member Whitaker predicted public access may be discontinued within five years.
He said the stool will not be able to stand with only government and education access and
suggested the City may have to solicit community produced video programming. Concern
was expressed the City then may have to accept programming from groups that do not
reflect community standards. Acting Chair Martin noted public access has faced severe
criticism due to those who insisted on "pushing the envelopeu of poor taste. '
ITEM #4 . New Business
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Member Whitaker moved to continue appointing Acting Chairs on a round robin
basis. The motion was duly seconded and carried unanimously.
Member Hamsmith moved to appoint Member Whitaker as the Acting Chair for the
next meeting. The motion was duly seconded and carried unanimously.
Peter Caffentzis resignation
Member Caffentzis announced his resignation from the Task Force, effective at the
end of tonight's meeting. He noted his concern had been the budget and recommended
his replacement represent the community's diverse mix. Task Force members expressed
their thanks to Member Caffentzis for his contributions.
ITEM #5 - Schedule Next Meetina
Member Whitaker moved to schedule meetings once ,every two months. The
motion was duly seconded. Members Caffentzis, Hamsmith, Whitaker and Acting Chair
Martin voted "Aye;" Member Campbell voted "Nay." Motion carried.
The next Task Force meeting was scheduled for April 3, 1996, at 5:00 p.m.
Member Hamsmith moved to limit the length of the April 3, 1996, meeting to two
hours. The motion was duly seconded and carried unanimously.
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. ITEM #9 - Adiournment
The meeting adjourned at 8:42 p.m.
~Q._~_D -2J\:<'\~
Acting Chair
C-View Television Advisory Task Force
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I. PURPOSE OF TASK FORCE
In July and August of 1995, Bordner Research, Inc. conducted a seriss of throe focus
groups and one quantitative survey In order to determine market awareness,
expectations, and perceptions related to Clearwater's channel. The City Commission then
decided to establish an advisory task ~.orc~ to me~t for a ~~riod of eis;Jht~~n months. The
purpose of the task force Is to receive input: f~om Cl~arwater citizens' and technical
experts during the early stages of the channel's operation and to help develop policies.
The mission of the task force is to advise the City Manager concerning the City of
Clearwater's government access channel. To suggest ways of meeting the goals set by the
City Commission to televise meetings, Inform citizens about the programs services and
events provided by the City, and to market the City as a place to live and do business.
(Text extracted from information packet provided by' Cily of Clearwater Information
r:::) Service Department; Subject: Establishment of a temporary advisory task force for C.
VIEW Channe135; Distributed: January 19, 1996.)
My role within the task force Is serve as a technical advisor. My professional
experience spans over fourteen years In both broadcast and cable television formats.
Through the years, I have acquired the expertise to design implement and develop new
television production operations, as well as enhance existing facilities and programming.
I will be offering a unique perspective having worked for Vision Cable serving the City of
Clearwater, as well as my current position with the City of St. Petersburg's Municipal
Television Station W35AJ-TV.
II. C-VIEW MISSION STATEMENT AND GOALS
The mission of C.VIEW Is to provide'information to the public about the operations,
services, activities and programs of the City: to market the City' of Clearwater as an
attractive and unique community In which to live, work and do business; to provide
integrated information services to the City dejnlrtments through the use of computers,
~ television, print and other technologies; to value o'ur employees and encourage them to be
productive and creative In carrying out the mission. (Text extracted from Information
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packet provided by City of Clearwater Infor(!latlon ~arvlce Department; Subject: c-
VIEW Operational Guidelines; Distributed: J~nua,ry 19, 1996.)
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I believe that the staff of C-VIEW are meeting their mission objectives as evldonced by
the programs pr~uced which include( ClefllWater City Commission Meetin~i MUnicipal
Board Meetin{Jfi 'Clty Bulletin Board, 'Blueline CPO, In The City, Library Windows, C-
VIEW Exclusives, Clearwater. One Grest Place, and While You're Here. A Day In
Clearwater, As you know, C-VIEW currently reaches approximately 105,000 viewers
In .3S.900 ~omes within the Clearwater City Limits. According to the C-VIEW Citizen
Survey - Key Findings Report (8/28/95) prepared by Bordner Research. Inc" an
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overwhelming majority of viewers (93.8%) expressed overall satisfaction with C-
VIEW.
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III. TECHNICAL CONCERNS
A. COMMISSION CHAMBER AUDIO QUALIlY
1. PROBLEM - Unable to hear Commissioners adequately during meetings and
workshops. Audio system utilizes a tightly gated audio system and super~ardlod
microphones.
2. SOLUTIONS . First. educate Commission members to direct their voice
towards the mics has often as possible. Second, re~caHbrate or eliminate the gating
control for each mic so that the mic will detect sound at lower volume levels or be -hot-
at all times. Third, purchase new mlcs with a wider pick-up pattern. Include mlc
stands with a longer and more flexible gooseneck so that the mic head will be closer to
the Commissioners. This will also help to minimize paper shuffle noise.
B. COMMISSION CHAMBER VIDEO QUALITY
1. PROBLEMS - Inadequate lighting coming from three different types of light
sources. Dark wood interior absorbs ambient light, causing flesh-tones and wood stain
color to bleed together. Cameras are one~hip CCD, auto-focus cameras designed for
pro-sumer or low-level industrial use.
2. SOLUTIONS . First, provide additional tinting film for exterIor windows to
equalize lighting temperature Imbalances. Vertic~l bli.flds Are ade~ate. Second,
consider Interior modifications (I.e. light color pleated curtainj that will provide a
brighter background to help reflect amlllent light. Third, replace cameras with
broadcast quality spec. three-chip CCO cameras that can better compensate for varying
light sources.
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C. COMMISSIOl\l CHAMBER REMOTE CONTROL FOR CAMERAS
1. PROBLEMS.. Remota control system was designed for security surveillance
and not on-line broadcast quality production work. Additionally, the cameras being
operated by the system use an auto focus technology which Impairs reaction time and
,
quaflty picture compositlon.
2. SOLUTIONS ~ Replace entire remote control system with appropriate
broadcast quality equipment. The current system installed at City Hall should never
have been considered for such use I New broadcast quality cameras must also provide for
the ability to manually zoom and focus from the remote control sight, so that response
time from shot-towshot will be quicker. This is the only way to provide for quarity
picture composition within a quick turn around time.
D. PROGRAMMING SCHEDULING AND AUTOMATION PROBLEMS
1. PROBLEM.. Programs not always appearing at scheduled time.
2. SOLUTION . C-VIEW has recently purchased a new automation system that
should eliminate some of the technical diHicultles experienced with the previous
automation system. There has been a learning curve to operate the new system and that
is to be expected. According to the printed program logs there is minimal deviation on
the projected start times for a majority of the programming seen on C-VIEW, Perhaps
program schedule disclaimers should be highlighted or added indicating the fact that
programming is subject to change based on the various lengths of board meetings covered
by CwVIEW. However, the Bordner Research C-VIEW Research Key Findings Report
from August 28, 1995 indicates that 77% of the viewership results from channel
surfing rather than being planned, In fact, surfers were over twice as likely to use a
sequential flipping pattern as opposed to a direct flip to Channel 35 now Channel 15
(similar results were found in the C-VIEW produced viewer survey).
E. AUDIO MUSIC LIBRARY
1. PROBLEM - Inadequate music selections.
2. SOLUTION.. I was impressed with the quality of C-VIEW's buy-out music
library. I have heard several other buy-out music libraries, and there are far worse
possibilities. .Higher quality. music libraries are available but at a considerably
higher cost. Each music library contract holds certain legal restrictions (I.e. royalty
fees, not for broadcast, etc.) which may inhibit its use. I do not see the need for any
changes at this point.
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IV. c-VIEW OPERATING BUDGET
The budget for C-VIEW Channel 16's television operation can be found within the City's
Information Management Department budget under the heading of Community Outreach
Division. As indicated by the budget Information packet dated 1/26/96, C-VIEW Is
expected to receive $346,996 for station operations during Fiscal Year 1996. This
annual budget figure breaks out as follows (based on 105,000 viewers in 36,000 cable
homes): $9.89 per cable household per year, or $.03 per cable household per day, 1
would venture to say that one would be hard pressed to find the ilmount and quality of
information currently being provided by C-VIEW through another media source at a
lower subscription price.
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One area concerning the budget that will need to be addressed by this task force is the
ability of C-VIEW to raise additional revenues to help supplement the annual budget.
During the first meeting of the task force, Commissioner Thomas indicated that certain
guidelines had been established by the City Commission that would allow C-VIEW to raise
revenues. Essentially, dollars could be generated by invoicing commercial clients for
costs incurred during the production of a commercial program or spot. The air-time
during which the commercial would be cablecast would be free of charge. The question
posed by Commissioner Thomas was whether or not the task force felt this was the
appropriate thing to do. Commissioner Thomas also indicated that the City didn't have the
funding available to support continued growth of this operation.
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This presents a budgeting dilemma, as the City is aware of the fact that C-VIEW will
continue to require additional funding for new equipment and staff as the need to expand
continues. As more city departments become aware of the value in diSSEminating
information to the public about their programs and services via the C-VIEW government
access operation, demand will ultimately exceed the station's technical abilities.
Performance Indicators included in the January 26. 1996 budget Information packet
show that C~VIEW staff expects to complete video projects on time for' City employees
100% of the time for the 1995/96 year, However. the percentage of approved project
requests contracted for and scheduled into production with in four working days is only
predicted to be 95% during the 1995/96 yearly projection. Like~ise, the percentage of
normal (non-rush) projects completed within cost estimates Is also 95%. It stands to
reason that the burden for additional programming is beginning to have a negative effect
on the staff's ability to do projects in a timely and cost effective manner. This direclly
relates to future budget considerations. Provided that there are established guidelines
.
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that would protect the City's Interests, I would favor any reasonable means (I.e, pss-
type program underwriting, commercial production, otc.) In which funds could be
generated to supplement the existing C.VIEW budget. It must also be noted that any
efforts expended to achieve theso goals will require additional budgeting to off-set
additional administrative and equipment needs.
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V. SUMMARY
Prior to becoming a member of the C.VIEW Advisory Task Force 1 did not have the
opportunity to visit the studio facility in Clearwater. I did not have any preconceived
notions and I was comfortable with the fact that I could provide an objective view to this
task force. As I toured the facility at tho end of January 1996, I became very impressed
with the overall quality of this production facility and its staff members. The type of
equipment purchased by the City of Clearwater, the type of wiring and connectors used,
the met~od in which the facility Is designed, the caliber of the professionals that make up
the C~VIEW staff, and the programming content and quality would be the envy of most
City government access facilities across the nation. The problems that I previously
addressed, are minimal and easily corrected should the City wish to provide the
necessary funds. Vision Cable (now Time Warner) is responsiblo for the most costly
problems that affect the Commission Chamber, I understand that some equipment (I.e.
signal modulator) has been purchased by Vision Cable, but has been withhold until a
franchise agreement could be reached with the City of Clearwater, a process which has
taken approximately two yoars to date. The proposed studio enhancement, which is
currently in the bidding process (Bid #75-96). would be a tremendous addition to the
facility's operation.. The equipment specs planned by the City, detail a broadcast quality
conscious facility. This indicates to me that the staff of C-VIEW is keenly aware of their
direction and the ways and means to get there. The C-VIEW operation certainly does not
need to be micro-managed by this task force and quite frankly I am surprised that a task
force was commissioned. The City and its citizens should be proud of their government
access operation.
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BDS PANELS
Duration of individual panels not adjusted properly for number of words on panel. Some panels
cannot be read in the time allotted.
Too much carelessness with accuracy ofBBS panels,
Lack of awareness of errors and omissions on BBS.
BBS meeting and program schedule panels are in error, incomplete and missing.
BBS meeting and program schedule panels are being removed prematurely.
Know Your Local Government (a key C- View feature) schedule is not on BBS
Not all legal notices are being posted.
Duplicate legal notice are being posted.
Legal notices are being left up for days or weeks after completion of meeting.
Legal notices with errors or problems are removed instead of being repaired.
Different city meetings are being scheduled to show at identical times.
The BBS umusiclt drops out completely. produces sporadic machine gun sound effects and not
been replaced with real "digital cable radio" music.
Meeting and program scheduling not being kept contiguous and chronological.
City holiday closings and exceptions to holiday closings not on BBS,
City Hall lobby type notices not being shown on C- View,
SCHEDULING
Program and meeting schedule panels are a small part of the 30 to 40 minute cycle of BSS panels,
precluding a IIcertain" airing of the schedule panels unless the BSS has run at least 30 to
40 minutes. .
There is no published schedule indicating when the C- View online schedule is scheduled.
Channel 57 90 minute schedule capsule is frequently incorrect.
TV Guide schedule often does not reflect reality.
BBS meeting schedule, Channel 57 schedule and TV Guide schedule usually disagree with one
another.
C- View is not aware when the TV Guide schedule fails to get published.
C- View is not aware when a day or more afTV Guide or BBS meeting schedule panel scheduling
is in error or is missing altogether.
Meetings not playing at scheduled times.
Mettings playing at times not scheduled at all.
Meetings playing at significant variance to scheduled thne.
Viewers are not being informed when schedule changes are made.
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~ PROBLEMS:
C-VrEW BROADCAST OUTPUT OUALITX
Meetings are ocassionatly replayed with significant portions missing.
Quality and content of transmissions is not adequately monitored.
Meetings ocassionally replayed with significant pot1;ons missing audio ahogether.
Numerous programs playing without disccrnable audio.
Video and audio being lost ocassionaly as much as an hour in duration.
The BBS gets stuck on a single or fade of two panels for hours or days at a time.
The BSS panels on ocassion run exclusive of an other programming for days at a time.
EXhIbIT 8
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C.VJEW CONTENT QUALITY
Live meetings are not being stopped until the problem is solved when there is no audio or when
the audio is unacceptable. Virtually all chamber's meetings have serious audio problems.
AUenlion riot being given to content of tilling, e.g., all but the last few minutes of the 1-16 eRA
meeting was labeled Commission Work Session and. was not corrected on replays.
Digital meeting clock is erratic in accuracy from mccting to meeting,
C- View system clock is erractic, causing programs to not start on time or start too early.
Non-Clearwater specific programs being aired, including some Librmy Windows programs.
Commission cha;nber name tags not being captured with camera.
Video and audio being cut during live meeting breaks.
Digital clock being removed at beginning and end of live meetings,
Audience being panned too briefly and too infrequently,
Incorrect dales on meeting tapes not caught for half hour then not corrected on replays.
Time sensitive programs such as Face To Face, III The City, and Know You,. Locql Government
do not have dubbed date of taping. .
Incorrect phone numbers listed on BBS for months without correction.
Responsible departments are not reviewing the BBS output for their respective panels.
Currency of programs not being monitored in case of Know YOllr Local GOl'ernmem.
Lack of adequate quality control results in unflattering takeouts that contain cursing to be aired.
Meetings are getting switched, e.g., DCAB for DDS or Commission Meeting for Work Session.
Many meetings and programs are no show.
Accuracy of meeting titles is not being checked or corrected.
PRE-EMPTION POLICY
Gaps created by shorter than expected meetings not being filled with immediate replay of the
short meeting.
Contingency plans for filler programs to be played in the event of a short meeting are not being
listed in program schedule.
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To minimize the preemption of a scheduled program by a meeting:
For scheduling purposes. estimate on the high side for length of meetings. If the meeting is
shorter in duration than scheduled and time allows. immediately replay the meeting. otherwise fill
the over estimated time slot with BBS panels. A pre-emption would only be necessary if the
meeting exceeded the high estimate.
Scheduling of live and replays of official city meetings are currently being shown on the BBS
panels grouped together by meeting. Until 1-9-96. schedules have been kept in excellent meeting
date order. Since thent the order has been somewhat scrambled causing a number of errorst
including duplicate screens and erroneous removal of current and future schedules and
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cancel I alion notices. B BS ~'rn~e~i.rig:'~9n~PW~;p.~ri'el~:~F.Quld :~~~:.k,epr:i"~~.hrQn.ologi~r,9ide{ by: live
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